Privacy Policy
Silviculture Academy CIC
GDPR Privacy Notice
1. Your personal data – what is it?
Personal data relates to a living individual who can be identified from that data. Identification can be by the information alone or in conjunction with any other information in the data controller’s possession or likely to come into such possession. The processing of personal data is governed by the General Data Protection Regulation (GDPR).
2. Who are we?
Silviculture Academy CIC (trading as Silviculture Academy) is a community interest company with the objectives to provide training for the members of the forestry sector and the public.
Silviculture Academy is the data controller (contact details below). This means it decides how your personal data is processed and for what purposes.
3. How do we process your personal data?
Silviculture Academy complies with its obligations under the GDPR by keeping personal data up to date; by storing and destroying it securely; by not collecting or retaining excessive amounts of data; by protecting personal data from loss, misuse, unauthorised access and disclosure and by ensuring that appropriate technical measures are in place to protect personal data.
We use your personal data for the following purposes:
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To enable us to provide services for the benefit of the public in
the particular geographical area as specified in our constitution.
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To administer client records.
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To promote the interests of the organisation.
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To manage our faculty members.
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To maintain our own accounts and records.
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To inform you of news, events and activities of Silviculture Academy.
4. What is the legal basis for processing your personal data?
Consent of the data subject.
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The processing is necessary- for the performance of a contract to
which the data subject is a party, or for the taking of steps at the request of
the data subject with a view to entering into a contract.
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The processing is necessary for compliance with any legal
obligations to which the data controller is subject, other than an obligation
imposed by contract.
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Processing is carried out by a not-for-profit body with a
political, philosophical, religious or trade union aim provided:
- The process relates only to members or former members (or those who have regular contact with it in connection with those purposes) and
- there is no disclosure to a third party without consent.
5. Sharing your personal data
Silviculture Academy does not share your personal information with any third parties, other than those listed below, unless you give us your consent to do so, for example in order to share your name and contact details with other volunteers or supporters.
We currently use:
Cargo |
Website hosting |
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SKiNT |
Website design and management |
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Mailchimp |
Integrated marketing platform |
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TryBooking |
Course registration and booking |
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Microsoft and Google |
Mobile phone number |
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Microsoft and Google |
Email address |
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Social media |
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Social media |
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Social media |
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BlueSky |
Social media |
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Self-employed workers |
Administration, delivering services |
When we share your personal data with these third parties who perform services for us, we require them to take appropriate steps to protect your personal information, and only to use the personal information for the purpose of performing those specific services.
*Please be aware that these are data controllers in their own right, and by using them you are subject to their privacy notices. We advise that you read these privacy notices before making use of the services.
We will never sell or distribute your personal information to any other third parties or make it public unless we have a legal obligation to do so.
6. Transferring personal data outside the European Economic Area
By using Google we transfer information outside the EEA. We make sure that it is protected in the same way as if it were being used in the EEA. To do this we use the safeguard:
• If transferring personal data to the US, ensure that the organisation is part of Privacy Shield, which is a framework that sets privacy standards for data sent between the US and EU countries.
7. How long do we keep your personal data?
We keep your data as long as you are a client of Silviculture Academy, on one of our mailing lists, or for no longer than six years after the last transaction or contact takes place.
Details of applications for employment roles, and interview notes for unsuccessful candidates will be kept for a month; for the successful candidate these will be kept for the term of employment/contract.
Details of financial records are kept for six years following the last transaction in accordance with legislation.
HR records are kept for six years after an employment role ends unless there is a legitimate interest or a legal reason for keeping it.
We will not keep any personal information for the purpose of giving a reference for an employee who leaves the organisation for more than six years after they have left unless there is a legitimate interest or a legal reason for keeping it
8. Your rights and your personal data
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You have the following rights with respect to your personal
data:
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The right to
request a copy of your personal data which Silviculture Academy holds.
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The right to be informed about the
collection and use of your personal data. We do this by providing you with this
privacy policy.
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The right to request that Silviculture
Academy corrects any personal data if it is found to be inaccurate or out of
date.
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The right to request your personal
data is erased where it is no longer necessary for Silviculture Academy to
retain such data.
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Where you have given consent, the
right to withdraw your consent to the processing at any time.
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The right to request that the data
controller provide the data subject with his/her personal data and, where
possible, to transmit that data directly to another data controller. This is
known as data portability.
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The right to object to the processing
of your personal data in certain circumstances. You can make an objection
verbally or in writing.
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The right, where there is a dispute in
relation to the accuracy or processing of your personal data, to request a
restriction is placed on further processing.
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The right to
lodge a complaint with the Information Commissioner’s Office.
If we wish to use your data for a new purpose not covered by this Data Privacy Notice, then we will provide you with a new notice explaining this new use prior to commencing the processing and setting out the relevant purposes and process conditions. Where and whenever necessary, we will seek your prior consent to the new processing.
10. Contact details
To exercise all relevant rights, queries or complaints please in the first instant contact Silviculture Academy (mail@silvicultureacademy.org.uk)
You can contact the Information Commissioner’s Office on 030 123 1113 or https://ico.org.uk/global/contact-us/email/ or at Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF