Wokingham District Veteran Tree Association

Privacy Policy and Terms of Use

Personal data and WDVTA

An individual’s confidentiality is protected by the Privacy and Electronic Communications Regulations (PECR) and the Data Protection Act 2018 (DPA). The latter updates and replaces the General Data Protection Regulation (GDPR) [Regulation (EU) 2016/679] and the Data Protection Act 1998.

Personal information supplied by members to the WDVTA will be kept on file and stored securely. Paper copies of Membership Application forms will also be kept securely or securely destroyed after processing. Membership data will be deleted once the member has left the organisation. However, names of past members and their reasons for resigning (but no other information) will be kept for historical purposes.

Members

Membership Application forms, paper and online, request some personal data and the applicant’s preferred means of communication.

Personal Data

These data include title, name, address, postcode, telephone number (optional) and email address (optional). This information is required to provide the services offered by WDVTA. These data will be stored securely.

Photographs

Photographs sent to WDVTA as part of the veteran tree survey or the commemorative and special tree inventory for our use remain the copyright of the owner but the owner grants a licence to the WDVTA in perpetuity to publish, retain and grant further licence to them providing this is lawful and within current regulations. Photographs containing identifiable minors must have written parental consent supplied before they can be accepted.

Photographs of minors submitted and retained by WDVTA prior to May 2018, where written parental consent may not have been recorded, can be requested to be removed from the records by contacting us here or by post to the address on our Contact Us page.

Photographs not supplied to us as part of WDVTA tree surveying activities which are used elsewhere in our publications or on our website are either WDVTA copyright or used with the permission of the copyright owner and must not be copied without explicit permission.

Access to WDVTA data

WDVTA will share some personal information of members who are Tree Wardens with the Tree Council. The WDVTA will not share members’ information with any other company or organisation other than the Tree Council without the explicit permission of individual members, unless required to do so by law.

Members have the right to access a copy of the information the WDVTA holds about them (a subject access request) obtainable, subject to proof of identity, from the WDVTA membership secretary or by post at our address as published on our Contact Us page.

Members have a right to object to the Information Commissioners Office (ICO) if they feel that the WDVTA is not handling their data in a satisfactory manner.

Communication

The WDVTA will ask members to provide formal consent to receive their communications either electronically or by hard copy through the post. We will use a member’s personal data as follows:

Note: With the exception of notices for General Meetings (AGM, SGM) members can opt out of any or all WDVTA communications at any time by contacting us.

Website

Cookie policy

Cookies are small text files that your browser stores on your computer. They are generated by our usage of Google Analytics which helps us to improve the usefulness and relevance of the information we publish. Google Analytics uses cookies to collect statistics on visitor access to the website. These cookies contain no personally identifiable information so do not store names, phone numbers or email addresses. The WDVTA does not use cookies for any other purpose. If you wish you can opt out of Google Analytics cookies. You can also accept or decline cookies by changing the settings in your browser. Here is further information on how to disable cookies.

Contact via the website

WDVTA is committed to ensuring that your privacy is protected. If you provide us with your name, email address or other details it will only be used by WDVTA for the purpose of acting upon your inquiry, comment or the information you provide. It will not be shared with third party organisations outside the WDVTA. A record may be kept of your inquiry, suggestion or comment and used to make improvements to our organisation or the information that we publish.

Copyright

The website and its content are copyright of WDVTA or licensed for use by WDVTA except where stated otherwise. Any reproduction or redistribution of content is not allowed other than as follows:

Terms of use

The content of the website is for information and interest and while every effort is made to ensure that the information is accurate and up to date, this cannot be totally guaranteed. The links to other websites have been provided in good faith but the WDVTA has no responsibility for, nor has it any control over, their content and the WDVTA does not necessarily endorse any views expressed therein. The WDVTA is not responsible for the privacy policies or practices of third party websites.

Policy approval

This Policy was approved by the WDVTA Committee on 14 March 2018.

It will be reviewed in 2023 or earlier if required.

Signed by the WDVTA Data Controller