The Herefordshire and Worcestershire Earth Heritage Trust (H&WEHT) is a membership organisation established to promote the protection, conservation and improvement of Earth Heritage sites for the benefit of the public and also to educate the public in Earth Heritage. The privacy of personal information is protected by the UK Data Protection Act (1998) and the EU General Data Protection Regulation (GDPR), which prohibit H&WEHT from passing personal details to anyone other than those people who need to know. H&WEHT has appropriate technical and organisational measures in place to prevent the unauthorised or unlawful processing of personal information, and accidental loss or destruction of, or damage to, personal information.
Personal Data of Friends and Volunteers
The personal information we collect, that is provided to us by Friends and volunteers, may include: titles, names, address and contact details such as telephone number and email address. For volunteers claiming expenses, bank account details will also be kept. We will use this information for the following purposes:
- To manage membership including payment details and volunteer activities.
- To send information which we think may be of interest or to improve our membership services. This will include newsletters, updates on activities and volunteering opportunities.
- To pay volunteer expenses where applicable
Mail Order Information
The EHT sells trail guides and other merchandise through its web site and in response to requests by post. On-line financial transactions are conducted through PayPal; hence the H&WEHT receives no financial data from customers. For payments made by cheque, account details are logged in the H&WEHT bank paying in book. Delivery details supplied by customers are used only for the purposes of dispatching the goods and handling any subsequent queries. A paper copy of the transaction is retained for audit purposes.
Earth Heritage Site Information
The H&WEHT holds information about sites of geological interest within the counties of Worcestershire and Gloucestershire, including Sites of Special Scientific Interest (SSSIs) and Local Sites (formerly Regionally Important Geological Sites (RIGS)). This data is held on behalf of the Local Authorities of the two counties, to support the planning process and to support the legitimate interests of the trust in protecting, conserving and improving the sites, where appropriate and with the consent of the site owner. The data includes contact details of site owners, as supplied by them or through the publicly accessible Land Registry. This data may be used by the H&WEHT to contact the owners, either to arrange site visits or to make enquiries as necessary to support the Local Authorities. It is used for no other purpose and is not passed to third parties.
Personal Data and Third Parties
We only pass personal details onto third parties that H&WEHT is required to by law or have a legitimate reason for doing so. For example if someone has made a Gift Aid Declaration to H&WEHT, we are sometimes required to submit some personal data (title, name and address) to HRMC in order that H&WEHT can reclaim UK tax on subscriptions and/or donations.
Retention of Personal Information
All personal information retained by H&WEHT will be kept on file no longer than is necessary for our purposes. For example the HMRC requires H&WEHT to retain information about Gift Aid for seven years. Details of those who sever their association with the Trust will be removed as soon as reasonably possible.
Access Rights to Personal Data
Anyone is entitled to ask for a copy of personal information held about them by H&WEHT and to have any inaccuracies corrected. This will normally be provided free of charge unless the request is considered manifestly unfounded, excessive or repetitive. Disclosure will only be permitted to persons who have provided suitable identification. Please contact H&WEHT for further details.
Cookies are text files, which identify a user’s computer, but not the individual user. The H&WEHT website may have features that may require cookies. They are only used to ensure the users’ preferences for viewing the website are maintained.
Use of the web site
The Terms and Conditions governing all use of this web site can be found here.
H&W Earth Heritage Trust Geological Records Office
University of Worcester
Tel: 01905 855184