Fauna & Flora International (Fauna & Flora) recognises that a crucial element of the trust we hope to earn from our supporters, members of the public, prospective job applicants, or any other individuals who engage with us, comes from being open, honest and lawful in the way that we process personal data. We will only store your information if we have a lawful basis for doing so.
Below you can learn more about the different types of personal data that Fauna & Flora collects, how and why we process that data, and who you can contact if you have any questions about the data we hold or the ways in which we process it.
Fauna & Flora will never use anyone’s personal details in any way that they would not reasonably expect. Fauna & Flora is registered as a Data Controller with the Information Commissioner’s Office (ICO) (Registration No. Z5599356).
All personal data received and controlled by Fauna & Flora is stored securely in the UK. By using this website you, therefore, consent to the potential transfer of your data outside of your country of residence.
As a donor to Fauna & Flora
The data we hold
If you choose to share your name and postal address with us, then we will store this information in our database, where it will be held securely in the UK.
Access to the database is limited to only those members of Fauna & Flora staff who need to see it in order to process donations, send acknowledgement letters and copies of our publications, and make you aware of Fauna & Flora events, appeals and news. Third parties, such as our database provider or database consultants, may be granted short-term access to perform specific tasks.
We will only send these communications to you where:
- we have your consent to do so, or
- the processing of your personal information is necessary for us to comply with a legal obligation, or
- there is a legitimate interest to contact you
Stop Communications
You can request to stop receiving our communications, or for us to erase your data, at any time by contacting Tom Beesley on +44 (0)1223 749018, or emailing [email protected]. Please note if you request to stop receiving communications, we will need to store your details in a secure database to enable us to comply with your request (even if we erase your data from our other systems).
Objections
You have the right to object to us processing your data where we are using your data for marketing, or processing your data based on our legitimate interests or the public interest, including any profiling for these purposes. You can make your objection at any time by contacting Tom Beesley on +44 (0)1223 749018 or by emailing [email protected].
- Right to restrict use: You have a right to ask us to restrict the processing of some or all of your personal information if there is a disagreement about its accuracy, or if we’re not lawfully allowed to use it.
- Right for your personal information to be portable: If we are processing your personal information (1) based on your consent, or in order to enter into or carry out a contract with you, and (2) the processing is being done by automated means, you may ask us to provide it to you in a machine-readable format.
- Right to have your personal information corrected: You have the right to have inaccurate or incomplete information we hold about you corrected. The accuracy of your information is important to us so we’re working on ways to make it easier for you to review and correct the information that we hold about you.
Postal Mailings
In cases where we are sending mailings to a large number of people, Fauna & Flora uses a carefully selected third party to print and post our communications. In these cases, your name and address will be provided securely to that third party only for the purposes of sending that mailing. Our third party commits never to share these details with any other party unless absolutely necessary for carrying out an agreed process and to delete these details as soon as the mailing is completed.
Email Mailings
If you have provided Fauna & Flora with an email address, and we have your explicit consent to do so, then we will from time to time send you information about FFI events, news and projects that are in need of funding. These emails will always be accompanied by a link allowing you to unsubscribe at any time. Your email address will be stored on our secure database in the UK and in our third-party application called Campaign Monitor, which we use to send emails.
We also use Campaign Monitor to send transactional emails, which are sent to donors and contain information about a donation. Campaign Monitor will also provide us with details about which emails you have opened and when, and what links within an email you may have opened. Fauna & Flora will only use this information to ensure that what we send is relevant, timely and interesting to you. Details of how Campaign Monitor keep your data safe can be found on their website.
Log
We maintain a history of interactions between Fauna & Flora and our donors on our secure database in the UK. These include notes about inbound and outbound communications (i.e. to tell us that we have sent you something, or to tell us that you have written, telephoned or emailed us for any reason).
Subject Access Request
You can request a copy of the data we hold in relation to you. We commit to providing this within one month of receipt of your request. We will only withhold data in limited circumstances where we have legitimate reasons for doing so (for example, where releasing this information will affect another person’s privacy rights). Please contact the Data Protection Lead (details below) to request this information.
Keeping data up to date
We will do our best to ensure that all data we hold is kept as up-to-date as possible. We continually strive to improve the quality and accuracy of the information you have provided, such as your contact details, by checking against the Post Office’s National Change of Address database and Preference management services, such as the Fundraising Preference Service and Telephone Preference Service.
If your information changes or you think the information we have is incorrect, please let us know so that we can make the necessary amendments to our records.
Retention
We will only keep your data for as long as necessary. We will delete your information as soon as there is no longer any legitimate reason to retain it.
Donation Details
If you have provided us with your credit or debit card details for the purposes of making a donation, then we will use those details only for the purposes of processing that donation, which we do through secure services provided by WorldPay and Stripe. We do not store card details, electronically or otherwise.
Where a donation has been sent to us in the post, we will scan the form and store it on Fauna & Flora’s secure servers for the purposes of maintaining an audit trail. Card details on these forms are redacted before they are scanned. The hard copy of the form is destroyed.
Fauna & Flora utilises the services of Telebank, a specialist charity response handling and fulfilment agency. Telebank receives donations in the post and processes them on FFI’s behalf, as well as sending acknowledgement letters.
Direct Debits
Fauna & Flora uses Bottomline PTX to process Direct Debit donations. More information on how they process your personal data is available at Bottomline PTX.
Gift Aid
If you have provided Fauna & Flora with a Gift Aid declaration, then this will be held either as a paper record in our secure offices, or electronically on our secure database in the UK. For the purposes of claiming Gift Aid your name, postcode and the donation amount (against which we are claiming tax relief) will be shared with HM Revenue and Customs using their secure online portal. Please contact us to update your Gift Aid record should there be any change in your contact details or circumstances.
We participate in Facebook’s Custom Audience and Lookalike Audience programs, which enable us to display our content to our existing or potential supporters on Facebook. We provide personal information such as your email address or phone number to Facebook which securely encrypts it. That personal information is then deleted by Facebook if it does not match with a Facebook account or once they confirm you have an account.
For more information, please see https://www.facebook.com/business/help/744354708981227
And https://www.facebook.com/business/help/365463786964246
If you do not want your information to be used in this way, please contact us.
Profiling
We know it’s important for our supporters to use our resources in a responsible and cost-effective way. As a result, Fauna & Flora will, from time to time, use the interaction and giving history of our supporters to analyse trends over time and people’s propensity to donate towards or engage with, our various projects. We use the results of this analysis to ensure that any fundraising appeals we send are appropriate to our donors both in terms of timing and interest as well as the amount of money that we might ask for. This enables us to raise money and our profile more efficiently and respectfully.
Due diligence
In order to protect the reputation of Fauna & Flora, our fundraising policy and procedures (as well as certain legal and regulatory obligations) may require us to carry out due diligence on your donation. We may need to use publicly available information to conduct ethical screenings on potential donors of a significant gift, because we have a duty to understand where our funds come from and to identify any risks or negative impacts there might be in accepting them. This might include researching the sources of the donor’s money, previous business practices and reputation.
If you choose not to have your personal information analysed for due diligence purposes, we may not be able to accept your donation.
Using publicly available information
When communicating with individuals who have given, or might consider giving, a substantial donation to Fauna & Flora, we may seek to find out more about that individual, their interests and their motivations for giving, and may invite them to become more involved in supporting our work.
We do this by collating biographical, financial, corporate and philanthropic information from a wide variety of sources, including information that is held on our supporter database and information that is publicly available. This publicly available information could be obtained by searching for current directorships listed on Companies House and third-party publications such as Debretts, Who’s Who and the Sunday Times Rich List.
We may also use third-party aggregators of publicly available information to review financial, philanthropic and professional information. This helps us optimise our approaches, which makes our fundraising more cost-effective. If you would rather we did not do this, please just let us know and we will, of course, respect your wishes.
Third Parties
Fauna & Flora will never trade, sell or share your personal details with any third party, charity or commercial organisation other than as described above.
Occasionally we may obtain postal lists of potential supporters from external companies to send out fundraising appeals. We will only mail individuals who we believe might be interested in hearing from Fauna & Flora and have been given the opportunity to opt-out of charity mailings. We will also only deal with reputable companies that take privacy and data protection as seriously as we do.
As a member of Fauna & Flora
We will collect and process the same data as we would for a donor to Fauna & Flora, as detailed above.
AGM
Additionally, if you are a member with a UK mailing address, we will use this to send you notice of, and papers for, our Annual General Meeting, giving you the opportunity to attend or to participate in voting on AGM business by proxy.
Oryx
We will also provide your name, address and email address (if you have given consent) securely to Cambridge University Press for the purposes of providing you with Oryx—The International Journal of Conservation if you have requested this as part of your membership subscription.
As a visitor to Fauna & Flora’s website
Cookies
Cookies are small files that are placed onto your device via the browser (e.g. Microsoft Edge, Google Chrome) that you use to access a website that you visit. These cookies help us make the website function properly, make it more secure, help us understand how the website performs and to analyze what works and where it needs improvement, and provide a better user experience. When you first access our site, you will be notified of our use of cookies, and be given the option to accept all, or decide what types of cookies you wish to allow.
Why we use cookies
- ‘Necessary’ cookies are required for the website to operate correctly, by determining the language in use by your browser for example, or to allow you to submit a donation or membership application.
- ‘Functional’ cookies help perform certain functionalities like sharing the content of the website on social media platforms, collecting feedback, and other third-party features.
- ‘Analytics’ cookies help us to improve the website through the collection of anonymous statistics about website usage, such as which pages are most popular and how people are using them.
- ‘Performance’ cookies are used to understand and analyze the key performance indexes of the website which helps in delivering a better user experience for the visitors.
- Social Media cookies are used to help smooth the sharing process when users wish to share our website content on their social media accounts.
- ‘Advertisement’ cookies help us to understand how effective our advertising communications are on other platforms (like Facebook), allowing us to fundraise more effectively.
View a list of the cookies in use on the Fauna & Flora website below.
Manage cookie preferences
You can change your cookie preferences any time by clicking the above button. This will let you revisit the cookie consent banner and change your preferences or withdraw your consent right away.
In addition to this, different browsers provide different methods to block and delete cookies used by websites. You can change the settings of your browser to block/delete the cookies. Listed below are the links to the support documents on how to manage and delete cookies from the major web browsers.
Chrome: https://support.google.com/accounts/answer/32050
Safari: https://support.apple.com/en-in/guide/safari/sfri11471/mac
Internet Explorer: https://support.microsoft.com/en-us/topic/how-to-delete-cookie-files-in-internet-explorer-bca9446f-d873-78de-77ba-d42645fa52fc
If you are using any other web browser, please visit your browser’s official support documents.
Google reCAPTCHA
We collect personal information from reCAPTCHA (owned by Google) and we use the information we receive from reCAPTCHA to check that you are a human and not a robot. Using reCAPTCHA ensures our website is protected from spam and abuse by using an advanced risk analysis machine.
The reCAPTCHA algorithm checks to see if there is a Google cookie placed on the computer being used. An additional reCAPTCHA-specific cookie will then be added to the user’s browser allowing a complete snapshot of the user’s browser window at that moment in time.
Information gathered includes:
- All cookies placed by Google over the last 6 months
- How many mouse clicks you’ve made on that screen (or touches on a touch device)
- The CSS information for that page
- The date
- The language your browser is set to
- Any plugins you have installed on the browser
- All Javascript objects
Google Analytics and Enhanced Conversions Tracking
Fauna & Flora’s website uses Google Analytics, which provides information about visitors to the website. This helps us to understand how people interact with our website so that we can continually improve it.
In addition to collecting fully anonymised aggregated data, we use Google’s Enhanced Conversions tracking which is designed to help us more accurately attribute successful website donations to adverts. It does this by sending to Google securely encrypted identification data collected from user browsers, to enable Google to track activity across different devices or accounts by the same individual, using Google Tag Manager.
You can opt-out of Google Analytics and Google Tag Manager cookies by using the Cookie preferences described above.
Social Media
This website will also allow you to share pages with social networks such as Facebook, which you do at your own discretion. Although we will never share any personal information related to what pages you view or share with third parties beyond what is strictly necessary in order to perform the service you have requested, we recommend that you familiarise yourself with the terms and conditions of any social media channels through which you choose to share a story (or engage in some other way with Fauna & Flora) to ensure that you are happy with how they might combine the data they already hold on you with any interactions you have with us.
How we update this Privacy Statement
We may amend this Privacy Statement from time to time in order to reflect changes in the law, best practice or our internal procedures. You can see the last date at which any amendment or addition was made to this Privacy Statement by going to the bottom of this page. Please therefore review this Privacy Statement regularly to ensure you are aware of any changes to it.
Complaints
We are committed to protecting your personal information. If, however, you have a concern about how we have handled your data or about the contents of this Privacy Statement, or if you feel we may have mishandled your personal information, please contact us. We will respond efficiently to any complaints we receive. Our contact details are as follows:
Tom Beesley (Data Protection Lead)
+44 1223 749 018
[email protected]
If you are not satisfied with our response you can contact the Information Commissioner’s Office with your concerns: https://ico.org.uk/concerns/
Residents of the USA and Australia should also refer to the additional provisions set out below
United States of America
We confirm that we take all reasonable steps to comply with US laws and regulations in relation to online privacy.
California – Online Privacy Protection Act 2003
This Act relates to personally identifiable information (PII) collected in relation to residents of California. Details of how we comply with this Act are set out in our above Privacy Statement which sets out the categories of PII we collect and how to request details of the PII we hold. In addition, we confirm that we do not share your PII with any third parties for direct marketing purposes. In relation to “Do Not Track” requests, please see our section on Cookies and Google Analytics above.
Children’s Online Privacy Protection Act 1998 (COPPA)
Fauna & Flora’s website is not directed at children under the age of 13 and, as such, FFI does not knowingly collect personal information from anyone under that age. If FFI is made aware that personal information has been obtained from a child (without parental consent) we will take steps to delete that information as quickly as possible. Please contact us if you believe that we may have collected personal information from a child.
Australia
In addition to the above information, we also confirm that we take all reasonable steps to comply with the Australian Privacy Principles (APP’s) as set out in the Privacy Act 1988.
We confirm that we process data anonymously except where it is impracticable to do so (for example, in order to maintain a mailing list). Any unsolicited personal information we receive that we cannot legally hold under the Act will be destroyed. As stated above, all the data we collect is primarily stored securely in the UK and is processed and stored in accordance with the Australian Privacy Principles. We ensure that any third parties we use to process or store information outside of Australia also comply with these principles.
If you have a complaint then please contact us at [email protected]. If you are not satisfied with our response to a complaint you can contact the Office of the Australian Information Commissioner.
Last updated: 20th February 2024