1 More Tree
Data Privacy Notice | October 2018
When you use our services or contact us you share some of your personal information with us. This policy explains our commitment to the privacy and security of your personal information:
- who we are and how to contact us
- how do we get information
- children’s information
- your data protection rights
- our legal basis to process your personal information and what we use it for
- sharing your information
- visiting our website
- links to other websites
- changes to this policy
1. Who we are and how to contact us
We are 1 More Tree Community Interest Company, company registered in England and Wales at Flat 1 Sandringham House, 29 The Strand, Ryde, PO33 1JF, United Kingdom under company number 11038379 or the data controller of your personal information.
Phone: 07738 616077
Facebook: 1 More Tree @1moretree
2. How do we get information?
Most of the personal information we process will come directly from you for one of the following reasons:
- You are representing your organisation.
- You have made an information request to us.
- You have requested to name a tree.
- You have made a complaint or enquiry to us.
- You subscribe to our e-newsletter.
- You have placed an order.
We also receive information indirectly, in the following scenarios:
- We have received a request to name a tree after you.
3. Children’s information
We do not proactively collect children personal information. We also do not profile our customers by age however, we may be sometimes given information about children while naming a tree. We do not create personalities or user profiles. The information in the relevant parts of this notice applies to children as well as adults.
4. Your data protection rights
Under the data protection law, you have the following rights depending on our reason for processing your information:
- Right to access your personal information.
You or your appointed representative can ask a copy of the personal information we have about you and how we use it.
- Right to rectify your data
If you believe, your personal data is inaccurate or incomplete you or your appointed representative can ask us to rectify it.
- Right to erase your data
You have the right to be forgotten and your personal data to be erased.
- Right to restrict processing
You have the right to restrict the use of your personal data.
- Right to object processing
You have the right to object to the use of your data.
- Right to data portability
You can ask for an electronic copy of the data you have provided us with, in a format that is commonly used, accessible, and machine-readable such as csv.
You or your appointed representative can exercise your rights verbally or in writing in electronic format or by post. If you do it verbally, we recommend to follow it up in writing to provide a clear trail and evidence of your request. We will answer to your request within a month starting the day after we have received it. If the request is genuine, and not repetitive, we will not charge you a fee. The fee, if chargeable will reflect our administrative costs of providing further copies. We have the right in certain circumstances to refuse to deal with your request.
5. Our legal basis to process your personal information and what we use it for
We will normally collect and use personal information from you where the processing is in our legitimate interests and not overridden by your data-protection interests or fundamental rights and freedoms.
We use your information for the following purposes:
- To provide, manage and personalise our services/product to you.
- To communicate with you about the services/product.
- To communicate with you about new or existing services/product we support
5.1. Patrons and Project Sponsors
The information we process is your name, contact details or your position as a representative of your organisation as well as the information you give us about the organisation such as contact details, logo and the size of your business based on the number of your employees. We need your business information to publish it on our website, social media platforms or printed materials and your personal information to communicate with you.
5.2 Name a tree
We need a name on a tree so we can specify it. Your contact details will use to email you information about the tree such as location and planting information. We may contact you later with more information regarding the tree and our activities.
5.3 Subscribe to e-newsletter
We only process your email address so we can email information to you. We rely on your consent to provide this service which means you can withdraw your consent at any time by unsubscribing from our mailing list.
5.4 When you make enquiry or complaint
Depending on the request, we may need more information than your email and name to fulfil the task.
6.5 When you place an order
The processing of your personal information to take and handle orders, deliver products and services, process payments, and communicate with you about orders, products, and services, is necessary to fulfil our contractual obligations. We collect the following information: name, contact, payment, delivery, and billing details.
We use data processors such as Ecwid for our online shop and Wepay, Paypal or Barclay to process payments. To deliver our goods we rely on Royal Mail postage. To communicate with you we may use 1and1 webmail, Google or MailChimp. All the service providers we are using are taking data security and privacy very seriously and comply with the EU General Data Protection Regulation.
Emails may contain tracking beacons / tracked clickable links or similar server technologies in order to track activity within email messages. Where used, such messages may record a range of data relating to engagement, geographic, demographics, and already stored data. We are using these technologies for the purposes of our legitimate interests to provide you with better and more personalised service.
Keeping your data
We keep the personal data as long as it is necessary to comply with our business needs. The retention period will be normally up to seven years after your last activity and will depend on the type of data involved:
- information needed for legal or regulatory requirements
- data is necessary to provide the services
When we have no ongoing legitimate business need to hold the information, we will either delete or anonymize it.
6. Sharing your information
We will keep your information confidential but we may share it with third parties (who also have to keep it secure and confidential) under the following circumstances:
- when obliged to by law.
- third parties who provide elements of services for us such as payment-processing service, and IT providers.
- if you have agreed that we may do so.
We will only share your data if we have a lawful basis to do so.
We will not share your information with any third parties for the purposes of direct marketing. We will never sell or rent your personal information to other organisations.
7. Visiting our website
- Security and performance
Our domain and website are hosted by 1 and 1 Internet Ltd. We take the security of any personal information very seriously and our website is using SSL (Secure Sockets Layers) for establishing an encrypted link between a web server and a browser. This link ensures that all data passed between the web server and browsers remain private and integral. SSL is an industry standard and is used by millions of websites in the protection of their online transactions with their customers. However, the transmission of information via the internet is not completely secure and any transmission is at your risk.
- Website Visitor Tracking
This website uses tracking software to monitor its visitors to better understand how they use it. The software will save a cookie to your computer’s hard drive in order to track and monitor your engagement and usage of the website, but will not store, save or collect personal information.
- Contact & Communication With us
Users contacting us through this website do so at their own discretion and provide any such personal details requested at their own risk. Your personal information is kept private and stored securely until a time it is no longer required or has no use.
- Email Mailing List & Marketing Messages
We operate an email mailing list program, used to inform subscribers about products, services and/or news we supply/publish. Users can subscribe through an online automated process where they have given their explicit permission. Subscriber personal details are collected, processed, managed and stored in accordance with the regulations named in this policy. Subscribers can unsubscribe at any time.
Email marketing messages may contain tracking beacons / tracked clickable links or similar server technologies in order to track subscriber activity within email marketing messages. Where used, such marketing messages may record a range of subscriber data relating to engagement, geographic, demographics and already stored subscriber data.
- Downloads & Media Files
Any downloadable documents, files or media made available on this website are provided to users at their own risk. While all precautions have been undertaken to ensure only genuine downloads are available users are advised to verify their authenticity using third-party anti-virus software or similar applications.
Purpose and legal basis8. Links to other websites
The purpose of implementing all of the above is our legitimate interests to maintain and monitor the performance of our website and to constantly look to improve the site and the services we offer.