Privacy Policy

Privacy Policy

Natural Death Centre 2018

‘At the Natural Death Centre (NDC) we are committed to protecting and respecting your privacy.’

This policy explains when and why we collect personal data about people who visit our website or contact our office. It explains how we use it and the conditions under which we may be required to disclose it and also how we keep personal data safe.

We reserve the right to amend this Privacy Statement and you are advised to visit this section of our website periodically in order to keep up o date with changes we may make to our Policy.

Any queries relating to this policy or our privacy practices should be sent to info@naturaldeath.org.uk or you can write to NDC, In the Hill House, Watley Lane, Twyford, Hampshire, SO21 1QX. Alternatively, you may contact us 01962 712690, calls are charged at local rates.

Terms

‘Personal data’ is any information about a living individual which allows them to be identified from that data, for example; name, postal address IP address or email address. Identification can be directly using the data itself or by combining it with other information which helps to identify a living individual, for example; ID numbers or codes.

This Privacy Policy is provided by the Natural Death Centre (NDC), a charity committed to death as a natural process or part of life, providing information and promoting dialogue about  end of life issues.

The Association of Natural Burial Grounds (ANBG) is a project within the NDC and is also bound by this Privacy Policy.

Core Principles

• We do not sell or rent your personal data
• We do not share your personal data with third parties for marketing purposes
• We do not use ‘cookies’ on our website to collect any kind of data relating to your visit

What is the legal basis for processing your personal data?

We may process personal data if it is required for the performance of a contract with you, or steps to enter into a contract with you. For example, processing your data in connection with membership to the ANBG or NDC Society.

How do we collect personal data from you?

We may collect your personal data from you whenever you interact with us, for example, when you make contact via our Helpline, register as a member of our society or ANBG, send or receive information, make a donation via our website or via post, purchase our products or register for our online magazine; More to Death.

We use a third party to process donations and purchases which has been carefully selected with personal privacy in mind.

What type of personal data do we collect?

When you interact with us, your personal data that we may collect might include; your name and telephone number(s), your postal address, your email and your IP address(s).

If you make a donation online or purchase a product from us, your card details are not held by us, they are held by a third party payment processor, called Pay Pal, you can access their Privacy Policy at www.paypal.com/uk/webapps.mpp/u9/privacy-full They specialise in the secure online use of credit/debit card transactions. We only disclose your personal data that is necessary to deliver the service requested. We have a contract in place that ensures they keep your personal data secure and will not use it for their own marketing purposes. We may use personal information to;

• Process a donation you have made
• Process orders that you have submitted
• Send you communications which you have requested
• Carry out our obligations arising from any contracts entered into by you and us
• Maintain our own accounts and records

We review our retention periods for personal data regularly, legally we are obliged to retain certain information to fulfil our statutory obligations. For example, to comply with the requirements of HMRC regarding the collection of Gift Aid.

How do we store your personal data?

In order for us to carry out the NDC day to day activities, emails may be stored electronically using Microsoft outlook

Who has access to your personal data?

We will not sell, rent or share your personal data with third parties or contact you should you rather we didn’t. We may disclose your personal data if required to by law.

Only yourself and staff of NDC have access to your personal data.

You have the right to request a copy of the personal data relating to you which is retained by NDC and we must respond to your request within a month. If you would like a copy your personal data please contact us via email info@naturaldeath.org.uk or telephone 01962 712690.

You have the right to correct or update the personal data that we retain. The accuracy of your personal data is important to us. If you want to update your personal data, or you believe that your personal data we have is incorrect or incomplete, please contact us via email info@naturaldeatj.org.uk or telephone 01962 712690.

You have a right to have your personal data erased and if you believe that we should no longer be using your personal data, you can request that we erase it. Upon receipt of your request we will confirm whether your personal data has been deleted or the reason why it cannot be, for example because we need it to comply with our legal obligations. If you want to erase your data please contact us via email info@naturaldeath.org.uk or telephone 01962 712690.

How do we use your personal data?

Your personal data is only used to process your request to provide you with our services, our products and to provide you with information relating to our services.

How do we protect the loss, misuse or alteration of your personal data?

We have physical, electronic and managerial systems in place to ensure that we keep your personal data secure, accurate and up to date and only keep your personal data as long as is reasonable and necessary. In general, we will endeavour to keep personal data only, for as long as we need it. This means that we delete or destroy it appropriately, when we no longer need it. Please see our Retention Policy

Non-sensitive personal details such as your email address are normally transmitted over the Internet and can never be guaranteed to be 100% secure. As a result, while we strive to protect your personal data, we cannot guarantee the security of personal data transmitted to our website, so any transmission of personal data is at the user’s own risk. Once we have received your personal data, we do our best to ensure its security on our systems.

We regularly offer staff training on practical data protection issues, for example we have a ‘clean desk’ policy, our computers are password protected and the password is changed regularly, all paperwork containing personal data is kept under lock and key and we use screen savers on our computers when not using them.

If we wanted to use your personal data for a different purpose than that which is explained in this Privacy Policy, then we would provide you with a Privacy Notice, explaining the new proposed use prior to the changes. Where and whenever necessary, we will seek your prior consent for the change in use of your personal data.

Data retention policy

Data relating to payments made to our charity, including any gift aid forms, will be kept for the time required by law. Usually 6-7 years.

Emails sent to the NDC may be kept for a period of no more than 10 years. This extended period is necessary for continuity of advice to individuals and companies who do contact us over the years.  This helps us recall previous conversations and situations.

Telephone notebooks will be destroyed after 10 years for the reasons stated above.

Association of Natural Burial Ground feedback forms are kept securely for the purposes of making the annual awards & monitoring conduct issues of ANBG members. Completed feedback forms will be copied to the burial ground who carried out the burial in order that they can monitor their customer service, no information on any living person will be shared.   These forms will be kept indefinitely for NDC research purposes, they provide an invaluable and unique insight into the relatively new movement of natural burial, Britain is a global leader in this field.