Privacy Policy
This Policy explains when and why we collect personal information, how we use it, the conditions under which we may disclose it to others and how we keep it secure.
We may change this Policy from time to time so please check this page occasionally to ensure that you’re happy with any changes. By using our website, you’re agreeing to be bound by this Policy.
Any questions regarding this Policy and our privacy practices should be sent by email to info@woodknowledge.wales or by writing to Woodknowledge Wales Ltd, Ffarm Moelyci, Felin Hen Road, Tregarth, Gwynedd, LL57 4BB.
Who are we?
We are Woodknowledge Wales Ltd (WKW), a private company limited by guarantee without share capital. Our company registration number is 04144000, registered address is 8 Bro Nantcellan, Clarach, Aberystwyth, SY23 3PH.
How do we collect information from you?
We may collect information from you when you attend or exhibit at one of our events (when registering via email or booking online); apply to become a member or sponsor; submit an entry for an award; register to host a site visit or open day; or express an interest in our activities at a conference or trade show. We also collect information when you sign-up to our mailing list on our website.
When collecting your information via the above methods, we add your information to our mailing list (to receive newsletters and event updates) as we deem that you have a legitimate interest in our activities.
From 25th May 2018, we will no longer automatically add you to our mailing list and you must provide explicit consent by ticking the relevant tick-box when signing-up to our mailing list on our website; registering for an event or completing a membership application.
What type of information is collected from you?
The personal information we collect might include your name, company role, company name, address, email address and telephone number.
If you pay for an activity via BACS or cheque, we will also collect your payment information. If you charge us for a product or service, we will collect details of how you receive payment. See below for details of how we collect and store financial information.
How do we manage financial information?
Payments to us
If you register for one of our events online, your payment information is not held by us, it is collected and processed by the online event booking company Eventbrite, who have secure and encrypted processing methods for credit/debit card transactions. See Eventbrite’s privacy policy here and security guide here.
If you pay us directly, then your bank account details (account name, sort code and account number) will be stored by our bank, currently HSBC, HSBC Safeguard is a series of initiatives that safeguard your money and savings from financial crime, as explained here.
Payments by us
If you invoice us directly, then your bank account details (account name, sort code and account number) will be stored on our accounts system, currently, Quickbooks, which is accessible by WKW’s Director/CEO, Finance Officer and external accountant (currently Martin Davies, Aberystwyth). This information is stored on a secure cloud-based server. We will store this information for at least six years, as required by current legislation.
How is your information used?
We may use your information to send you communications about our latest news, events, research and campaign updates.
If you are one of our members/sponsors/award or open day entrants, we may email you to process your application/renewal. By becoming a member/sponsor/entrant, you agree to receive non-marketing emails from us in order to manage your application, as stated in our membership/sponsorship/awards terms and conditions.
We review how long we keep your personal information on a regular basis. If you have attended one of our events, we will store your non-sensitive details (for example your name and company name but NOT your email address) for our records so that we can provide details of attendance for CPD records etc.
Who has access to your information?
Your information is stored on a secure database managed by WKW.
We will not sell or rent your information to third parties. We will not share your information with third parties for marketing purposes. We may send you information about activities by third parties where we deem this to be of specific interest.
Your choices
You can choose whether you wish to receive information from us. If you do not want to receive communications from us, then you can unsubscribe from our mailing list at any time by clicking on the ‘Unsubscribe’ link on the bottom of any of our mailings.
When you unsubscribe, your details will be deleted from WKW’s database.
Your details will still be stored on our Mailchimp mailing lists, so that they can record your mailing preferences in order to prevent future mailings. See Mailchimp’s privacy policy here and security information here.
To unsubscribe, you can also email us at info@woodknowledge.wales or write to us at Ffarm Moelyci, Felin Hen Road, Tregarth, Gwynedd, LL57 4BB.
How you can access and update your information
We want to make sure that the information we have is correct and up to date. You can update your information online at any time by clicking the ‘Update profile’ link on the bottom of any of our mailings.
You have the right to ask for a copy of the information WKW holds about you.
If you would like to update your information or request a copy of the information we have stored about you, please email us at info@woodknowledge.wales, write to us at Ffarm Moelyci, Felin Hen Road, Tregarth, Gwynedd, LL57 4BB. or telephone us at +44 (0) 1248 362772.
Security
Your information is stored on a secure, password-protected database managed by WKW.
Non-sensitive details, for example your name and email address, are transmitted normally over the internet, and this can never be guaranteed to be 100% secure.
As a result, while we strive to protect your personal information, we cannot guarantee the security of any information you transmit to us, and you do so at your own risk. Once we receive your information, we make our best effort to ensure its security on our systems.
Use of ‘cookies’
Like many other websites, the WKW website uses cookies. ‘Cookies’ are small pieces of information sent by a website to your computer and stored on your hard drive to allow that website to recognise you when you visit. They only collect statistical data about your browsing actions and patterns and do not identify you as an individual.
It is possible to switch off cookies by setting your browser preferences. Turning cookies off may result in a loss of functionality when using our website. For more information about cookies, click here.
“Google Analytics” is installed to analyse the use of this website. The service generates statistical and other information about website use by means of such cookies, which are stored on users’ computers. The information generated relating to our website is used to create reports about the use of the website. Google will store this information on servers in the United States. Google’s privacy policy is available at: https://policies.google.com/privacy.
Furthermore, we use “Google reCAPTCHA” on our websites. It is used to check whether the data entered on our website (such as on a contact form) has been entered by a human or by an automated program. To do this, reCAPTCHA analyzes the behavior of the website visitor based on various characteristics. This analysis starts automatically as soon as the website visitor enters the website. For the analysis, reCAPTCHA evaluates various information (e.g. IP address, how long the visitor has been on the website, or mouse movements made by the user). The data collected during the analysis is forwarded to Google. The reCAPTCHA analyses take place completely in the background. Website visitors are not advised that such an analysis is taking place. Data processing is based on Art. 6 (1) (f) GDPR. The website operator has a legitimate interest in protecting its site from abusive automated crawling and spam. For more information about Google reCAPTCHA and Google’s privacy policy, please visit the following links: https://policies.google.com/privacy and https://www.google.com/recaptcha/about/.
Links to/from other websites
Our website may contain links to other websites run by our partners and other organisations. This Policy applies only to our website. We encourage you to read the privacy policies on the other websites you visit. We cannot be responsible for the privacy policies and practices of other sites even if you access them using links from our website.
In addition, if you linked to our website from a third party site, we cannot be responsible for the privacy policies and practices of the owners and operators of that third party site and recommend that you check that site’s own privacy policy.
Are you aged 16 or under?
We are concerned to protect the privacy of children aged 16 or under. If you are aged 16 or under‚ please ask your parent/guardian’s permission beforehand whenever you provide us with personal information.
Review of this Privacy Policy
We keep this Privacy Policy under regular review. This Policy was last updated in May 2018.
