Privacy and security 

This policy sets out how WDC, Whale and Dolphin Conservation aims to repay the trust you have shown us through sharing your personal data. This privacy policy explains how we, WDC, and our affiliated trading company WDC (Trading) may collect and use the information you give us.

At WDC we take your privacy very seriously and are committed to protecting your personal information.

Who are ‘we’?

In this policy, whenever you see the words ‘we’, ‘us’ or ‘our’, it refers to WDC, Whale and Dolphin Conservation.

We are a registered charity and company wholly owned and operated by WDC. A company registered in England and Wales with company number 2737421 and a charity registered in England and Wales with charity number 1014705, and Scotland with charity number SC040231. Our registered address is Brookfield House, 38 St Paul Street, Chippenham, Wiltshire SN15 1LJ.

WDC (Trading) Limited sells a range of goods through its shop and café based in Scotland, enters into corporate partnership agreements, and runs a raffle.  All of its profits are passed to WDC.  WDC (Trading) is wholly owned and controlled by WDC and all staff are employed by WDC.

Your acceptance of this policy, and our right to change it

  • By using our websites, entering a competition/raffle, signing a petition or providing your information for any other purpose, you consent to our collection and use of the information you provide in the way(s) set out in this policy. If you are not in agreement with this policy, then please do not use our websites
  • We may make changes to this policy from time to time. If we do so, we will post the changes on this page and they will apply from the time we post them. This policy was last changed on 1st September 2017.

What is personal data?

Personal data is information that can be used to help identify an individual, such as name, address, phone number or email address.

The policy in brief

It’s important that you read the full policy to understand what information we hold, how we may use it, and what your rights are – but if you don’t have time to read it all now, here’s a quick summary:

  • We collect and hold information that is either personal data (as outlined above) or non-personal data (such as IP addresses, pages accessed etc)
  • We collect information about our current and prospective members, supporters, retail customers, funding partners, volunteers and employees
  • We will never sell your information, and will only share it with other organisations if you have specifically allowed us to do so
  • We collect data to provide goods and information, to fundraise, for administration, research, profiling, analysis, and for the prevention/detection of crime
  • We collect information to provide you with information where appropriate permission has been given to enable us to fundraise, for administration, research, profile, analyse, to demonstrate support for an issue in the case of petitions, and for the prevention/detection of crime
  • We only collect the information that we need or that would be useful to us to provide the best possible service
  • We do our very best to keep personal information secure, including SSL technology (secure server software) wherever we collect personal data online
  • All our partners are required by their contract to treat your data as carefully as we would, to only use it as instructed, and to allow us to check that they do this.

Our websites use cookies – for more information check our cookies policy (link this to the cookies policy)

They are the basics, but don’t forget to read the full policy below, so you have all the details you need.  If you have any questions, please contact our Supporter Care team on weekdays between 9am-5pm on +44(0)1249 449500 or email info@whales.org.

Thank you

WDC Privacy and Security Policy 

This policy applies to all the websites we operate, our use of emails and text messages for fundraising and marketing purposes, and any other methods we use for collecting information. It covers what we collect and why, what we do with the information, what we will not do with the information, and what rights you have.

What information do we collect and why?

We will only ever collect the information we need – including data that will be useful to help improve our communications with you to help us achieve our charitable objectives. We collect two kinds of information:

  1. personal information such as name, postal address, phone number, email address, date of birth (where appropriate)
  2. non-personal information such as IP addresses (this is the location of the computer on the internet), pages accessed and files downloaded. This helps us to determine how many people use our sites, how many people visit on a regular basis, and how popular our pages are. This information doesn’t tell us anything about who you are or where you live. It just allows us to monitor and improve our service.

We collect this information to administer specific activities such as e-newsletters, event registrations, adoption requests, regular giving requests, product purchases, feedback, donations, signing a petition, competition entries etc. The information is either needed to fulfil your request or to enable us to provide you with a more personalised service. You don’t have to disclose any of this information to browse our websites. However, if you do choose to withhold requested information, then we may not be able to provide you with certain services.

What do we do with the information?

We will use the information you provide to:

  • fulfil your requests – such as to take out an adoption, regular gift, donations, competition entries, event enquiries and provision of information
  • process sales transactions such as adoptions, donations, and verify financial transactions
  • present decision makers in the form of a petition
  • identify visitors and contributors
  • record any contact we have with you
  • communicate with our supporters and customers
  • handle online shop orders, deliver products and communicate with you about these orders
  • provide a personalised service to you when you visit our websites – this could include customising the content and/or layout of our pages for individual users
  • prevent or detect fraud or abuses of our websites and enable third parties to carry out technical, logistical or other functions on our behalf.
  • to carry out research on the demographics, interests and behaviour of our users and supporters to help us gain a better understanding of them and to enable us to improve our service. This research may be carried out internally by our employees or we may ask another company to do this work for us
  • if you have agreed to it, provide you with information that we think may be of interest to you.

How we keep you up-to-date with our work.

In October 2015, we moved to be an ‘opt-in only’ communication policy. We only send communications to supporters who have explicitly stated that they are happy for us to do so via their preferred channels: email, SMS, phone or post.

We will never sell your information, and will only share it with other organisations if you have specifically allowed us to do so.

As a member of the Fundraising Regulator we want to ensure you are happy with the way we communicate with you.  If we contact you by our e-newsletters, every message we send will include a link to unsubscribe to receiving future messages if you change your mind. If we contact you by other means and you want to change how – or if – you receive our communications, please call Supporter Care team between 9am-5pm, Monday-Friday on +44 (0)1249 449500 or email info@whales.org

Sharing your information

We will only share your information if:

  1. We are legally required to do so, e.g. by a law enforcement agency legitimately exercising a power or if compelled by an order of the Court
  2. We believe it is necessary to protect or defend our rights, property or the personal safety of our staff and volunteers or visitors to our premises or websites.

Additionally, we work with carefully-selected partners that carry out activities on our behalf. These partners may include media buyers, telemarketing agencies, raffle agencies, mailing houses, marketing agencies, IT specialists, retail systems, banks and research firms. The kind of work we could ask them to do may include sending postal mail and text messages, phoning to ask for your support, carrying out research or analysis and processing card payments. We only choose partners we can trust. We will only pass personal data to them if they have signed a contract that requires them to:

  • abide by the requirements of the Data Protection Act
  • treat your information as carefully as we would.
  • only use the information for the purposes it was supplied (and not for their own purposes or the purposes of any other organisation)
  • to allow us to carry out checks to ensure they are doing all these things.

Storing your information

Information is stored by us on computers located in the UK. We may transfer the information to other offices and to other reputable third party organisations as explained above – they may be situated inside or outside the European Economic Area. We may also store information in paper files.

We place a great importance on the security of all personally identifiable information associated with our supporters, customers and users. We have security measures in place to attempt to protect against the loss, misuse and alteration of personal data under our control. For example, only authorised personnel are authorised to access user information and we use secure server software (SSL) to encrypt financial and personal information you input before it is sent to us. While we cannot ensure or guarantee that loss, misuse or alteration of data will not occur while it is under our control, we use our best efforts to try to prevent this.

Unfortunately, the transmission of data across the internet is not completely secure and whilst we do our very best to try to protect the security of your information we cannot ensure or guarantee that loss, misuse or alteration of data will not occur whilst data is being transferred.

We will keep your information only for as long as we need it to provide you with the goods, services or information you have required, to administer your relationship with us, to present decision makers in the form of a petition or the preferences of our supporters, to comply with the law, or to ensure we do not communicate with people that have asked us not to. When we no longer need information we will always dispose of it securely, using specialist companies if necessary to do this work for us.

What we don’t do with your information

We never sell or share your information to other organisations to use for their own purposes,   unless you have specifically agreed to do so.

Your rights

The Data Protection Act gives you certain rights over your data and how we use it. These include:

  • the right in certain circumstances to have inaccurate personal data rectified, blocked, erased or destroyed
  • the right to prevent your data being used for direct marketing
  • the right of access to a copy of the information We hold about you (known as a subject access request).

If you wish to exercise any of these rights please our Supporter Care team in writing at Brookfield House, 38 St Paul Street, Chippenham, Wiltshire SN15 1LJ. Please note it is our policy to charge the statutory maximum fee of £10 for a subject access request.

For more information about your rights under the Data Protection Act go to the website of the Information Commissioner’s Office.

WDC is not a ‘public authority’ as defined under the Freedom of Information Act and we will not therefore respond to requests for information made under this Act; using the funds generously donated to us by our supporters for such activities is not in accordance with our charitable purposes.

Cookies

We use cookies on our websites.

Cookies Policy

The Policy sets out what cookies are, why WDC uses Cookies on its websites and your options relating to their use.

Who are ‘we’?

We are WDC a registered charity and company wholly owned and operated by WDC. A company registered in England and Wales with company number 2737421 and a charity registered in England and Wales with charity number 1014705, and Scotland with charity number SC040231. Our registered address is Brookfield House, 38 St Paul Street, Chippenham, Wiltshire SN15 1LJ.

WDC (Trading) Limited sells a range of goods through its shop and café based in Scotland, enters into corporate partnership agreements, and runs a raffle.  All of its profits are passed to WDC.  WDC (Trading) is wholly owned and controlled by WDC and all staff are employed by WDC.

When we provide services, we want to make them easy, useful and reliable. When services are delivered on the internet, it sometimes involves placing small amounts of information on your device, such as your computer or mobile phone. These include small files known as ‘cookies’. They cannot be used to identify you personally.

What are ‘cookies’?

In simple terms a cookie is a small piece of information sent from our website to your computer to help us recognise it quickly. If you prefer not to accept a cookie, you can navigate the websites like a normal user. Any information gathered through the use of cookies is compiled on an aggregate, anonymous basis.

Do I have to agree to cookies?

Most web browsers automatically accept cookies, but if you prefer, you should be able to change your browser to prevent that. You should read the information that came with your browser software to see how you can set up your browser to notify you when you receive a cookie. This should then give you the opportunity to decide whether to accept it. However, you may not be able to take full advantage of a website if you do so. Cookies are specific to the server that created them and cannot be accessed by other servers, which means they cannot be used to track your movements around the web. If you do not change your browser settings and continue to use our websites we will infer that you have consented to us using cookies for the purposes set out below.

Why do we use cookies on our websites?

We use cookies so that we can give you a better experience when you return to our websites. In particular we use cookies to:

  • avoid lengthy registration/personalisation of the site each time you visit and personalise it to suit your requirements
  • recognise you when you login and make it easier for you to access your account information
  • estimate our audience size and patterns
  • ensure that you are not asked to register twice
  • control how often visitors see similar adverts
  • track preferences and to improve and update our websites
  • track the progress and number of entries in some of our promotions and contests

Our websites may feature embedded ‘share’ buttons to enable users to easily share articles with their friends through a number of popular social networks. These sites may set a cookie when you are also logged in to their service. We do not control the dissemination of these cookies and you should check the relevant third party Website for more information about these.

Where can I get more information?

You can find out up-to-date information which cookies are being used on our site, expiration dates etc by entering our url at: cookie-checker.com

For more information about cookies, please visit http://www.aboutcookies.org/.