Privacy notice
This privacy notice was last reviewed 04/04/2024.
Who we are
The Isle of Wight Ornithological Group (IWO Group) is a friendly community of like-minded, passionate individuals who record and publish information about wild birds in the county of the Isle of Wight, England.
Our contacts are:
- David Hunnybun (Chairman/Treasurer/Membership Sec/Newsletter Editor)
- Email: davehunnybun@hotmail.com
- Robin Attrill (Isle of Wight County Recorder/Chair of Local Rarities Committee)
- Email: robinpattrill@gmail.com
Our website can be found at iwogroup.org.uk.
The type of personal information we collect
We currently collect and process the following information:
- Members names, addresses and contact details
- Members dates of birth (if under 16)
- Members phone numbers (if they wish to receive C.R.O.W.S alerts or be added to the WhatsApp group)
- Names, addresses and contact details of anybody who reports sightings to the Group
- Details of membership payments made to the Group
- Internet Protocol (IP) addresses (when our website is used)
Our cookie policy details the cookies in use on our website and why.
How we get the personal information and why we have it
Most of the personal information we process is provided to us directly by you for one of the following reasons:
- To apply for or renew a membership subscription
- To receive membership benefits
- Report and record bird sightings
- Contribute to Group newsletters
- Contribute to Bird Reports
- Contribute to surveys
- Share knowledge on your area of expertise or specific experience
- Lead some of the Group’s walks
- When you visit our website iwogroup.org.uk
What we do with your information
We use the information that you have given us to:
- Process membership subscriptions
- Provide you with copies of Bird Reports upon publication
- Provide you with the Group’s newsletters
- Contact you about bird sightings you have reported to us
- Share details of bird sightings
- To add you to and contact you using the text loop (C.R.O.W.S – Communication of Rare or Worthwhile Sightings)
- To add you to and send messages using the Group's WhatsApp chat for information on bird sightings
- Identify suspicious activity on our website
Who else has access to your information
All membership records are kept strictly confidential by the Group and are not made available to any third parties.
We may share this information with administrative members of the group to carry out these functions.
Information on new members and sightings may also be published in Group newsletters or Bird Reports.
If you join the WhatsApp group for information on sightings, your phone number and elements of your WhatsApp profile will be shown to other Group members in the chat, due to the technology used.
The details shared will depend on your WhatsApp account's privacy settings. Guidance on how to review and change your privacy settings can be found on WhatsApp's Help Centre. They also offer a WhatsApp privacy checkup within the application.
Lawful basis
Under the UK General Data Protection Regulation (UK GDPR), the lawful bases we rely on for processing this information are:
- Your consent. You are able to remove your consent at any time. You can do this by contacting davehunnybun@hotmail.com
- We have a legitimate interest.
How we store your personal information
Your information is securely stored and is only retained for as long as is required.
We keep information for:
| Information | Retention period |
|---|---|
| Members contact details | As long as the membership is current |
| Sightings | Completion of processing/acceptance/publishing as applicable etc. |
Your data protection rights
Under data protection law, you have rights including:
- Right of access - You have the right to ask us for copies of your personal information.
- Right to rectification - You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
- Right to erasure - You have the right to ask us to erase your personal information in certain circumstances.
- Right to restriction of processing - You have the right to ask us to restrict the processing of your personal information in certain circumstances.
- Right to object to processing - You have the the right to object to the processing of your personal information in certain circumstances.
- Right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.
You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.
Please contact us at davehunnybun@hotmail.com if you wish to make a request.
How to complain
If you have any concerns about our use of your personal information, you can make a complaint to us at davehunnybun@hotmail.com.
You can also complain to the ICO if you are unhappy with how we have used your data.
The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113
ICO website: ico.org.uk