Effective date: Thursday, 24 May 2018
We’ll keep this page updated to show you all the things we do with your personal data. This policy applies if you’re a supporter of the Trust (member, donor, volunteer, tenant, customer, employee) or use any of our services, visit our website, email, call or write to us.
We’ll never sell or share your personal data.
Who are ‘we’?
In this policy, whenever you see the words ‘we’, ‘us’, ‘our’ or ‘National Trust, it refers to The National Trust for Jersey. A registered charity with the Association of Jersey Charities, Registration number 246.
The National Trust for Jersey is a charitable organisation with the aim to permanently protect Jersey’s natural beauty, rich wildlife and historic places for everyone to enjoy and experience.
What personal data do we collect?
Your personal data (any information which identifies you, or which can be identified as relating to you personally for example, name, address, phone number, email address) will be collected and used by us. We’ll only collect the personal data that we need.
We collect personal data in connection with specific activities such as registration or membership requests, booking an event, donations, volunteering, tenant details, fundraising and employment.
You can give us your personal data by filling in forms on our website, by registering to use our web site or joining as a member.
This personal data you give us may include name, title, address, date of birth, age, gender, employment status, demographic information, email address, telephone numbers.
Personal data provided by you
This includes information you give when interacting with us, for example joining or registering, booking an event or communicating with us. For example:
- Personal details (name, date of birth, email, address, telephone, and so on) when you join as a member or supporter
- Financial information (payment information such as credit or debit card or direct debit details)
- Your opinions and attitudes about the National Trust for Jersey, activities and interests.
If you buy membership as a gift or are the parent of one of our junior supporters, your details will be recorded and your association with that relationship will be recorded.
We may automatically collect the following information:
- Technical information, including the Internet protocol (IP) address used to connect your computer to the Internet, your login information, browser type and version, time zone setting, browser plug-in types and versions, operating system and platform and if you access our website via your mobile device we will collect your unique phone identifier
- Information about your visit, including, but not limited to the full Uniform Resource Locators (URL) and query string, clickstream to, through and from our website (including date and time), products you viewed or searched for, page response times, download errors, length of visits to certain pages, page interaction information.
- Information about your purchases the types of products purchased, membership application ID, purchase ID, and Renewal ID.
- Cookies – Cookies are a small text files stored on your computer when you visit certain websites. See are Cookies policy for more details.
Personal data created by your involvement with us
Your activities and involvement with us will result in personal data being created. This could include details of how you’ve helped us by volunteering or being involved with our campaigns and activities. If you decide to donate to us then we’ll keep records of when and how much you give to a particular cause.
Information we generate
We conduct research and analysis on the information we hold, which can in turn generate personal data. For example, by analysing your interests and involvement with our work we may be able to build a profile which helps us decide which of our communications are likely to interest you.
Information from third parties
We do not use or buy information or data from third parties.
Sensitive personal data
At times we may collect sensitive personal data for Equal Opportunities monitoring, as well as researching whether we deliver great experiences for everyone, but this is only ever analysed at an aggregate level.
If you’re a volunteer then we may collect extra information about you (e.g. references, criminal records checks, details of emergency contacts, medical conditions etc.). This information will be retained for legal or contractual reasons, to protect us (including in the event of an insurance or legal claim) and for safeguarding purposes.
Children’s personal data
Children aged under 17 are included on family memberships and are members of the National Trust. We collect their names and dates of birth to ensure their right to free admission at our places and events. We don’t ask children on family memberships for consent to marketing communications, so they don’t receive them unless they’ve asked for them.
Junior and Young Person membership
Child membership is available to everyone aged 5 to 16. An adult membership constitutes anyone over 17 years of age and can be purchased online, by phone or at our places.
Student membership is available over the age of 16 if they are in full time education and have a Student ID Card.
Marketing to young people and fundraising
We won’t send marketing emails, letters or make calls to people under the age of 16. We will not send any marketing communications requesting donations to young people aged between 5 and 16.
Our magazines may sometimes include competitions or ideas about how to raise money, but they are a member benefit. Most magazine content is about our work, conservation and ideas to help you make the most of your membership.
How we use your personal data
We’ll only use your personal data on relevant lawful grounds as permitted by the EU General Data Protection Regulation (from 25 May 2018) and the Data Protection (Jersey) Law 2018.
Personal data provided to us will be used for the purpose or purposes outlined in any fair processing notice in a transparent manner at the time of collection or registration where appropriate, in accordance with any preferences you express. If asked by the police, or any other regulatory or government authority investigating suspected illegal activities, we may need to provide your personal data.
Your personal data may be collected and used to help us deliver our charitable activities, help us raise funds, or complete your order or request.
Your privacy is important to us, so we’ll always keep your details secure. We’d like to use your details to keep in touch about things that may matter to you.
If you choose to hear from us we may send you information based on what is most relevant to you or things you’ve told us you like. We may also show you relevant content online. This might be about visiting our places, volunteering with us, membership, events, conservation work, fundraising and our shop.
We’ll only send these to you if you agree to receive them and we will never share your information with companies outside the National Trust for Jersey. If you agree to receive marketing information from us you can change your mind at a later date.
However, if you tell us you don’t want to receive marketing communications, then you may not hear about events or other work we do that may be of interest to you.
There are some communications that we need to send. These are essential to fulfil our promises to you as a member, such as Membership-related mailings such as renewal reminders, National Trust Magazines and notice of our Annual General Meeting.
Membership including newsletters and magazines
We use the personal data you provide as a member provide to service your membership. This includes sending renewal information to annual members by mail and email, sending National Trust magazines and Handbooks and information about our Annual General Meeting.
Fundraising, donations and legacy pledges
Where we have your permission, we may invite you to support vital conservation work by making a donation, buying a raffle ticket, getting involved in fundraising activities or leaving a gift in your will.
If you make a donation, we’ll use any personal information you give us to record the nature and amount of your gift, claim tax relief where you’ve told us you’re eligible and thank you for your gift. If you interact or have a conversation with us, we’ll note anything relevant and store this securely on our systems.
If you’ve told us that you’re planning to, or thinking about, leaving us a gift in your will, we’ll use the information you give us to keep a record of this – including the purpose of your gift, if you let us know this.
If we have a conversation or interaction with you (or with someone who contacts us in relation to your will, for example your solicitor), we’ll note these interactions throughout your relationship with us, as this helps to ensure your gift is directed as you wanted.
Management of volunteers
We need to use your personal data to manage your volunteering, from the moment you enquire to the time you decide to stop volunteering with us. This could include: contacting you about a role you’ve applied for or we think you might be interested in.
It could also include information from local property teams about things happening where you volunteer and about your volunteering, including asking for your opinions on your volunteering experience.
We process customer data in order to fulfil site hire bookings. Your data will be used to communicate with you throughout the process, including to confirm we’ve received your order and payment, to clarify where we might need more detail to fulfil an order or booking, or to resolve issues that might arise with your booking.
Recruitment and employment
In order to comply with our contractual, statutory, and management obligations and responsibilities, we process personal data, including ‘sensitive’ personal data, from job applicants and employees.
Such data can include, but isn’t limited to, information relating to health, racial or ethnic origin, and criminal convictions. In certain circumstances, we may process personal data or sensitive personal data, without explicit consent. Further information on what data is collected and why it’s processed is given below.
Contractual responsibilities: Our contractual responsibilities include those arising from the contract of employment. The data processed to meet contractual responsibilities includes, but is not limited to, data relating to: payroll, bank account, postal address, sick pay; leave, maternity pay, pension and emergency contacts.
Statutory responsibilities: Our statutory responsibilities are those imposed through law on the organisation as an employer. The data processed to meet statutory responsibilities includes, but is not limited to, data relating to: tax, social security, sick pay, maternity pay, family leave, work permits, equal opportunities monitoring.
Management responsibilities: Our management responsibilities are those necessary for the organisational functioning of the organisation. The data processed to meet management responsibilities includes, but is not limited to, data relating to: recruitment and employment, training and development, absence, disciplinary matters, e-mail address and telephone number.
Sensitive personal data
The Act defines ‘sensitive personal data’ as information about racial or ethnic origin, political opinions, religious beliefs or other similar beliefs, trade union membership, physical or mental health, sexual life, and criminal allegations, proceedings or convictions.
In certain limited circumstances, we may legally collect and process sensitive personal data without requiring the explicit consent of an employee.
(a) We will process data about an employee’s health where it is necessary, for example, to record absence from work due to sickness, to pay statutory sick pay, and to make any necessary arrangements or adjustments to the workplace in the case of disability. This processing will not normally happen without the employee’s knowledge and, where necessary.
(b) We will process data about, but not limited to, an employee’s racial and ethnic origin, their sexual orientation or their religious beliefs only where they have volunteered such data and only for the purpose of monitoring and upholding our equal opportunities policies and related provisions.
(c) Data about an employee’s criminal convictions will be held as necessary.
How we Store Information
All information collected is stored on a data based called Salesforce which is a web based. We also keep some hard copy files, such as membership applications, tenant’s details and correspondence and letters we will have received from you.
How we protect the information that we collect
Hard copy files are locked in fire proof cabinets. Electronic information is password protected by authorised users. Our information is backed up regularly to a server and to the “cloud”
Updating your data and marketing preferences
We want you to remain in control of your personal data. If, at any time, you want to update or amend your personal data or marketing preferences please contact us in one of the following ways:
Telephone: 01534 483193
Write to us at: The National Trust for Jersey, The Elms, La Cheve Rue, St Mary, Jersey. JE3 3EN