Ol Pejeta Conservancy Privacy and Cookies Policy
Effective: May 26, 2022
Ol Pejeta Conservancy understands that your privacy is important to you and that you care about the use of your personal data. We respect and value the privacy of our donors, visitors, employees and supporters; this privacy statement explains what personal data or information we collect from you and from people who visit our website, and how we use it. We would encourage you to read the information below.
Who are we?
The Ol Pejeta Conservancy works to conserve wildlife, provide a sanctuary for great apes and to generate income through wildlife tourism and complementary enterprises for re-investment in conservation and communities. We are a not-for-profit organisation based in Kenya.
Ol Pejeta Conservancy UK is a Charity registered in England under charity number: 1185926. Our registered address is: Ol Pejeta Conservancy UK, Chapel and York, Unit 12, Lady Cross Business Park, Hollow Lane, Lingfield, Surrey, RH7 6PB. Ol Pejeta Conservancy UK is a registered Data Controller (ICO registration number ZB289646). c/o Ellacotts Llp, Countryside House, 23 West Bar Street, BANBURY, Oxfordshire, OX16 9SA
Ol Pejeta Conservancy UK aims to promote, for the benefit of the public, the preservation, conservation and protection of Africa’s wildlife and natural heritage. Our activities in the UK enable us to provide Grants to support programmes and projects in Ol Pejeta Conservancy, Kenya. The two organisations work closely together to maximise the benefit to the programmes and initiatives they support, including routing data-sharing between the two organisations.
We will be referred to collectively as ‘Ol Pejeta Conservancy’, ‘we’, ‘us’ or ‘our’ throughout this policy.
What is Personal Data?
“Personal data” is defined by the General Data Protection Regulation (EU Regulation 2016/679) (the “GDPR”) and the Data Protection Act 2018 (collectively, “the Data Protection Legislation”) as ‘any information relating to an identifiable person who can be directly or indirectly identified in particular by reference to an identifier’.
Personal data means, in simpler terms, any information about you that enables you to be identified. Personal data covers obvious information such as your name and contact details, but it also covers less obvious information such as identification numbers, electronic location data, and other online identifiers.
What personal data or information do we collect?
We collect personal data about donors and supporters, visitors, email subscribers, volunteers, employees, contractors, trustees, individuals enquiring about our work, visitors to this website, and our suppliers. The personal information we collect may include your name, address, email address, IP address, and information regarding what pages you access on this website and when.
How do we collect data or information from you?
We collect personal information about you when you:
How is your information used?
We collect your personal data or information to operate our charity effectively and to provide you with a high-quality service. We use your information:
We believe that all these purposes are justified on the basis of our legitimate interests in running and promoting the charity, our contractual requirements to deliver services you have requested or purchased from us, and our legal obligations as a charity and responsible business. The exception is for sending out email marketing or email fundraising activities, which we do on the basis of consent. If you would like to know more, please read below:
Individual Donors or Supporters
We are grateful when you choose to support Ol Pejeta Conservancy through a donation. When you make a donation to the charity, we need to hold the following information about you:
Note: If your donation has been made via a partner platform (e.g. Globalgiving), we may only receive personal data about you if you have agreed for the information to be shared with us, and this may be limited to your name and email address, linked to the amount you have donated.
We store your information in our CRM Systems: Beacon on secure servers hosted in the UK and Salesforce, on secure servers hosted in the EU. We also use a communications management tool, Campaign Monitor, which uses secure servers hosted in the USA. Communications with you will be stored in our email system, which we use Microsoft Office 365 to manage.
We will retain your personal data for the duration of your time supporting us. We will continue to hold your contact information where you have indicated you would like us to keep you updated about our work and until you tell us you no longer wish to receive such updates. We will also review this data every 2 years to consider deletion based on your levels of ongoing engagement with us. We will retain financial records for 6 years, following the end of the current financial year as required by UK law, for HMRC reporting purposes.
We currently use third-party online tools:
Fundraising Event Participants
When you sign up to or join us at a fundraising event either run by Ol Pejeta Conservancy or by someone else but in aid of Ol Pejeta Conservancy, we may hold the following information about you:
We store your information in our CRM Systems: Beacon on secure servers hosted in the UK and Salesforce, on secure servers hosted in the EU. We also use a communications management tool, Campaign Monitor, which uses secure servers hosted in the USA. Communications with you will be stored in our email system, which we use Microsoft Office 365 to manage.
We may use photographs of you supporting or participating in fundraising activities as part of our email updates and social media communications.
We will retain your personal data for the duration of your time supporting us and for a period of 2 years after our last communication with you. We retain information about your donations for a period of 7 years in accordance with HMRC reporting requirements
We currently use third-party online tools:
Event Attendees
This applies to anyone attending one of our events in person or online.
When you attend one of our events in person, we will hold the following information about you:
When you attend one of our online events, we will hold the following information about you:
We collect this information directly from you when you book onto our event. We also hold joint events with the charity, Helping Rhinos, who host the event and manage bookings. They will share your contact information with us.
We store your information in our CRM Systems: Beacon on secure servers hosted in the UK and Salesforce, on secure servers hosted in the EU. We also use a communications management tool, Campaign Monitor, which uses secure servers hosted in the USA. Communications with you will be stored in our email system, which we use Microsoft Office 365 to manage.
We will retain information about your attendance at our event for the duration of our relationship with you whilst managing the event. We will continue to hold your contact information after the event to keep you updated about our work, and review every 2 years to consider deletion based on your levels of ongoing engagement with us. We will retain financial records for 6 years, following the end of the current financial year as required by UK law.
Helping Rhinos currently use third-party online tools:
Newsletter / e-mail Update Subscribers
As a subscriber to our newsletter or email updates, you will have opted-in to receive the newsletter or email updates, usually via our website or at the point of donating to us. We may hold the following information about you:
We store your information in our CRM Systems: Beacon on secure servers hosted in the UK and Salesforce, on secure servers hosted in the EU. We also use a communications management tool, Campaign Monitor, which uses secure servers hosted in the USA, which means your personal data is transferred to the USA
We will continue to send you the newsletter or email updates until you unsubscribe. If you do unsubscribe, we will retain minimal personal data about you (name and email) within Campaign Monitor to manage our suppression list. The suppression list allows us to check we are not marketing to people who have opted-out or withdrawn consent. We will cross check this list with other records we may hold for you in Beacon CRM or in Salesforce, to ensure your current preferences are recorded consistently across the data systems.
Job Applicants
When you apply for a job with us, we hold the following information about you:
We use Google Drive to store our documents and Microsoft Office 365 to manage our communications with you and our stakeholders, and your information will be stored within those systems. Google uses secure servers in Europe and in the USA, so your personal data may be transferred outside of the UK and EEA. We will retain your personal data for the duration of the selection process. Successful applicants’ personal data is transferred to their employee file. The information relating to the interview and selection process for unsuccessful candidates will be held for 6 months after the interview date and then securely destroyed.
If you are applying for a role with Ol Pejeta Conservancy UK, we may share your data with Edelweiss HR, who provide us with expert HR and recruitment advice, if they are involved in the interview and selection process.
Current and Former Employees
When you work for Ol Pejeta Conservancy, we hold the following information about you:
We use Google Drive to store our documents and Microsoft Office 365 to manage our communications with you and our stakeholders, and your information will be stored within those systems. Google uses secure servers in Europe and in the USA, so your personal data may be transferred outside of the UK and EEA. We will retain your personal data for the duration of your relationship with us as an employee, and for a period of 7 years after any such relationship ends in line with UK employment law. We retain financial information for 6 years after the end of the current financial year, in line with UK accounting requirements.
UK employees
We will share your information with HMRC, our payroll service provider and our pension provider. In addition, we receive support from Edelweiss HR and there are circumstances when we may need to share your personal data to receive their expert advice, for example, interviewing candidates, performance and appraisal processes or disciplinary procedures.
Kenyan employees
We will share your information with the Kenyan Revenue Authority. Your information will also be stored in a hard copy personnel stored under lock and key in our offices on the Conservancy
Current and Former Volunteers
We also work with amazing Volunteers who provide Ol Pejeta Conservancy with invaluable support. When you apply to be or are a Volunteer for us, we may hold the following information about you:
We use Google Drive to store our documents and Microsoft Office 365 to manage our communications with you and our stakeholders, and your information will be stored within those systems. Google uses secure servers in Europe and in the USA, so your personal data may be transferred outside of the UK and EEA.
We will retain your personal data for the duration of your time as a Volunteer with us, and for a period of 6 years after you are no longer wish to / are available to volunteer for us.
Suppliers
When you work with the charity as a supplier, we may hold the following information about you:
We use Google Drive to store our documents and Microsoft Office 365 to manage our communications with you, and your information will be stored within those systems. Google uses secure servers in Europe and in the USA, so your personal data may be transferred outside of the UK and EEA.
We will retain your information for the duration of our relationship with you and for 2 years after the last purchase we made with you. We retain financial information for 6 years after the end of the current financial year, in line with accounting requirements.
Visitors to Ol Pejeta Conservancy, Kenya
We welcome visitors from all over the world at Ol Pejeta Conservancy in Kenya. When you visit us, we will collect the following information about you:
We use an Online Ticketing and Booking System to manage bookings to the Conservancy; secure servers are based in the UK.
We store your information in our CRM Systems: Beacon on secure servers hosted in the UK and Salesforce, on secure servers hosted in the EU. We also use a communications management tool, Campaign Monitor, which uses secure servers hosted in the USA, so your personal data may be transferred outside of the UK and EEA
We use Google Drive to store our documents and Microsoft Office 365 to manage our communications with you and our stakeholders, and your information will be stored within those systems. Google uses secure servers in Europe and in the USA, so your personal data may be transferred outside of the UK and EEA.
Ol Pejeta Employees on the Conservancy may ask for your permission to take your photo while you are involved in activities during your visit. We may use these images on our website, social media accounts such as Facebook, Twitter and Instagram to depict the impact of our conservation efforts. If you would like your image erased, then you can request us to do so and the images will be deleted immediately.
Children’s Personal Information
A child, or children’s information, may sometimes be collected via the activities outlined above, or our membership scheme, events, Junior Ranger Programme or other activities appealing to children. Where possible, we seek consent from the child’s parent or guardian before collecting information on children.
Our goal is to ensure that all personal information on children is collected in a secure and safe manner. If you would like us to delete any data on your child or children, you can ask us to delete it and we will do immediately.
Who has access to your information?
We limit access to your personal data to those Employees, Volunteers and third-party processors (see below) who have a legitimate need to know and ensure that they are aware of their duty of confidentiality.
We do not sell or rent your personal data or information to any third party or share your information with third parties for their marketing purposes.
In some limited circumstances, we may be legally required to share certain personal data, which might include yours, if we are involved in legal proceedings or complying with legal obligations, a court order, or the instructions of a government authority.
We may pass information about you to other parties as required to provide requested services to you. For example, we will need to provide information to the venue where we host in person events to manage your dietary requirements.
We may pass your information on to third party service providers for the purposes of completing a task or providing services to you on our behalf. However, we disclose only the personal information necessary to deliver that service and have a contract in place that requires them to keep your information secure and not to use it for other purposes.
We currently use third-party service providers in the following areas of our business:
| Service Provider | Activity Carried Out | Sector | Location |
|---|---|---|---|
| CRM System (data processor) | Managing donor and stakeholder information, preferences and communications | Information Technology | UK & EU |
| Event and Marketing Automation Tools (data processor) | Provision of marketing automation tools used to communicate with donors. | Information Technology | EU & USA |
| HR Consultancy (data processor) | Expert advice and support for HR policies and processes | Consultancy | UK |
If any of your personal data are shared with a third party, as described above, we will take steps to ensure that your personal data are handled safely, securely, and in accordance with your rights, our obligations, and the third party’s obligations under the law, as described above.
Ol Pejeta Conservancy, Kenya and Ol Pejeta Conservancy UK work closely together, so much of the personal data is available to teams in both organisations where they need it to be able to perform their role effectively. The funds raised through Ol Pejeta Conservancy UK directly benefit the programmes run on Ol Pejeta Conservancy in Kenya and there is a data sharing agreement in place between the two organisations to facilitate the transfer of personal data between the two entities. Sharing data this way reduces duplication of effort and ensures that we can co-ordinate our communications with our donors and other stakeholders.
Transfers outside of the UK and European Economic Area
We may store or transfer some or all of your personal data in countries that are outside of the UK and are not part of the European Economic Area (the “EEA” consists of all EU member states, plus Norway, Iceland, and Liechtenstein). These are known as “third countries” and may not have data protection laws that are as strong as those in the UK and/or the EEA. This means that we will take additional steps in order to ensure that your personal data are treated just as safely and securely as they would be within the UK and under our Data Protection Legislation as follows:
Please contact us using the contact details provided below for further information about the particular data protection mechanisms used when transferring your personal data to a third country.
What are my rights?
Under Data Protection Legislation, you have the following rights, which we will always work to uphold:
For more information about our use of your personal data or exercising your rights as outlined above, please contact using the contact details provided at the end of this policy.
It is important that your personal data are kept accurate and up-to-date. If any of the personal data we hold about you change, please keep us informed for as long as we have those data.
Further information about your rights can also be obtained from the Information Commissioner’s Office or your local Citizens Advice Bureau.
If you have any cause for complaint about our use of your personal data, you have the right to lodge a complaint with the Information Commissioner’s Office. We would welcome the opportunity to resolve your concerns ourselves, however, so please contact us first using the contact details provided at the end of this policy.
How can I update my information?
The accuracy of your information is important to us. If you change your contact details or if you want to update any of the information we hold on you, you can email us at: dataprotection@olpejetaconservancy.org or by post at: Ol Pejeta Conservancy UK, Chapel and York, Unit 12, Lady Cross Business Park, Hollow Lane, Lingfield, Surrey, RH7 6PB.
How Can I Access My Personal Data?
If you want to know what personal data we have about you, you can ask us for details of that personal data and for a copy of it (where any such personal data is held). This is known as a “subject access request”.
All subject access requests can be made in writing, either via email or via the postal addresses shown below, or verbally, either in person or on the phone.
There is not normally any charge for a subject access request. If your request is ‘manifestly unfounded or excessive’ (for example, if you make repetitive requests) a fee may be charged to cover our administrative costs in responding.
We will respond to your subject access request within one month of receiving it. Normally, we aim to provide a complete response, including a copy of your personal data, within that time. In some cases, however, particularly if your request is more complex, more time may be required, up to a maximum of three months from the date we receive your request. You will be kept fully informed of our progress.
You also have the right to lodge a complaint about our processing of your personal data with the UK’s Information Commissioner’s Office and or the Office of the Data Protection Commissioner
Keeping your data secure
The security of your personal data is essential to us, and to protect your data, we take a number of important measures, including the following:
Contacting us via email
We use Transport Layer Security (TLS) to encrypt and protect email traffic in line with government standards. If your email service does not support TLS, you should be aware that any emails we send or receive may not be protected in transit.
We protect against encrypted attachments, attachments with scripts, and anomalous attachments types. We identify links behind shortened URLs, scan linked images, and monitor links from untrusted domains
We will also monitor any emails sent to us, including file attachments, for viruses or malicious software. Please be aware that you have a responsibility to ensure that any email you send is within the bounds of the law.
Cookie Information for Visitors to our Website
What are Cookies?
Cookies are small text files that are placed on your computer by websites that you visit. They are widely used in order to make websites work, or work more efficiently, as well as to provide information to the owners of the site.
How do we use Cookies?
Cookies provide information about individuals’ usage of the website, which may identify you as the same individual even if we do not know your name, we can identify location, IP address and device information. As such, we make sure you have a choice about the cookies that are placed on your device for our statistical purposes by Google Analytics, which help us to understand more about the ways in which people use our website. We would appreciate it if you opt-in to accept these cookies when the website asks you, as it will help us to improve it over time.
What Cookies do we use?
We use first-party cookies (Cookies set by Ol Pejeta Conservancy) and third-party cookies (cookies set by other providers, e.g. analytics providers such as Google).
| Cookie | Name | Purpose | More information |
|---|---|---|---|
| Necessary Cookies: Necessary cookies help make a website usable by enabling basic functions like page navigation and access to secure areas of the website. The website cannot function properly without these cookies. No consent is required for Necessary cookies. | |||
| _viewed_cookie_policy _cookielawinfo-checkbox-necessary _CookieLawInfoConsent | CookieYes (Strictly Necessary) | Enables Ol Pejeta Conservancy to manage cookie consent on their website and offer choice to individuals. These cookies work together to record whether cookies have been accepted or rejected. | Click here for an overview of how Cookie Yes works |
| Non-essential cookies: Non-essential cookies have a range of functions, from allowing the website owner to understand how users are moving around and using their website (Statistical) to third-party cookies which look to build a profile of individuals that can inform their online marketing decisions (Marketing). Non-essential cookies require a user to ‘opt-in’ to accept the cookie onto their device. | |||
| _ga _gid | Google Analytics (Statistical) | These cookies are used to collect information about how visitors use our site. They store and count page views. We use the information to compile reports and to help us improve the site. The cookies collect information, including IP address, including the number of visitors to the site, where visitors have come to the site from and the pages they visited. | Click here for an overview of privacy at Google. |
| _gat –gat _gtag_UA | Google Analytics (Marketing / Tracking) | These cookies are used to store and track conversions | Click here for an overview of privacy at Google. |
| _gcl_au | Google Adsense (Marketing / Tracking) | These cookies are used to store and track conversions from Google Ads. | Click here for an overview of privacy at Google. |
| _IDE | Google Double Click (Marketing) | These cookies are used to serve targeted advertisements relevant to users across the web. Determines if the visitor’s browser supports cookies | Click here for an overview of privacy at Google. |
| CONSENT | Google Ads Optimization (Functional | These cookies are used to store the cookie consent choices of the user | Click here for an overview of privacy at Google. |
| APISDI SAPISID SSID HSID NID | Google Ads Optimization (Marketing / Tracking) | These cookies are used to optimise Google Ads, To provide fraud prevention, To provide ad delivery or retargeting, to store user preferences | Click here for an overview of privacy at Google. |
| 1P_JAR | Google Maps (Functional) | These cookies are used to store user preferences relating to maps, where a website uses Google Maps | Click here for an overview of privacy at Google. |
| _fbp _fr | Facebook Pixel (Marketing / tracking) | These cookies are placed by Facebook and used to:< /br>track visitor across devices and marketing channels, particularly in response to Facebook Ads < /br>to provide ad delivery or retargeting | Click here for more details about Facebook Pixel |
Most web browsers allow some control of most cookies through the browser settings. To find out more about cookies, including how to see what cookies have been set and how to manage and delete them, visit www.aboutcookies.org or www.allaboutcookies.org.
Links to other websites
Our website may contain links to other websites run by other organisations. This privacy policy applies only to our website‚ so we encourage you to read the privacy statements 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 the policy of that third party site.
How Do I Contact You?
To contact us about anything to do with your personal data and data protection, including to make a subject access request, please use the following details for the attention of:
Data Protection Lead: Philippa Beach or Kirstin Johnson
Email address:dataprotection@olpejetaconservancy.org
Postal address: Ol Pejeta Conservancy UK, Chapel and York, Unit 12, Lady Cross Business Park, Hollow Lane, Lingfield, Surrey, RH7 6PB. c/o Ellacotts Llp, Countryside House, 23 West Bar Street, BANBURY, Oxfordshire, OX16 9SA
Changes to this privacy notice
We keep our privacy notice under regular review. This privacy notice was last updated on:
26 May 2022.
© 2024 Ol Pejeta Conservancy
