Supporters – children and young people

Who are we?

We’re the Woodland Trust and we care about the UK’s woods and trees. This policy talks about us as the Woodland Trust, ‘we’ or ‘us’. We’re a registered charity in England and Wales (No. 294344) and in Scotland (No. SC038885). We’re a non-profit making company limited by guarantee and registered in England (No. 1982873) at Kempton Way, Grantham, Lincolnshire, NG31 6LL.

This policy also includes Woodland Trust (Enterprises) Limited (registered in England No. 2296645). This is a company we own. We use it to raise money to help us do our charity work.

What personal information do we collect and use?

Children and young people under 18 can be added to a Woodland Trust family membership. Parents and guardians can also apply for a Nature Detectives membership on a child’s behalf.

When you’re added to a Woodland Trust family membership, we’ll collect your name, date of birth, your family’s address, telephone number and email.

When a Nature Detectives membership is taken out in your name, we ask for a few more details. We’ll collect your name, the address you’d like your activity packs sent to, your date of birth, and your email address (if you have one). We’ll also ask your parent or guardian about their relationship to you.

How we use your personal information

When your parent or guardian gives us your information, we’ll be very clear about how we’ll use it. This policy also tells you how we’ll use your information. By law, we can only collect personal details if we have a genuine legal reason to do so. This is called the 'lawful basis for processing'.

See below for information on what we collect and why.

Name and address

We use this to post your activity packs to you. We may also send you letters about events, or news about your membership. We keep these details safe on our database to make sure your membership stays up-to-date.
Lawful basis for processing – as a charity, we rely on money raised from membership to help us look after trees and woods. This is called our 'legitimate interest'.

Date of birth

We use this to send you activities that are relevant for your age. We keep these details safe on our database to make sure your membership stays up-to-date.
Lawful basis for processing – when you become a family or Nature Detectives member we’ll send you activities through the post to say thank you. We need your personal information so we can send you these things, and we’ll tell you this when you join. We think this is a fair use of your personal information.

Email address

We use this to send you activities and news related to your membership. We keep these details safe on our database to make sure your membership stays up-to-date.
Lawful basis for processing – when you become a family or Nature Detectives member we’ll send you activities through the post to say thank you. We need your personal information so we can send you these things, and we’ll tell you this when you join. We think this is a fair use of your personal information.

How do we share your personal information?

We’ll never sell or rent your information to anyone else. But we may need to share your personal information when the law tells us to, or for the following reasons:

• if you’ve agreed that we can.
• when we use other companies to provide services. This could be for: handling credit/debit card payments, posting or delivering orders, answering questions about products or services or sending post and emails.
• when services are provided by another company owned by the Woodland Trust.
• if you come to an event we’re running with another organisation we may need to share your details with them. We’ll be very clear what will happen to your information when you register for the event.

All the personal information we collect is handled by our staff in the UK. Sometimes our Information Technology services might place your personal information outside of the European Economic Area.

When this happens we’ll make sure it’s done in line with guidance from the Information Commissioner’s Office.

Where do we get your personal information from?

We collect your details from the person applying for membership. This will be your parent or guardian because you’re under 18.

Do you have to give us your personal information?

We use your information to send you all your membership bits and pieces. If you didn’t give it to us, we wouldn’t be able to post your activity packs or tell you about news and events.

How long will we keep your personal information?

We’ll only hold your personal information for as long as we have a genuine reason to keep it which will be no more than that required by law. This is so we can answer any questions you may have after membership has ended. The law may tell us to keep some records too.

What are your rights?

You’re in charge of your personal information. Below is a list of your rights. If you’d like to talk about them, or how we use your information, please get in touch.

• you can ask us for a copy of your personal information and how we use it.
• you can ask us to correct your personal information if we’ve got it wrong.
• you can ask us to stop using your personal information.
• you can ask us to change or limit how we use your personal information.
• you can ask us to delete your personal information.
• you can ask us to transfer your personal information to another person.

Find out more about your rights under data protection law on the Information Commissioner’s Office website.

You can receive a copy of your personal information by sending us a 'subject access request'. Email dataprotection@woodlandtrust.org.uk or call our supporter services team.

If you want to correct or request us to stop using, change or limit how we use, or delete your personal information, or request that we transfer a copy of your personal information to another person, please contact us at dataprotection@woodlandtrust.org.uk.

We try to respond to all valid requests within one month. Sometimes it might take us a bit longer if it’s very complicated or if you’ve made more than one request. We’ll always let you know if it will take longer than a month. To speed things up, we may ask you to tell us more about what you’d like to see or what you’re concerned about.

Sometimes we might not be able to help. For example, if the law tells us we can’t or if some information is confidential.

How do we keep your personal information safe?

Keeping your information secure is very important to us and we have systems to stop personal information being lost or used in the wrong way. We’ll only give your information to people who need to use it, like employees of the Woodland Trust. Anyone using your information must follow our rules and look after it carefully.

If we think someone has accessed your information without permission, we’ll tell you when the law requires us to.

What can you do if you’ve got a complaint?

If you’re not happy about how we’ve used your personal information, you (or your parent or guardian) can talk to our Data Protection Officer. You’ll find their contact details in section 11.

If you’re unhappy with our response, or you think we’re breaking the law, you can make send a complaint to the Fundraising Regulator or Information Commissioner’s Office. But please talk to us first before you contact them and we’ll try our best to help.