1. Introduction
YACWAG is committed to protecting the personal data of its members, volunteers, and contacts. We process personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
YACWAG acts as a Data Controller for the personal data it holds.
2. Types of Data We Collect
2.1 Personal Data
We may collect and store the following personal data:
- Name
- Address
- Telephone number(s)
- Email address
- Wildlife and conservation interests
- Membership and volunteering records
This data is typically collected via:
- Membership applications (via Membermojo)
- Volunteer records and the volunteer handbook
- Direct communication with individuals
2.2 Non-Personal Data
We also collect non-personal data via our WhatsApp groups, contact form on the website and email such as:
- Records of species observed
- Locations and dates of sightings
3. Lawful Basis for Processing
We process personal data under the following lawful bases:
- Consent – e.g. for email communications and newsletters
- Legitimate interests – e.g. administering membership and running activities
- Legal obligation – e.g. Gift Aid claims
Individuals may withdraw consent at any time.
4. How We Use Personal Data
We use personal data for the following purposes:
- Advising the Charity Commission of the date of birth and date of any individual becoming a Trustee
- Confirming personal details of authorised personnel (Trustees) to various financial institutions
- Managing memberships and subscriptions (via Membermojo)
- Communicating newsletters, events and updates
- Organising and administering activities and volunteering
- Maintaining attendance and participation records
- Claiming Gift Aid where applicable
- Contacting individuals regarding YACWAG activities
We will only use personal data for the purposes for which it was collected.
5. Data Storage and Systems
Personal data is stored securely using:
- Membermojo (membership management system)
- Secure email systems
- Volunteer records (including handbook-related information)
- Restricted-access digital or paper records
Some personal data (e.g. phone numbers) may be shared within WhatsApp groups used for coordinating activities.
- Individuals are added only with their consent
- Members should be aware that phone numbers are visible to other group participants
6. Data Sharing
We do not sell or share personal data with third parties for marketing purposes.
Personal data may be shared only where necessary:
- With committee members and authorised volunteers for administration
- With activity leaders for organising events
- With HMRC for Gift Aid claims
All individuals with access to personal data are expected to handle it responsibly and securely.
7. Data Retention
We retain personal data only for as long as necessary:
- Membership data: while membership is active and for a limited period afterwards
- Gift Aid records: in line with HMRC requirements
- Volunteer data: while actively involved and for a reasonable period thereafter
Data no longer required will be securely deleted or destroyed.
8. Data Subject Rights
Individuals have the following rights under UK GDPR:
- The right to access their data (Subject Access Request)
- The right to rectification (correct inaccurate data)
- The right to erasure (“right to be forgotten”)
- The right to restrict processing
- The right to object to processing
- The right to data portability (where applicable)
Requests should be made to the YACWAG Secretary who is the designated Data Protection Lead.
We aim to respond within one month.
9. Consent and Communications
Where we rely on consent:
- It will be clearly requested (e.g. during signup via Membermojo)
- It can be withdrawn at any time
All communications will include a way to opt out.
10. Data Security
We take appropriate measures to protect personal data, including:
- Password-protected systems
- Limiting access to authorised individuals
- Using secure platforms (e.g. Membermojo)
- Basic IT security practices (e.g. antivirus software)
Volunteers handling data are expected to:
- Keep data confidential
- Not share data without permission
- Use data only for agreed purposes
Policy Review
This policy will be reviewed regularly to ensure compliance with current legislation and best practice.
PERSONAL DATA & THE GENERAL DATA PROTECTION REGULATIONS 2018
- All personal data is subject to the provisions of the General Data Protection Regulations 2018
- Because we process such data YACWAG is a Data Manager as defined under the regulations
- Not for profit organisations are exempt from registering with the Information Controller provided they fulfil certain criteria
- YACWAG meets those criteria and is exempt from registration
- However, we must still comply with the terms of the Act
Our policy, on use of personal data is as follows:-
NON-PERSONAL DATA
Non-Personal data is subject to the Environmental Information Regulations 2004.
Policy
- Unless otherwise stated by the provider, where an individual or organisation provides YACWAG with a copy of data which they have collected, or collated, then the copy of such data shall be the property of YACWAG. The original data shall remain the property of the provider.
- Such data shall form part of the YACWAG central database.
- We may make data from our central database available to such members of the Group, or to such external agencies as the Management Team or their delegates think appropriate, provided that the reason it is required is in line with our Group Objects and provided it is to be used for legitimate purposes that will benefit wildlife.
- Where YACWAG makes such data available to external agencies we will exclude any personal data in order to comply with the General Data Protection Regulations.
- Where YACWAG makes data available to external agencies we will advise them that the data has joint copyright with the original recorder and the agreement of both will be needed if they intend to publish the data.
Date Approved: April 2026
Next Review: April 2028