privacy

Chichester Tree Wardens Privacy Policy  

Introduction

The General Data Protection Regulation (GDPR) requires us to determine how we process different categories of Personal Information:
  • for the purposes of legitimate interests (e.g. for the purposes of activities and record-keeping for the proper and necessary administration of our organisation);
  • to fulfil a legal obligation;
  • information provided on the understanding that it will be shared with a third party.
Personal Information is any information which may potentially allow your identification through reasonable means.

This Privacy Policy sets out how Chichester Tree Wardens (ChiTWs) use and protect any Personal Information that you give ChiTWs. When you use this website, you consent to the collection, storage, use, disclosure and other uses of your Personal Information as described in this Privacy Policy.

We encourage you to read the Privacy Policy carefully and use it to make informed decisions.

What information do we collect?

ChiTWs collect two types of data and information from website users/email subscribers. 
The first type of information is unidentified and non-identifiable information, which may be made available or gathered via your use of our website (“ Non-personal Information ”). We are not aware of the identity of the person from which the Non-personal Information was collected. Non-personal Information which is being collected may include your aggregated usage information and technical information transmitted by your device, including certain software and hardware information (e.g. the type of browser and operating system your device uses, language preference, access time, etc.) in order to enhance the functionality of our website. We may also collect information on your activity on the website (e.g. pages viewed, online browsing, clicks, actions, etc.).

The second type of information, Personal Information, includes Personal Information automatically collected from the device which you use to access our website. Such information includes geolocation data, IP address, unique identifiers (e.g. MAC address and UUID) and other information which relates to your activity through the website.

We may also collect the following Personal Information, if you provide this to us:
  • name
  • email address
  • telephone number
  • home address
  • information relevant to the reasons you contact us/wish to stay in touch and/or events we organise that you attend.

How do we receive information about you?

We receive your Personal Information from various sources:
  • when you voluntarily provide us with your personal details when contacting us through our website or by email;
  • when you use or access our website (device information);
  • from third-party providers who provide services to us (for example, website traffic analysis).

Why and How is the information used?

We hold and use Personal Information for the purposes of fulfilling our voluntary role as Tree Wardens (details included at the end of this policy):
  • to maintain an up-to-date register of people interested in hearing from us;
  • to send periodic emails with news and information that may be of interest using a web-based e-mailing service;
  • in connection with our events, including taking bookings, planning/delivering each event, making attendance records and following up after each event;
  • to maintain lists of volunteers willing to help ChiTWs with the various activities with which we get involved;
  • to understand/demonstrate ChiTWs’ effectiveness over time and maintain historic records;
  • to keep proper accounts of any income and expenditure;
  • to respond to any communication from you in relation to tree matters.
These activities are undertaken by volunteer Tree Wardens or specific individuals who assist us with particular activities.

With whom do we share the information?

We do not rent nor sell Personal Information to third parties.

We may share Personal Information with our trusted third-party providers, who may be located in different jurisdictions across the world, for any of the following purposes: 
  • hosting and operating our website;
  • performing research, technical diagnostics or analytics.
We may also disclose information if we have good reason to believe that this is helpful or reasonably necessary to comply with any applicable law, regulation, legal process or governmental request; or should we find it necessary in order to enforce intellectual property or other legal rights.

Cookies

We and our trusted partners use cookies and other technologies when you visit our website. 

A "cookie" is a small piece of information that a website assigns to your device while you are viewing a website. Cookies are very helpful and can be used for various different purposes. These purposes include allowing you to navigate between pages efficiently, enabling automatic activation of certain features, remembering your preferences and making the interaction between you and our website quicker and easier. Cookies may also be used to compile statistical data on your use of our website. 

The website uses the following types of cookies:

a. 'session cookies' , which are stored only temporarily during a browsing session in order to allow normal use of the system and are deleted from your device when the browser is closed; 

b. 'persistent cookies ', which are read only by the Site, saved on your computer for a fixed period and are not deleted when the browser is closed. Such cookies are used where we need to know who you are for repeat visits, for example to allow us to store your preferences for the next visit; 

c. 'third-party cookies' , which are set by other online services who run content on the page you are viewing, for example by third-party analytics companies who monitor and analyse our web access.

Cookies do not contain any information that personally identifies you, but Personal Information that we store about you may be linked, by us, to the information stored in and obtained from cookies. You may remove the cookies by following the instructions of your device preferences; however, if you choose to disable cookies, some features of our website may not operate properly for you.
We use a tool which is based on the Snowplow Analytics  technology to collect information about your use of our website. The tool collects information such as how often users access the Site, which pages they visit when they do so, etc. The tool does not collect any Personal Information and is only used by our website hosting and operating service provider to improve the website and services.

Use of script libraries (Google Web Fonts)

In order to present our contents correctly and make them graphically appealing across all browsers, we use script libraries and font libraries such as Google Web Fonts ( https://www.google.com/webfonts ) on this website. Google Web Fonts are transferred to your browser's cache to avoid multiple loading. If your browser does not support Google Web Fonts or does not allow access, content will be displayed in a default font. 
  • Calling script libraries or font libraries automatically triggers a connection to the library operator. In theory, it is possible – but currently also unclear whether and, if so, for what purposes – that operators of corresponding libraries collect data.

  • The privacy policy of the library operator Google can be found here: https://www.google.com/policies/privacy .

How do we safeguard your information?

We will not share your contact details with others, except with your explicit permission or if required by law.

Information shared with any individual volunteer Tree Warden/helper, will be limited to that needed for the purpose of the specific Tree Warden activity with which they are involved (e.g. organising an event, responding to a query you have raised).

Access to our website database is controlled by one individual with a private password. As a contingency, a back-up of that database may be held by a second individual and will be subject to password protection.

We use a web-based e-mailing service which allows anyone on our e-mailing list to unsubscribe from receiving emails at any time and remove their details from this list. The service ChiTWs use currently to support us in meeting our privacy obligations is MailChimp (see https://us17.admin.mailchimp.com/lists/dashboard/signup-forms?id=216170).

Although we take reasonable steps to safeguard information, we cannot be responsible for the acts of those who gain unauthorised access or abuse our website, and we make no warranty, express, implied or otherwise, that we will prevent such access.

Any correspondence with individual volunteer Tree Wardens is subject to the security of their personal computers/devices from time to time.

Transfer of data outside the EEA 

Please note that some data recipients may be located outside the Eur0pean Economic Area. In such cases we will transfer your data only to such countries as approved by the European Commission as providing an adequate level of data protection, or enter into legal agreements ensuring an adequate level of data protection.
N.B. To be updated when arrangements resulting from Brexit are clear.

Managing your ChiTWs e-mailer preferences 

To update your name, email address and/or opt out of tracking of email views and clicks, please click on the “update your preferences” link in the footer of one of our e-mailers.

If you no longer wish to receive ChiTWs emails, please click on “unsubscribe from this list” in the footer of one of our e-mailers and follow the instructions. You will no longer receive e-mailers from ChiTWs and your personal information will automatically be deleted from our e-mailing list.

We have set up and administer this Facebook group as a "public" group, which means that anyone can see the group, who's in it, and all posts. Only group members can post/comment. When using Facebook (FB), you control your own your Facebook profile privacy settings and how other FB users can contact you/what personal information you share. Once in the group, each user is responsible for their own interactions, the personal information you share and, whilst you remain a group member, you are able to edit/delete your own posts. You are able to leave the group at any time (ChiTWs are not notified you have left) and your posts and interactions will form part of the history of the group.

Retention

We will retain your personal information for as long as necessary to keep you informed of tree news and our activities and to run this website diligently. Retention periods will be determined taking into account the type of information that is collected and the purpose for which it is collected, bearing in mind the requirements applicable to the situation and the need to destroy outdated, unused information at the earliest reasonable opportunity.

Controlling your personal information

You have the right to request us to delete your name and contact information from our ongoing records.

You may request details of personal information which we hold about you under the United Kingdom Data Protection Act 2018.

If you believe that any information we hold on you is incorrect, please send an email to info@treesinchi.org copied to Chichester Tree Wardens c/o The Clerk, Chichester City Council, The Council House, North Street, Chichester PO19 1LQ (email clerk@chichestercity.gov.uk ).

Please do not hesitate to contact us with any questions regarding this Privacy Policy.

How to contact us

If you have any concerns or complaints in relation to how ChiTWs collect and/or process your personal data, please contact Acting Chair, Paula Chatfield, at info@treesinchi.org (or tel. 07788 140698) in the first instance. If you are dissatisfied with how your concern/complaint is dealt with by ChiTWs, you have the right to report your concern/complaint to the Information Commissioners Office (www.ico.org.uk).

Minors

We understand the importance of protecting children’s privacy, especially in an online environment. This website is not designed for nor directed at children. We do not knowingly collect Personal Information from minors. If a parent or guardian becomes aware that their child has provided us with Personal Information without their consent, they should contact us at info@treesinchi.org.

Updates or amendments to this Privacy Policy

ChiTWs may change this Privacy Policy from time to time and will provide details via our usual communication channels, currently our Facebook group (www.facebook.com/groups/treesinchi/), an e-mailing list, and this website (www.treesinchi.org). Your continued use of these channels, following the notification of such amendments on our website, constitutes your acknowledgment and consent of such amendments to the Privacy Policy and your agreement to be bound by them.

Last Modified: 16th August 2020 (v2)

Date for Routine Review: by 30th September 2021

The Role of Chichester Tree Wardens

Tree wardens are volunteers who play an active role in conserving trees and woods in their communities. The types of activities that tree wardens can get involved in include:
  • surveying local trees and gathering information about them
  • liaising with the local community
  • protecting trees and woods
  • organising activities, such as planting and caring for new trees.
The scheme is run nationally by the Tree Council, and is co-ordinated across the county by West Sussex County Council in partnership with local parish and town councils. Chichester Tree Wardens group comprises individuals appointed as volunteer Tree Wardens by Chichester City Council.

Find out more about what it's like to be a Tree Warden at:


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