Living Woods North East CIC is committed to protecting your privacy by ensuring that any personal data is collected and used lawfully and transparently. When delivering our all services and projects, such as such as tree planting, woodland management, community activities, projects, workshops, events, training and trading, we are the Data Controller of the personal data that you supply to us under your contract with us.
This privacy policy explains how personal data is collected and used when you use our website. It also explains how we process any data that you supply to us on this website, for instance to request a quote, sign up to a project or any event, or purchase services or goods.
This Privacy Notice explains:
- Who we are
- Personal data we collect
- Our legal basis for processing
- Who we may share information with and why
- Where we may transfer data to
- How we keep information secure and deal with security incidents
- How long we may keep your data for
- Your data privacy rights
- How to contact our DPO and the ICO
Introduction to Living Woods North East CIC
Living Woods North East (LWNE) is a Community Interest Company that aims to support people in the communities of northern England (Cumbria, Northumberland, Tyne and Wear, and County Durham) who wish to:
- Mitigate the impacts of climate overheating and biodiversity loss: or
- Increase their Nature Connectedness and practice effective pro-nature conversation skills and behaviours; or
- Improve the mental health and physical well-being of themselves, each other, and the wider population.
LWNE seeks to achieve this by working together to plant and manage native woodlands, edible orchards, wildlife-rich hedgerows, and productive individual trees.
Living Woods North East CIC is dedicated to creating and improving woodlands in the North East England through.
1. Helping to bring back native woodland to the North East of England
Living Woods North East Privacy Policy
Living Woods North East CIC Registered in England & Wales Reg. No. 10849368
Version 1 September 2022 Review September 2023
2. Facilitating the reconnection of people and woodland through workshops, planting days and art projects
3. Taking a joined-up approach to woodland management and the many practical applications a woodland provides
Bringing Back Native Woodland to the North East
Native woodland supports a rich tapestry of plant and animal species, helps to sequester carbon, and provides us with inspiring habitats which feed the imagination and ease the stress of our busy lives. Our country was once covered in old forest, and whilst it would be unrealistic and impractical to cover Britain in trees, we believe that restoring some of our lost forests would provide invaluable cultural benefits for ourselves and future generations.
Facilitating reconnection between people and nature
Industrial and technological development has provided us with countless benefits. Those same developments have also brought about significant climate change, the sixth greatest mass extinction period in the history of the planet, and a growing sense of disconnection, or distance, between us and the natural world of forests, mountains, rivers, and the creatures who dwell there. Living Woods North East will to help encourage the reconnection between people and the rest of nature through workshops, planting days, forest walks and place-specific arts projects.
Taking a joined-up approach to woodland management and the many practical applications a woodland provides
Woodlands can provide an enormous diversity of gifts: timber to construct inspiring homes, fresh fruit, herbs, vegetables, nuts and mushrooms, wood for art, for making tools, for fuel. Th list goes on. How can we manage our woodlands in ways which help them to flourish whilst providing materials that help us live and enrich our lives? Living Woods North East aims to explore this question through the application of Permaculture and Sustainable Woodland Management.
Living Woods North East CIC seeks diverse methods to achieve its objectives, to ensure maximum effectiveness in achieving its goals, and these incudes providing opportunities and projects for community members to get involved with.
When providing these services, we take our responsibilities regarding data protection very seriously and are bound by all applicable data protection laws in respect of the handling, processing and collection of data. All employees and volunteers who handle personal and business data are fully trained to ensure that the data is processed in line with Data Protection Legislation and the General Data Protection Regulations.
Living Woods North East Privacy Policy Version 1 September 2022 Living Woods North East CIC Registered in England & Wales Reg. No. 10849368 Review September 2023
Personal Data Living Woods North East CIC collect
| Personal data provided to us | We use electronic contact forms across our website. These forms will prompt users to input basic contact details so we can generate service quotes, provide newsletter updates and respond to enquiries. You may also provide data to us when registering for an event, newsletter, magazine, seminar or vacancy or when corresponding with us by phone, email, letter or social media. It is important that the personal data we hold about you is accurate and current. You should keep us informed if your personal data changes during your relationship with us. |
| Personal Data collected by us: | Where you ask us to provide services, we may be required to process additional categories of personal data relating to you or other parties to ensure that the provision of services are delegated to the right users. We may also collect additional data from you as part of our recruitment process, during your employment or voluntary services. We may also ask to verify your identity in limited circumstances by providing valid photographic identification. |
| Personal data from other sources: | We may receive information about you and/or your company from specific third parties such as business partners, sub-contractors, advertising networks, analytics providers, hosting providers and search information providers. Living Woods North East CIC also receives referrals from other clients and organisations. It may include their marketing lists from external companies |
| Special Categories of Data | There may be instances where we need to process Special Category Data provided by you or other users of our services during the lifetime of our service. Special category data is a more sensitive type of data which reveals insights about a person’s racial or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, genetic data, biometric data, health data, sex life, or sexual orientation. We may also process data that relates to criminal and/or civil offences as well as child data in some very limited circumstances, and you will be made aware of this if we need to collect this data from you. Sensitive data collection will only take place where it is applicable to the provision of the services that we are contracted to provide. The fundamental rights of the data subjects are always assessed to ensure that the processing is fair, transparent and lawful. |
| Online Identifiers: | When you visit our website, a record of your device’s IP address is retained which is used anonymously in order to determine website and page visitors. For more information on how we use online identifiers or cookies please visit our cookies policy |
Living Woods North East Privacy Policy Version 1 September 2022 Living Woods North East CIC Registered in England & Wales Reg. No. 10849368 Review September 2023
Living Woods North East CIC’s Legal Basis for Processing
Before processing any personal data, we ensure that at least one lawful basis under GDPR is met. We will not disclose personal data for any purpose other than what the data was originally collected for; unless there is an overriding legal basis that enables this processing.
We may collect, hold, use and disclose the information collected to compile statistical data and to maintain our database; to develop or improve our website; respond to any queries; notify you of any upcoming marketing, training or other events that we think may be of interest to you; provide you with publications; manage quality control and compliance issues; manage systems administration; provide you or your organisation with advice; notify you about important changes or developments to our services; contact you for your views on our services or to determine the suitability for employment.
We may also process your personal data in the following circumstances:
To Perform Our Service Under the Contract. We process information in order to support and maintain our existing or potential contractual relationships under the lawful basis ‘performance of a contract’. We may process personal data in order to provide various supporting client services, take payments and to make improvements to our website. The lawful basis which we often rely on to process data for the duration of servicing on your contract, or participation with us, is under our ‘legitimate interests’. Ensuring our administrative and IT systems are secure and robust against unauthorised access also falls under this basis.
| For fraud prevention | Due to the services and activities that we offer and organise to groups, local authorities individuals an companies, we also have a ‘legal obligation’ to validate the status of companies, local authorities, individuals and organisations we work with, which may involve identifying and verifying individual data subjects as part of our ‘legitimate interests’ to safeguard against criminal or fraudulent activities. We also need to ensure that VAT and any premium tax is paid is accurately in line with the nature of the services we provide. |
| To Defend Legal Issues | We have a ‘legitimate interest’ to process data which may assist us in connection with the establishment, exercise or defence of legal claims. |
| To Process Sensitive Data | In some cases, where the processing is deemed high risk or highly sensitive, we may ask for your ‘consent’ before we undertake the processing. For example, when providing information on reasonable adjustments before an interview. Where consent is used as the lawful basis for the processing, you will be entitled to withdraw that consent at any time as well as exercise your data privacy rights. |
| When you apply for an employed or volunteer vacancy | You provide several pieces of data to us directly during the recruitment exercise. In some cases, and to facilitate our ‘Legitimate Interests’ we will collect data about you from third parties, such as employment agencies and former employers when gathering references or credit reference agencies. Should |
Living Woods North East Privacy Policy Version 1 September 2022 Living Woods North East CIC Registered in England & Wales Reg. No. 10849368 Review September 2023
| you be successful in your job application, we will gather further information from you, for example, your bank details and next of kin details, once your employment, or voluntary service, begins. We have a Legal Obligation to ensure you have a right to work in the UK and make reasonable adjustments for you if you have a disability. The ongoing lawful basis we rely on to process your data will be under our legal obligations or legitimate interests which may include assessments made on salary. | |
| For Marketing Purposes: | Living Woods work with other organisations. There may be occasions where several organisations are involved in the delivery of the services you are contracted to receive. On occasion, we may share data with our affiliated divisions under our ‘legitimate interests’ to enhance the delivery of any services you have. You can opt out of group marketing by emailing us at: hello@livingwoodsnortheast.org.uk As part of our business-to-business sales strategy we may contact companies and individuals of companies about our products and services. To do this, we rely on our shared ‘legitimate interests’ in doing business together. This lawful basis also applies to any purchased data we may use from our various lead sources and when we share your data across our group databases. For more detailed information on our lead sources please email hello@livingwoodsnortheast.org.uk |
Full information about our data processing obligations for each product we sell, event, or service, can be obtained via the Operations Director on request. Contact details are disclosed at the bottom of this notice.
Data Sharing and International Transfers
Personal data will only be disclosed on a confidential basis to external service providers so that they can provide services such as financial, technological or administrative assistance. When we share data with an external third party; these operations are governed by a Data Processing Agreement, and we perform regular due diligence on any external companies we work with to ensure that high levels of data integrity are maintained.
Any transfers taking place outside the EEA are only permitted with the provision of an Adequacy decision, Standard Contractual Clauses (SCC’s) or any other lawful transfer mechanism.
Where necessary, we may need to share data with external organisations such as law enforcement, regulatory bodies, fraud prevention agencies, partners or advisors. Before any data is shared, we ensure that all technical and organisational controls are firmly in place and a data protection impact assessment is undertaken, where applicable, if the sharing or transfer is considered high risk. We do not sell your data to any third parties.
Living Woods North East Privacy Policy Version 1 September 2022 Living Woods North East CIC Registered in England & Wales Reg. No. 10849368 Review September 2023
Living Woods North East CIC Data Storage and Security
The Board of Directors are equally responsible for the protection across all our networks, and IT assets to assist with data security and data loss prevention. All our systems are robustly secured. The board of Directors respond quickly to any data related issues including the prevention and detection of cyber criminals. Cloud providers we use have servers based within the UK and EEA jurisdictions.
Data Retention
Living Woods North East CIC only keep your data for as long as necessary, unless there is an overriding legal ground. We will not retain data if it is deemed unlawful to do so. Data may be held for purposes relating to the establishment, exercise or defence of legal claims which we or our clients may face. We will also typically keep data concerning your according employmnet and financial laws. Some data may be deleted before this time period depending on the category of that data in line with our commercial legitimate interests and retention schedule, for example, data provided to us in the course of an unsuccessful job application will be retained no longer than 6 months after the recruitment exercise.
Personal data that is no longer necessary is deleted securely in line with Living Woods North East’s Data Disposal Policy. Our Data Retention and Data Disposal policies are available upon request.
Your Data Privacy Rights
All data subjects have individual rights. On a case-by-case basis, you have the following rights in relation to your personal data processed by Living Woods North East CIC.
- The right to be informed about how your personal data is collected and used
- The right to request access to a copy of any personal data that we hold about you
- The right to rectify personal data we may hold which is identified as incorrect or misleading
- The right to erasure of any personal data; also known as ‘the right to be forgotten’
- The right to restrict further processing of your personal data
- The right to data portability where technology allows us to send personal data onto a new controller
- The right to object to the processing or certain processing activities
- Rights in relation to automated decision-making including profiling. As an organisation we do not operate any automated decision-making systems. Please be aware that the rights listed in this section only apply to individuals and cannot be used to request data relating to business entities. Please be aware that your rights of access do not entitle you to physical or digital copies of any documentation we hold, nor can we facilitate Freedom of Information requests. Living Woods North East Privacy Policy Version 1 September 2022 Living Woods North East CIC Registered in England & Wales Reg. No. 10849368 Review September 2023
Queries and Complaints about Living Woods North East CIC
Please refer to Living Woods North East CIC’s complaint procedures or contact the Operations Director for any questions, comments and requests regarding this privacy policy or our Data Privacy Management System.
Living Woods North East CIC welcomes communication around our policies and practices and they can be directly contacted on the details below.
You can also write to them at:
Brunton Banktop, Wall,
Hexham, Northumberland. NE46 4EX
If you’re not satisfied with our response, or believe we’re not processing your personal data in accordance with the law, you can approach the UK regulator for further guidance
at www.ico.org.uk/concerns
Monitor & Review
We regularly review and monitor regulatory guidance for any industry changes which may impact our business and charitable operations or your rights and freedoms.
In this privacy notice, “personal data” means any information relating to an individual who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data or an online identifier.
We are registered in England and Wales under company number 10849368 ICO Registration Number: ZB187427