WHO ARE WE?
Dartmoor Zoological Society is a wildlife conservation, research and education charity which runs and operates Dartmoor Zoological Park (or Dartmoor Zoo for short).
Registered Address: Dartmoor Zoological Society, Sparkwell, Plymouth, PL7 5DG
Charity registration: 1158422
We are committed to protecting your privacy in accordance to our obligations under data protection legislation – the Data Protection Act 1998, but with effect from 25th May 2018, the General Data Protection Regulation.
We promise to respect your personal information and keep it safe. We aim to be clear when we collect your information and not do anything you wouldn’t reasonably expect.
WHAT INFORMATION DO WE COLLECT ABOUT YOU?
We collect information about you whenever you complete a form, either on-line or on paper, or if you telephone us. This could be for purchasing tickets, register for an event, experience or course, making a donation, or register for our e-news mailing list. We need to ask for this information in order for us to process your purchase or donation. We also collect information when you enter our competitions or register for special offers.
Website usage information is collected using cookies.
WHAT IS THE LEGAL BASIS FOR HAVING YOUR DATA?
The ‘legal basis’ is our reason under data protection law for having this information. You can find out more about these at https://ico.org.uk
When we are providing you with a product or service your personal data is held under the basis of contract. We will only ask for the information we need and will only use it for administration and provision of the product or service.
To develop what we offer to guests and as educational experiences, we use data for analysis, including customer comments and feedback. The basis for this is legitimate interest. Whenever possible, data is anonymised for these purposes.
In some areas we have a legal obligation to keep data such as on purchases and incident reports.
For other areas we will ask for consent – this means we would like to use the information for a specific stated purpose and are asking your permission. If you give your permission it is only for this purpose, and you may withdraw permission at any time.
HOW WILL WE USE THE INFORMATION ABOUT YOU?
The type of personal information we collect about you will depend on the purpose for collecting the information. It may include your name, address, telephone number, email address, or a photograph. We will only collect the information we need. Personal information you provide to us will be used for the purpose outlined at the time of collection and in accordance with any preferences you expressed.
If you contact us with queries or feedback, we will use your information to respond.
If you agree, we will email you our newsletter with updates of our work at Dartmoor Zoo and our conservation projects. If you agree, we will email you with events and offers which may be of interest to you.
From time to time, we take photographs or carry out filming for promotional purposes in the zoo. We will always ask for your permission to photograph or video before doing so. If you consent to this, we will store the image(s), your name and age (if it’s an image of a child) for future use.
We would like to send you information about our ongoing work and future events and offers which may be of interest to you. If you have given permission for this, you may withdraw this at any time by contacting us.
We do not share your information with other organisations for marketing purposes. We sometimes use external companies to support our own marketing work, and will ask for your permission to share your details with them. Any data shared with an external processor is transferred using secure methods and only to complete work requested by us.
Some events and experiences require us to obtain medical and emergency contact information. This helps us ensure that all participants are safe to take part. In the unlikely event of an incident they allow us to contact a suitable person and to pass essential information on to emergency services.
HOW LONG DO WE KEEP YOUR DATA?
We have to keep all data relating to purchases and other financial transactions for 6 years for our tax records.
Incident reports are kept for 5 years for our health and safety records
Medical information forms are destroyed at the end of the day they are needed, unless there has been an incident, or it will be needed for a future event and you have asked us to keep it on file instead of giving a new one.
Customer feedback and complaints are kept for 3 years from the year of contact
Member data is kept for contact for the duration of membership. As a transaction it is also kept by Finance for 6 years.
E-news mailing list tracks if emails are opened. You may also unsubscribe at any time.
Personal information will only be kept for the duration of time for which it is relevant to its collection purpose. After this time, it will be deleted.
KEEPING YOUR INFORMATION SECURE
Personal information collected will always be kept securely, and we will ensure that we have the necessary controls in place to protect your information. Regular audits will be conducted to review these controls.
DEBIT AND CREDIT CARD DETAILS
Any online payments are kept as secure as we can make them. These payments are completely confidential, including your personal and payment information. If you are unsure of the security of a payment, always check that your browser tab address starts with ‘https://’. Browsers will also give you an indication of the security of the site you are using, often by giving you a notification if you have entered an unsecure website, and by showing you a locked padlock icon in the bar before the website link. Additionally, we will never store your credit card details, and your information will be encrypted automatically as you complete the payment process. We will ask you for your card details including your unique security code on your card in order to protect you against fraud. Payments will be made through our secure network providers and you will also be given options for different payment methods such as paypal.
We may request to share some of your information with third parties to process personal information on our behalf. We will only do this if you have given us permission to do so. Any third parties used by us are contractually bound to ensuring the security of your information. The police, regulatory bodies or legal advisors may need to be provided with your information if requested.
ACCESSING OR AMENDING YOUR INFORMATION
You have the right to request a copy of the information we hold about you. If you would like a copy of some or all of the information we hold, please write to the address above or email firstname.lastname@example.org
We want to ensure that your information is correct and up to date, so you are also entitled to ask us to update or remove information which you think is inaccurate.
YOUR RIGHT TO ACCESS OUR DATA
You have the right to ask us for a copy of the personal information we hold about you. You also have the right to request for any personal information we hold about you to be erased where there is no compelling reason for us to continue to process this data. If you wish to request this information please write to us at Dartmoor Zoological Park, Sparkwell, Plymouth, PL7 5DG or email email@example.com.
We will ask you to provide the following details in order to process your request: the personal information you wish to access, where it is likely to be held, and the date range of the information you wish to access. You will also be asked to provide two forms of identification. Once we have received this information and your identification we will respond within one month. This timeframe may be extended by up to two months if your request is particularly complex.
If we are made aware of a breach in protocol or in data protection at any point, you will be notified as soon as possible and the necessary protocols to solve that breach will be implemented immediately. Data breaches are taken very seriously, and your data will be secured or erased if appropriate in the event of a data breach.
If you are concerned about a data breach, please contact us by email at firstname.lastname@example.org or mail at Dartmoor Zoological Park, Sparkwell, Plymouth PL7 5DG.
REMOVING OR RESTRICTING YOUR INFORMATION
You have the right to request that we remove your information from our records, or stop using it for particular purposes. We will do this wherever possible, with the following exceptions:
• If restriction would prevent us providing a service you have asked for (e.g. membership/booking) and you still wish to receive the service
• Where we have a legal obligation to retain the information
WEBSITE & SOCIAL MEDIA
Cookies are text files placed on your computer to collect standard internet log information and visitor behaviour information. This information is used to track visitor use of the website and to compile statistical reports on website activity.
Facebook – we do not hold any data on individuals who interact with us through Facebook. We respond to contact made on Facebook via the Facebook interface, but encourage contact to be made by email to receive a full response. Marketing via Facebook is controlled by Facebook.
CHANGES TO THE POLICY
We review and update our policies regularly, and any update will be made available on our websites.
HOW TO CONTACT US
By email at email@example.com
By mail at Dartmoor Zoological Park, Sparkwell, Plymouth PL7 5DG
QUERIES OR CONCERNS
If you have any queries or concerns about data protection at Dartmoor Zoo, please contact us. You may contact the Commissioner’s Office at www.ico.org.uk if you are not happy with our response.
Updated Dec 2019.