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The privacy and security of your personal information is extremely important to us. This privacy policy explains how and why we use your personal data, to make sure you stay informed and can be confident about giving us your information.

We may update this policy from time to time so please check it regularly. If there are significant updates, we will inform those people with whom we are in regular contact, such as email subscribers.

We’ll never sell your personal data and will only share it with organisations we work with when it’s absolutely necessary and the privacy and security of your data is assured.

If you have any questions in relation to this Privacy Policy or how we use your personal data they should be sent to The Royal Parks, Old Police House, Hyde Park, London W2 2HU.

On this page:

Who are The Royal Parks?

In this policy, whenever you see the words ‘TRP’ ‘we’, ‘us’, ‘our’, it refers to The Royal Parks.

The Royal Parks is a charity created in March 2017 and officially launched in July 2017 to support and manage 5,000 acres of Royal parkland across London.

You can learn more about who we are and what we do.

What personal data do we collect?

Your personal data is any information which identifies you, or which can be identified as relating to you personally. We’ll only collect the personal data that we need.

We collect personal data in connection with specific activities such as:

  • donations
  • volunteering
  • school and sports bookings
  • licences
  • conducting research
  • ordering an image
  • employment.

Some examples of the types of personal data we may collect include:

  • your full name and title
  • your postal address
  • your date of birth
  • your age or gender
  • employment status
  • demographic information
  • email address
  • telephone numbers
  • personal description
  • photographs
  • CCTV images.

You can give us your personal data via our website, volunteering forms, fundraising responses, emails and telephone calls.

Personal data provided by you

This includes information you give when interacting with us, for example joining or registering, placing an order or communicating with us. For example:

  • Personal details (name, date of birth, email, address, telephone, and so on) when you become a donor or supporter
  • Financial information (payment information such as direct debit details, and whether donations are gift-aided)
  • Your opinions and attitudes about The Royal Parks, activities and interests, and your experiences of the Royal Parks

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.

We also collect anonymous data (i.e. information which can’t be used to identify you) to monitor website usage through the use of cookies. Website usage data includes number of visitors, what pages are viewed, and the duration of visits to the website.  We may sometimes share this information with third parties to support us with analysing website usage and improving the overall user experience.

See Cookies for further information on website analytics.

Information from third parties

We may buy anonymous external data (e.g. census data) and combine it with your personal data at an aggregated level to build profiles which help us work out what you’re most likely to want to hear from us about and how.

Sensitive personal data

At times we’ll 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.

Volunteer

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 both us and you (including in the event of an insurance or legal claim) and for safeguarding purposes.

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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)/UK Data Protection Act and Privacy of Electronic Communication Regulation.

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,
  • to provide a service or product you have requested
  • to inform you of news, events, activities and services running in the Royal Parks

Below are the main uses of your data which depend on the nature of our relationship with you and how you interact with our various services, websites and activities.

Marketing communications

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 the Royal Parks, volunteering with us,  Health & Wellbeing, Nature and Heritage events and experiences, conservation work, fundraising campaigns, and learning opportunities.

We’ll only send these to you if you agree to receive them and we will never share your information with companies outside The Royal Parks for inclusion in their marketing. If you agree to receive marketing information from us you can change your mind at a later date. You can easily unsubscribe from digital communications at any time.

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.

We may sometimes use third parties to capture some of our data on our behalf, but only where we are confident that the third party will treat your data securely, in accordance with our terms and in line with the requirements set out in the GDPR.

Social media targeting

If you are a social media user, we will use certain social media tools as part of our relationship with you.  These tools include such things as Facebook and Instagram Custom/Lookalike Audiences, Google Customer Match/Similar Audiences, Twitter Tailored/Lookalike Audiences and LinkedIn Matched Audiences.

Through using these tools, we will provide some of your data to the social media platform / organisation to allow them to identify your social media profile with them.  The social media platform / organisation will then show you relevant advertisements relating to the Royal Parks which we think you will be interested in seeing on your newsfeed.

The social media platform / organisation will also use your profile to identify those with similar characteristics to you who we think may also be interested in finding out more about the Royal Parks and the work we do.  These identified individuals will then be shown advertisements about the Royal Parks on their newsfeed.  This activity is governed by the social medial platform’s own privacy policy and terms and conditions, so please refer to these documents if you require any further information about this activity.

We may sometimes use third parties to support us with our social media targeting.

Fundraising, donations and legacy pledges

Where we have your permission, we may invite you to support vital initiatives by making a donation, getting involved in fundraising activities or leaving a gift in your will.

Occasionally, we may invite some supporters to attend special events to find out more about the ways in which donations and gifts in wills can make a difference to specific projects and to our cause. We’ll also send you updates on the impact that you make by supporting us in this way, unless you tell us not to.

If you make a donation, we’ll use any personal information you give us to record the nature and amount of your gift, claim gift aid 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 tell us you want to fundraise to support our cause, we’ll use the personal information you give us to record your plans and contact you to support your fundraising efforts.

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 an opportunity you’ve applied for or we think you might be interested in, expense claims you’ve made, shifts you’ve booked and to recognise your contribution.

It could also include information about things happening where you volunteer and about your volunteering, including asking for your opinions on your volunteering experience.

We may also share this data anonymously with funders to help them monitor how their funding is making a difference.

Orders and events management

We process customer data to fulfil orders and run events. Your data will be used to communicate with you throughout the process, including confirming we’ve received your order and payment, to confirm dispatch, to clarify where we might need more detail to fulfil an order or booking, or to resolve issues that might arise with your order or booking.

Research

We carry out research with our supporters, customers, staff and volunteers to get feedback on their experience with us. We use this feedback to improve the experiences that we offer and ensure we know what is relevant and interesting to you.

If you choose to take part in research, we’ll tell you when you start what data we will collect, why and how we’ll use it. All the research we conduct is optional and you can choose not to take part. For some of our research we may ask you to provide sensitive personal data (e.g. ethnicity). You don’t have to provide this data and we also provide a ‘prefer not to say’ option. We only use it at an aggregate level for reporting (e.g. equal opportunities monitoring).

We may give some of your personal data (e.g. contact information) to a research agency who will carry out research on our behalf.

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, national insurance, statutory sick pay, statutory 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, to make appropriate referrals to the Occupational Health Service, 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, consent.

(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.

Disclosure of personal data to other bodies

In order to carry out our contractual and management responsibilities, we may, from time to time, need to share an employee’s personal data with one or more third party supplier.

To meet the employment contract, we are required to transfer an employee’s personal data to third parties, for example, to pension providers and HM Revenue & Customs.

In order to fulfil our statutory responsibilities, we’re required to give some of an employee’s personal data to government departments or agencies e.g. provision of salary and tax data to HM Revenue & Customs.

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Verifying, updating and amending your personal information

If, at any time, you want to verify, update or amend your personal data or preferences or remove your personal data from our records, please email: support@royalparks.org.uk or write to: The Royal Parks, Communications Department, The Old Police House, London W2 2UH.

Verification, updating or amendment of personal data will take place within 28 days of receipt of your request.

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Cookies

A 'cookie' is a small text file that is placed on a user's computer hard drive by a website. There are several types of cookie and the most common are often referred to as 'session' cookies. These are used to keep track of information needed by a user as they travel from page to page within a website. These cookies have a short lifetime and expire within a few minutes of the user leaving the site.

Other types of cookies can be used to track internet activity after the user has left a website. These are either sponsored by organisations external to the website being visited (known as 'third party' cookies) or can originate from the website organisation itself ('first party' cookies). These usually have a long lifetime with several months being quite common. They are 'harvested' and 'refreshed' whenever the user visits a page where the same or a similar cookie is being used.

This website uses benign, short lived 'session' cookies and 'first party' cookies to tell whether a website user has logged-in, where to find details that can be used to pre-fill parts of on-line forms and to personalise the user's visit to the website. They are also used to track anonymously which areas of the site are popular and which are not used; this allows us to target carefully our website resources.

This website uses Google Analytics, a web analytics service provided by Google Inc., which uses cookies to help a website analyse how users use the site. The information generated by the cookie about your use of this website (including your IP address) will be used by Google for the purpose of evaluating your use of the website on our behalf.

The Royal Parks also uses cookies in its email communications to personalise the email and track whether the mail has been opened or read and whether the recipient has used any website links contained in the email communication. This allows us to monitor and improve our email communications and website.

Internet browsers normally accept cookies by default but you may refuse the use of cookies by selecting the appropriate settings on your browser. The website www.allaboutcookies.org (run by the Interactive Marketing Bureau) contains step-by-step guidance on how cookies can be switched off by users.  However, please note that if you do this you may not be able to use the full functionality of this website.

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This Privacy Policy applies solely to the personal data collected by TRP and does not apply to third party websites.

Users should be aware that if they access other websites, using the links provided, these are outside our control.  If they provide personal data to other companies, the privacy policies of those companies determine the uses to which that information is put and this Privacy Policy will no longer apply. TRP is not responsible for the privacy policies of third party websites and advises users to read the privacy policies of other websites before registering any personal data.

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Security

We recognise the need to ensure that personal information gathered via this website remains secure. We use industry standard Secure Server Software (SSL) for your transactions with us to protect against the loss, misuse and alteration of the personal information under our control. It encrypts all of your personal information, including credit card number, name, and address, so that it cannot be read as the information travels over the Internet. However, you acknowledge that although we exercise adequate care and security there remains a risk that information transmitted over the Internet and stored by computer may be intercepted or accessed by an unauthorised third party.

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Notification of changes

We may update this policy at any time without notice. Any changes to this policy will be notified by an announcement on this website. Your continued use of this website, following the posting of changes to this policy, will mean you accept these changes.

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