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Privacy Policy

 

Woodside Wildlife Park is committed to upholding your privacy and taking care with your personal data as a valued visitor, annual member and user of our website.

 

We will respect any personal data you share with us and keep it safe. We aim to be clear when we collect your personal data and not do anything you wouldn’t reasonably expect with your data.

 

Your privacy

Please read this Privacy Policy carefully to understand our practices regarding your personal data and how we will collect, use and store your personal data. We update this policy from time to time so please check it regularly. If there are significant updates, we will inform those people with whom we are in regular contact, such as members and email subscribers.

 

Looking after your personal data

Who we are

“Woodside Wildlife Park” is a Private Limited Company.

Personal data we collect and the purposes for which we use it

What personal data do we hold?

The type of information we may collect and hold about you are as follows:

  • Your full name and your title.
  • Birth date or alternatively a relevant age range.
  • Postal address.
  • Telephone number(s).
  • Email address.
  • Records of your correspondence with us.
  • Records of your purchases from us.
  • Bank or credit card details (if you purchase something from us or donate to us).
  • Information of how you use our website so we can improve the visitor experience. For details of how we use cookies please visit our Cookie Policy page.
  • Dietary, accessibility, and mobility information.
  • Medical history and treatment details if you receive first aid whilst visiting Woodside Wildlife Park.
  • CCTV footage of those visiting our premises.
  • Photographs and digital images of individuals.

We also collect, hold and process other personal data where it is appropriate and relevant, for example:

  • Details of why you have decided to support/contact us and how you may have heard about us and the work that we do.
  • Details of how you would like to be involved and what you intend to do with the information we provide.
  • Personal data about you that will enable us to be more precise in what we send you or how we approach you, and for purely business-related reasons, including managing relationships with third party and partner organisations.
  • We will only process sensitive personal data also known as special categories of data (E.g. in relation to your health), with your explicit consent, for reasons of substantial public interests or where necessary for the establishment, exercise or defence of legal claims.

 

How and why will we use this personal data?

We will use your personal data to:

  • Provide you with the information, products or services you have requested from us, including such things as admission to the park, specific events that we run, responding to your enquiries and requests, attending educational activities and events, and to tell you about our work and our fundraising
  • Provide you with other information which we feel interest you. This can include newsletters, tips, updates, information in relation to fundraising campaigns, voluntary surveys or questionnaires for you to complete, details of relevant volunteering opportunities, and details of any promotions and competitions we are running. We also send details of events we think you may be interested in attending.
  • Analyse and understand how people use our websites and digital products so we can improve and personalise the experience for users and reflect your preferences and previous interactions.
  • Keep a record of our relationship with you.
  • Improve how we communicate with you, how we fund raise, and how we operate more generally, and keep in contact with you in the ways that you have requested or agreed to.
  • Personalise our services and communications to you. (E.g. to ensure that they take into account your location and previous involvement with Woodside Wildlife Park)
  • Provide you with information about carefully selected third party events, products, campaigns and competitions, but only where you have permitted us to do so.
  • Notify you about changes to our services.
  • Administer and process payments you make for products, services and charitable donations.
  • Verify your identity where required to use some of our services and benefits.
  • Comply with applicable laws and regulations and requests from statutory agencies including for such purposes as health and safety; the detection and prevention of crime and safeguarding.
  • Carry out any obligations or provide you with any other services, functionality or content which you specifically request or agree to.

For the avoidance of any doubt, we do not use personal data for automated decision-making which produces legal effects or similarly significantly affects individuals. However, we use profiling techniques in certain circumstances for the purpose of evaluating personal data to provide you with more targeted advertising and for the purpose of segmenting our database of visitors and supporters so that we can communicate with you in the most relevant way possible. In some cases we use cookies to do this.

Our Cookie Policy explains in further detail the types of cookies we use.

 

What lawful bases do we rely on to use your personal data?

The legal bases that we rely on for processing your personal data are:

You have provided your consent to us using your personal data for a specific purpose:

We will ask for your consent to use your personal data to send you marketing emails. You always have the right to withdraw your consent at any time.

It is necessary in connection with the performance of a contract with you:

Sometimes it is necessary to process your personal data so that we can enter into contractual relationships with you. For example, if you purchase something from our website, or become an annual member of Woodside Wildlife Park, or donate online, we will require your personal data to enable us to perform our agreement.

It is necessary for compliance with a legal obligation to which we are subject:

This would include where we have to retain certain records, for example, to manage health and safety, for the detection and prevention of crime, safeguarding obligations, for maintaining suppression lists to ensure we comply with marketing laws, and undertaking due diligence before accepting certain donations or entering into certain relationships.

It is within our legitimate interests.

Applicable law allows personal data to be collected and used if it is reasonably necessary for our legitimate interests or a third party’s legitimate interests (as long as the processing is fair, balanced and does not unduly impact on an individuals’ rights). We will rely on this ground to process your personal data when it is not practical or appropriate to ask for your consent, and where we are confident that this will not affect your rights.

Our legitimate interests include raising funds for a wide range of activities to support our charitable objectives. We also have a legitimate interest in publicity and income generation, campaigning and fundraising in order to support these objectives and undertaking due diligence to establish the provenance of donations that are made, or may be made, to us.

Where you have provided your details to us, we can contact you by email, post or phone for certain marketing and fundraising activities as set out below (but we will explain this to you at the point that we collect your details). You can opt out of this activity.

We will also rely on our legitimate interests for the proper administration of Woodside Wildlife Park, and to manage our operations (E.g. Maintaining appropriate records and databases, for the detection and prevention of crime and safeguarding all those who access our premises and facilities).

When we process your personal data to achieve such legitimate interests, we consider and balance any potential impact on you (both positive and negative), and your rights under data protection laws. We will not use your personal data for activities where our interests are overridden by the impact on you, for example, where use would be excessively intrusive (unless, for instance, we are otherwise required or permitted to by law).

 

How we collect personal data

We collect information about you:

When you give it to us directly:

You give us your personal data in order to receive information from us; visit our facilities; buy products or services from us including such things as purchasing, administering and renewing membership; when you donate to us; when you respond to a survey or when you otherwise engage with us on our websites and digital products.

When a third party provides us with your personal data:

Your personal data be shared with us by third parties in certain circumstances including (but not limited to) individuals who purchase gift membership on your behalf, schools or other institutions who work with us or receive our services, by mutual contacts who recommend you to us or buy goods and services on your behalf or as a gift, and by our partners who host and run events (or help to run and host events) at our premises, or run competitions or prize draws jointly with us.

Where appropriate you should check any Privacy Policy of any third party when you provide your personal data to them in order to understand fully how they will process your personal data.

When it is available publicly:

To gain a better understanding of you, to improve our communications and fundraising approaches we combine personal data you provide to us with personal data available from external publicly available sources such as Companies House and published articles and newspapers. Depending on your privacy settings for social media services, we can also access personal data from those accounts or services.

When you use our websites and digital products:

We collect personal data about you when you use our websites and digital products. Whenever you input personal data into our website we will collect the personal data that you give to us. (E.g. If you become a member or renew a membership online or otherwise support us through our website, book a visit online or download any of our resources)

We use “cookies” to identify you when you visit our websites and digital products to help us to understand our website users and enable us to improve the website experience for you and/or other users. Please refer to our Cookies Policy for details on how and why we use this data. We also collect your IP address and access times.

We link our website directly to other sites. This privacy policy does not cover external websites and we are not responsible for the privacy practices or content of those sites. We encourage you to read the privacy policies of any external websites you visit.

 

Data sharing

We do not and will not sell your information under any circumstances:

Whilst we allow relevant staff, consultants and/or external third party service providers acting on our behalf to access and use your personal data for the activities we have described in this policy (E.g. to provide services or products to you, deliver mailings, to analyse data and to process payments), we only permit them to use it to deliver the relevant information, goods or services. Where we have engaged the services of a third party processor we have reviewed their privacy policies and security arrangements and conducted any necessary risk assessments. We also enter into a Data Processing Agreement to ensure that third parties are as committed to the security of your personal data as we are.

We can be obligated to disclose your personal data upon request to regulatory and government bodies as well as law enforcement agencies.

The personal data we collect from you can be transferred to, shared and/or otherwise processed by organisations or companies outside the European Economic Area (EEA). Where your personal data is transferred outside the EEA, we will take reasonable steps to ensure that the recipient implements appropriate measures to protect your personal data. (E.g. By entering into EU Commission approved standard contractual clauses).

Unfortunately, the transmission of personal data via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your personal data transmitted to or via our websites and digital products; any transmission is at your own risk. If you have any questions about the international data transfer of your personal data, please contact us using the details below.

 

How we keep your personal data safe and who has access to it

We are committed to ensuring that there are appropriate technical controls in place to protect your personal data including protection from misuse and unauthorised access. Our network is protected and routinely tested.

Your information is only accessible by staff and contractors who are bound by appropriate policies and procedures to protect your information.

 

Data retention

We keep personal data for as long as there is a need to keep it in connection with the purposes for which it was collected. We keep your personal data after a particular matter or exchange has concluded but purely for record keeping purposes and to be able to respond to queries. In some cases, we are also obliged to retain your personal data to comply with legal or statutory obligations. (E.g. To keep records of contractual or financial matters.)

In the event that you ask us to stop sending you marketing communications, we will retain certain details, such as your name and email address, but only to ensure that you are not contacted again.

We dispose of all personal data in a confidential and secure manner.

 

Your rights under GDPR

The General Data Protection Regulation, which came into effect on 25th May 2018, provides you with the following rights:

  1. The right to be informed.
  2. The right of access to your personal data.
  3. The right to rectification.
  4. The right to erasure.
  5. The right to restrict processing.
  6. The right to data portability.
  7. The right to object to processing.
  8. Rights in relation to automated decision making and profiling.

Further information can also be found on the ICO website.

Right to be informed:

This Privacy Policy explains how we collect, use and store your personal information.

The right of access:

You have the right to find out if we are holding personal data relating to you and how we are using it.

To exercise this right you need to make a ‘subject access request’. This can be done verbally at Woodside Wildlife Park or by email at the address below. If you make a verbal request, we recommend that you follow this up by sending an email to office@woodsidewildlife.com

The right of rectification:

You have the right to have inaccurate personal data changed or removed. It is important to us that the information that we hold about you is accurate and up to date. Please let us know if any of your details have changed.

If you find any inaccuracies in your personal data you can contact us by sending an email to office@woodsidewildlife.com

Please provide the following details so that we can put things right:

  • Your name and address.
  • Any information that will help us to identify or distinguish you from other people with the same name. (E.g. Account numbers if these have already been provided by yourself.)
  • Details of the inaccuracy, whether you want information correcting and what those changes are or whether you want the inaccurate information deleting altogether.

It may take a few days to process your requested changes so please bear with us.

The right to erasure (the right to be forgotten):

You have the right to ask for your personal data to be erased from our records. However, this right is not absolute and we can refuse this request, if this is the case, we will explain our reasons for our decision. Your request, if valid, will usually be processed within a month. If we need longer to process your request, we will inform you at the earliest opportunity and in any case within one month from receiving your request.

To exercise this right we recommend that you send an email to office@woodsidewildlife.com

The right to restrict processing:

You have the right to ask us to restrict the processing of your data. This is an alternative to erasure and usually a temporary measure to limit the way we use your data whilst another data related matter is being resolved.

To exercise this right we recommend that you send an email to office@woodsidewildlife.com

The right to data portability:

This right allows you to obtain and reuse the data we hold about you for your own purposes across different services. This would include any data that has been provided by you to ourselves.

To exercise this right we recommend that you send an email to office@woodsidewildlife.com

The right to object:

You have the right to object to Woodside Wildlife Park processing your personal data for the purpose of direct marketing at any time and also for some other circumstances.

To exercise this right we recommend that you send an email to office@woodsidewildlife.com

Rights related to automated decision making including profiling:

You have the right to not be subject of decisions based solely on automated processing i.e. without human involvement. For more detailed information about automated decision making refer to the ICO website.

If you have any queries about the right to automated decision making, please contact office@woodsidewildlife.com

In most circumstances there is no charge associated with a rights request under GDPR. We will only charge a fee if the request is, as the law states “manifestly unfounded or excessive”. If this is the case, we will ask for a reasonable fee for costs associated with the request.

We will need to validate the identity of individuals making a rights request under GDPR. Most requests will be processed within a month of validation. Protracted investigations can take up longer, if this is the case, we will let you know within one month that we need more time to process your request and explain why.

 

Fair processing notices

Communications and marketing:

We can contact you by post and telephone, and, where you have provided consent, by e-mail, to let you know about our events and activities (including mention those of third parties, particularly where they are collaborating with us or sponsoring our events) that might be of particular interest to you; retail offers and promotions, or about the work of Woodside Wildlife Park more generally; and to provide you with information about and the opportunity to participate in our fundraising activities. We provide the opportunity for you to opt-out from receiving our marketing communications every time we contact you.

You can opt-out from receiving our marketing communications, or update your contact preferences at any time by logging into and updating. Or emailing your requested changes to office@woodsidewildlife.com It can take a few days to process your preference changes so please bear with us.

Social media targeting:

If you are a social media user, we will use certain social media tools as part of our relationship with you. These tools include such things as Facebook and Instagram Custom/Lookalike Audiences, Google Customer Match/Similar Audiences, Twitter Tailored/Lookalike Audiences.

Through using these tools, we will provide some of your data to the social media platform / organisation to allow them to identify your social media profile with them. The social media platform / organisation will then show you relevant advertisements relating to Woodside Wildlife Park which we think you will be interested in seeing on your newsfeed.

The social media platform / organisation will also use your profile to identify those with similar characteristics to you who we think may also be interested in finding out more about Woodside Wildlife Park, our work and the events here at the park. These identified individuals will then be shown advertisements about Woodside Wildlife Park on their newsfeed. This activity is governed by the social media platform’s own privacy policy and terms and conditions, so please do refer to these documents if you require any further information about this activity.

Children’s data:

We collect and manage personal data about children in some circumstances, such as where children participate in activities at Woodside Wildlife Park (such as educational and learning activities, member events or competitions)

Where consent is required to process children’s personal data, where appropriate we shall seek consent from a parent or guardian, or shall ensure such consent is in place before any data is shared with us. We shall only hold personal data about children that is absolutely necessary for the purpose of the event/programme that they are applying for or participating in.

Where a parent or guardian gives consent on behalf of a child, we contact that child after their 18th birthday, to check if they wish to maintain their relationship with us.

First aid and medical treatment:

If you receive first aid or medical treatment whilst visiting Woodside Wildlife Park we have a legal obligation to collect your personal information to record and manage your injury and/or treatment.

As a rule, Woodside Wildlife Park collects personal information directly from you. If you are unable, for whatever reason, to provide this essential information, we can ask a relative or friend accompanying you to provide it.

We share your personal information with our employees to assist us with recording and managing your treatment and/or injury.

In most cases, your data will be deleted after 3 years after any incident or treatment.

CCTV monitoring:

Some areas of our premises are equipped with CCTV. Where in use, CCTV cameras are there for the protection of all customers, staff and third parties, and to protect against theft, vandalism and damage to Woodside Wildlife Park, goods and property.

Generally, recorded images are routinely destroyed and not shared with third parties unless there is suspicion of a crime, in which case they will be turned over to the police or other appropriate government agency or authority.

This section is not meant to suggest that you will in fact be monitored or your actions are subject to constant surveillance. It is meant to bring to your attention the fact that such monitoring can occur and results in the collection of personal information.

Members:

To effectively manage a membership contract, we collect and maintain different types of personal information in respect of those who are purchasing or receiving a membership. Personal data including name, address, date of birth, telephone number; email address, bank account details, method and date of payments, contact details of a carer and member’s photos.

We are legally obliged to keep any financially related personal information for seven years, other personal information is deleted one year post membership with photographs being deleted six months after you membership has lapsed.

 

Booking System

Vennersys:

As a client your personal data in the form of contact and payment details are stored to allow us to provide services to you, some data at times is passed to third parties to assist us in performing those duties, those parties are not permitted to use that data for their own purposes, at no point is your data sold to other parties. Woodside Wildlife Park remain the data owners.

Our booking system is provided by Vennersys, a third party external company. You may read Vennersys own privacy policy here.

 

Further Information

Complaints:

Managing your data effectively and securely is important to us and we welcome any feedback. If you are not satisfied with our actions following your request to exercise your rights under the GDPR, you can write to GDPR Officer, Woodside Wildlife Park, Newball, Lincolnshire, LN3 5DQ.

Websites and digital products:

In this policy “websites and digital products” refers to all our websites, including the primary Woodside Wildlife Park website and all our digital products, such as email, applications and digital channels, including social media.

Contact:

For all enquiries in respect of this privacy policy, please contact office@woodsidewildlife.com

Changes to this privacy policy:

We keep our privacy policy under regular review. This privacy policy was last updated in April 2020.