The Guernsey Biological Records Centre (GBRC) is a non-profit organisation, established in 2003. Guernsey Environmental Services Ltd. manages the Records Centre on behalf of La Société Guernesiaise and the Agriculture, Countryside and Land Management Services Department (ACLMS) of the States of Guernsey to provide a ‘one-stop-shop’ for information on sites, habitats and species in the islands that make up the Bailiwick of Guernsey.
GBRC takes data protection very seriously and is committed to protecting your privacy and security. This policy explains how and why we hold and use your personal data, and to ensure that you are aware of your rights. By using our website and submitting biological records, you are agreeing to be bound by this Policy. We do not sell, trade, or rent personal identification information to others.
Any references to the Guernsey Biological Records Centre, the Records Centre, GBRC, Guernsey BRC, or to ‘we’ or ‘us’ refer to:
- The Guernsey Biological Records Centre, we are a non-profit organisation registered in Guernsey
For the purpose of this policy the Guernsey Biological Records Centre use three key definitions to describe people mentioned in this policy. These are definitions used by the Information Commissioner’s Office (ICO) and the Office of the Data Protection Authority Guernsey:
- ‘Data subject’: this is you, one of our biological recorders, volunteers, members of the public, supporters, data or website users or other persons or organisations. As the data subject, we respect your right to control your data.
- ‘Data controller’: this is us, the Guernsey Biological Records Centre. With your permission, we determine why and how your personal data is used (as outlined in this policy).
- ‘Data processor’: this is a person, or organisation, who processes your data on our behalf, with your permission.
This policy sets out how we use your personal data, what data we collect, and the legal basis for its use and outlines your rights in respect of your personal data.
Personal information you give to us
We only hold the personal information you send to us:
- Name and address and other contact details if supplied (e-mail, telephone number)
- Date of consent for contact method and type of information received
- The biological records you submit
In compliance with the regulation on personal data (General Data Protection Regulation) you have the choice as to how we contact you (e-mail, post, telephone), the type of information you wish to receive e.g. news and events, and how we use your personal information. You can decide not to receive communications or change how we contact you at any time.
Information created by your involvement with GBRC
Your activities and involvement with GBRC will result in personal data being created, including details of how you have helped us by volunteering or being involved with our projects and activities.
Why we need to collect your data in relation to biological records
We will use this information for the ongoing management of biological data submitted from a wide range of different sources. A biological or wildlife record is defined as “A person’s ecological observation at a specific location and time”. Examples of how personal information is used include, but are not limited to, preventing duplication of data, increasing the accuracy of subsequent records and allowing validation of future records where information may have been unintentionally omitted.
Sensitive personal data
We do not normally collect or store sensitive personal data (such as information relating to health, race, religious beliefs or political opinions) about supporters, clients, volunteers, interns and work experience students. However, there are some situations where this may occur.
When we do so, we will be very clear as to why we are collecting such information, and we will only do so with your specific consent and permission. In these situations, we collect the data from you directly.
If you are a volunteer, intern or work experience student then we may collect extra information about you, for example:
- criminal records checks
- details of emergency contacts
- medical conditions
We may also collect sensitive personal data if you have an accident during field work or one of our activities. This information will be retained for legal reasons, for safeguarding purposes and to protect us (including in the event of an insurance or legal claim). If this does occur, we’ll take extra care to ensure your privacy rights are protected.
If you volunteer with us, we collect your personal data so that we can keep in touch with you about, for example:
- changes to planned volunteer work programmes that you may be taking part in
- other opportunities for volunteering or supporting or work
- dedicated volunteer thank-you events
Children and young people
In line with data protection law, we will not collect, store or process your personal details if you are under 13 years of age; unless we have the express permission from your parent or guardian to do so.
We always strive to provide a clear, honest and transparent approach regarding how and when we collect and use your personal data, we’ll only use your personal data where you would expect us to do so and we’ll only use your information for the purpose or purposes it was collected for, including as follows:
We use personal data for administrative purposes (i.e. to carry out surveying, recording and conservation work). This includes:
- maintaining databases of our volunteers, recorders and supporters
- helping us respect your choices and preferences.
- Biological records submitted to GBRC may be shared with other organisations and users for the benefit of the conservation and understanding species distribution and ecology in the Channel Islands and in a UK or international context. Personal details, such as email addresses, are not shared with any other organisations. Your email address is only used to contact you if GBRC has any queries about your biological records or you have asked us to contact you.
- Information held by the GBRC is made available to individuals and public and private organisations in accordance with our published Terms and Conditions.
- The name and contact details (e-mail address, telephone number or postal address) of the recorder and verifier (where appropriate) are required to enable us to contact the data supplier if necessary, as part of our record checking process. This information is held with the original record and is not transmitted.
- No personal information, other than the name of the recorder and verifier, is included in the records held in the main database or shared with any organisation or individual with access to the biological records held by GBRC. Wherever possible, recorder and verifier names are anonymised with a unique number ID to further protect your privacy.
- We only use your personal data with your consent or where it is necessary in order to comply with a legal duty or protect your vital interests.
- We do not sell, trade, or rent personal identification information to others.
We will never sell your personal data.
Subcontractors and partners
Occasionally, where we collaborate with other organisations, we may also share information with them (for example, if you register to attend an event being jointly organised by us and another charity). We will only share information when necessary and we’ll make sure to notify you first.
GBRC asks its supporters to “opt-in” for most communications. We use two different lawful bases for processing your data for ‘direct marketing’ purposes:
This is where we have identified a genuine and legitimate reason for contacting you, which crucially does not override your rights or interests. We use legitimate interest to send you the information listed above by post or telephone.
This is where you have given us express permission to contact you by particular communication channels. We use opt-in consent to send you the information listed above by email, or telephone.
You can decide not to receive communications or change how we contact you at any time. To amend your communication preferences or update your contact details, contact us through one of the methods listed on the Contact Us section of the website.
We adopt appropriate data collection, storage and processing practices, and security measures to protect against unauthorized access, alteration, disclosure or destruction of your personal information.
GBRC’s operations are based within the Bailiwick of Guernsey. All of the personal data we process is processed by our staff in Guernsey which is situated outside of the European Economic Area (EEA). The handling of your data will be in with laws and the guidance of the Bailiwick of Guernsey.
Electronic data and databases are stored on secure computer systems and we control who has access to information (using both physical and electronic means).
Data retention policy
We will only use and store information for as long as it is required for the purposes it was collected for. We continually review what information we hold, and delete what is no longer required. How long this will be depends on the type of information and how it is used.
Where personal data are processed for scientific or historical research purposes or statistical purposes pursuant to Article 89(1), the data subject, on grounds relating to his or her particular situation, shall have the right to object to processing of personal data concerning him or her, unless the processing is necessary for the performance of a task carried out for reasons of public interest. [https://gdpr-info.eu/art-89-gdpr/]
We want to ensure you remain in control of your personal data. Your principle rights under General Data Protection Law (GDPR) 2018 are:
The right to be informed
This privacy notice outlines how we capture, store and use your data. If you have any questions about any elements of this policy, please contact us.
The right of access
You have the right to request access to a copy of the personal information that we hold about you, how and why we use it, who we share it with, how long we keep it for and whether it has been used for any automated decision making. You can make a request for via a Service Access Request free of charge, we will respond within one month. Please make all requests for access in writing, and provide us with evidence of your identity.
The right of rectification
You can ask us to change or correct any inaccurate or incomplete personal information held about you.
The right to erasure/to be forgotten
You can ask us to delete your personal information where it is no longer necessary for us to use it, you have withdrawn consent, or where we have no lawful basis for keeping it.
The right to restrict processing
You can ask us to restrict the personal information we use about you where you have asked for it to be erased or where you have objected to our use of it.
The right to object
You can ask to be excluded from marketing activity.
Rights in relation to automated decision making and profiling
We respect your right not to be subject to a decision that is based on automated processing.
The right to data portability
You can ask us to provide you or a third party with some of the personal information that we hold about you in a structured, commonly used, electronic form, so it can be easily transferred.
The right to withdraw consent
If you have given us your consent to use personal information (e.g. to send you information about GBRC activities), you can withdraw your consent at any time.
For more information on your individual rights, please see the Information Commissioner’s Office.
Making a complaint
The Guernsey Biological Records Centre want to exceed your expectation in everything we do. However, we know that there may be times when we do not meet our own high standards. When this happens, we want to hear about it, in order to deal with the situation as quickly as possible and put measures in place to stop it happening again.
We take complaints very seriously and we treat them as an opportunity to develop our approach. This is why we are always very grateful to hear from people who are willing to take the time to help us improve.
All complaint information will be handled sensitively, in line with relevant data protection requirements.
Overall responsibility for this policy and its implementation lies with our Centre Manager.
Information Commissioner’s Office
For further assistance with complaints regarding your data, please contact the Information Commissioner’s Office (ICO) whose remit covers the UK at www.ico.org.uk or by calling 0303 123 1113, or the Office of Data Protection Authority (Guernsey):
Office of the Data Protection Authority
St Martin’s House
St. Peter Port
Telephone: +44 (0) 1481 742074
Our website contains hyperlinks to many other websites. We are not responsible for the content or functionality of any of those external websites (but please let us know if a link is not working by using the ‘Contact us’ link at the bottom of the page).
When purchasing goods or services from any of the businesses that our site links to, you will be entering into a contract with them (agreeing to their terms and conditions) and not with GBRC.
Any questions regarding this Policy and our privacy practices should be sent by email to email@example.com or by writing to GBRC, Raymond Falla House, Longue Rue, St Martin, GY1 6AF