Our pledge to you:
This policy covers how we (Shetland Wildlife) collect, use, disclose, transfer and store your data. Our website is www.shetlandwildlife.co.uk
We use digital analytics (Google) to gather information about how people use this site (www.shetlandwildlife.co.uk). We do not collect or store your personal information (e.g. your name or address) in our website analytics. We store information about what pages you visit, how long you are on the site, how you got here and what you clicked on during your visit.
From this website you can request a brochure to be sent by post. In order to do this, we need your name, your email address, postal address, telephone number and the type of brochure requested. Our legal basis for processing is contract and we will retain it for one month after the request. However, if you consent to future marketing we will continue to process your data on that basis. We store this in a secure database for five years after your last communication with us, unless you withdraw consent. If you withdraw consent it will be deleted within a month.
Request Newsletters and Tour Bulletins
To provide electronic newsletters and tour bulletins we request contact details including - but not limited to - your name, your email address, postal address, telephone number. We only collect this data when we have your consent and retain it in a secure database. We store this data for five years after your last communication with us, unless you withdraw consent. If you withdraw consent it will be deleted within a month.
What We Use Your Information For
To be able to supply you with our services, including any holiday, flight,
security, incident/accident management, etc. we may disclose and process your
information outside the UK/EEA. In order for you to travel abroad, it may
be obligatory to disclose and process your information for immigration, border
control, security and anti-terrorism purposes, or any other purposes which
are deemed as appropriate. Most countries will only permit travel if you provide
your advance passenger information (passport details), although these requirements
may differ depending on your destination and you are advised to check. Information
(such as health) may be viewed as "sensitive personal data" but
we collect it to provide you with our services, cater to your requirements
or act in your interest, and we are only willing to accept sensitive personal
data on the provision that we have your positive consent. By booking with
us you also agree for your insurers, their agents and medical staff to exchange
relevant information and sensitive personal data with us in situations where
we/they need to act on your behalf or in the interest of passengers or in
an emergency. We may collect and process your information for the purposes
listed below and disclose the same to companies and service providers who
act as "data processors" on our behalf, or to credit and fraud agencies
(some of whom are located outside the UK/EEA). These purposes include service,
customer care, operation and efficiencies, product innovation, administration,
business management, risk assessment/management, security, fraud and crime
prevention/detection, social media, reviews, advertising and marketing, research
and analysis, activities and trends, profiling customer purchasing preferences,
credit checking and debt collection, dispute resolution/litigation. Outside
the European Economic Area (EEA), data protection controls may not be as strong
as the legal requirements in this country, although we will take every effort
to ensure your information is handled appropriately as much as possible. If
you do not agree to our use of your information as described above, we cannot
accept your booking.
When you contact us directly
When you phone us: We do not collect caller line identification information when you call us. We will only collect personal information that you consent to provide to us in order to deliver a service.
When you email us: When you contact us via email, we will retain your email and our response to it for as long as the business issue remains. After this, the information will be confidentially destroyed.
When you write to us: When you contact us via post, we will retain your letter/postal address/personal information and our response to it for as long as the business issue remains. After this, the information will be confidentially destroyed.
When we contact you
Email: We may email you regarding a contract or service or in response to a request, you have made. Your data will be stored for the purpose and time required to fulfil this. We only send emails to you promoting Shetland Wildlife where we have your consent. However, if you subscribed to regular information via email before May 2018, you have not asked us to stop and you have engaged with the content recently we will continue to contact you. The legal basis for this is legitimate interest. We store this in a secure database for five years after your last communication with us, unless you withdraw consent. If you withdraw consent, we will delete your data within a month.
Post: Occasionally we send brochures by post. We only communicate to you via post where we have your prior consent. Our legal basis for processing this data is consent. If you subscribed to regular information via post before May 2018, you haven't asked us to stop and we believe the information is in your interest we will continue to contact you. The legal basis for this is legitimate interest. We store this information for five years after consent has been withdrawn or we no longer believe it in your interest. We use a third party provider to pack and send the brochure. They store your personal data for 12 months after it has been sent.
Access to personal information
Shetland Wildlife tries to be as open as it can be in terms of giving people access to their personal information. Individuals can find out if we hold any personal information by making an 'right of access' request under the General Data Protection Regulations. If we do hold information about you we will:
Under the General Data Protection Regulations you have rights as an individual which you can exercise in relation to the information we hold about you. Read more about your individual rights on the Information Commissioner's Office website.
Links to other websites
How to contact us
Shetland Wildlife tries to meet the highest standards when collecting and using personal information. For this reason, we take any complaints we receive about this very seriously. We encourage people to bring it to our attention if they think that our collection or use of information is unfair, misleading or inappropriate. We would also welcome any suggestions for improving our procedures. This privacy notice was created with clarity in mind. It does not provide exhaustive detail of all aspects of our collection and use of personal information. However, we are happy to provide any additional information or explanation needed. Any requests for this should be sent to the address below.
Email us firstname.lastname@example.org
Telephone: 01950 460939
Or write to:
Records Management and Data Protection Officer