Privacy & Cookies

LROS Privacy Policy

1. Who are we?

The Leicestershire & Rutland Ornithological Society (LROS) was founded in 1941, and now has around 600 members. Our aims are to promote the study, conservation and enjoyment of birds and birding in Leicestershire and Rutland, to record and publish members’ sightings, and organise survey work to further our knowledge of the birds of Leicestershire and Rutland. See the ‘Bird Recording’ section for details of how you can share these objectives.

The LROS organises a range of other activities and facilities for its members. These include a monthly Newsletter, an Annual Bird Report, outings, indoor meetings and fieldwork. You will find full details of these and other Society activities in the ‘About LROS’ section.

The LROS is entirely run by volunteers and always appreciates any help members can offer.

2. Our commitment to your privacy

We are committed to keeping your personal details safe. This policy explains how and why we use your personal data, to ensure that you remain informed and in control of your information.

Any references to the Leicestershire and Rutland Ornithological Society (LROS) or to ‘we’ or ‘us’ refers to the Leicestershire and Rutland Ornithological Society. We are a registered charity in England and Wales, and our registered charity number is 254645.

We use three key definitions to describe people mentioned in this policy. These are definitions used by the Information Commissioner’s Office (ICO), the UK’s independent body set up to uphold information rights (www.ico.org.uk)

‘Data subject’: this is you. As the data subject, we respect your right to control your data.

‘Data controller’: this is us, LROS. With your permission, we determine why and how your personal data is used (as outlined in this policy).

‘Data processor’: this is a person, or organisation, who processes your data on our behalf, with your permission.

We will never sell your personal data.

Should you wish to find out more about the information we hold about you, or about our privacy policy, please contact us:

Membership Secretary, Andy Howes
Telephone: 0116 288 9318
Email: andyhowes@hotmail.com
13 New Forest Close, Wigston, Leicester LE18 2RW 3.

Why do we collect your personal data?

We use your personal data to keep in touch with you. We will only ever collect, store and use your personal data when we have an identified purpose and reason to do so. The ICO refers to this as a ‘lawful basis’. Further information about why we collect your personal data is outlined below.

a) To administer your donations

We collect your personal data to administer your donations, which may involve getting in touch should there ever be any issues processing your donation The ICO define the lawful basis for processing your data for these purposes as ‘contractual’.

b) To send you information about our work

We also collect your personal data so that we can send you information about our work that we feel will be of interest to you, this includes your newsletter. This information is in addition to that outlined in sections a) and b) and is defined as ‘direct marketing’ by the ICO. As defined by the ICO, we use two different lawful bases for processing your data for ‘direct marketing’ purposes:

i) Legitimate interest This is where we have identified a genuine and legitimate reason for contacting you, which crucially does not override your rights or interests. We use legitimate interest to send you the information listed above by post.

ii) Opt-in consent This is where you have given us express permission to contact you by particular communication channels. We use opt-in consent to send you the information listed above by email.

iv) Event Reservations: First and foremost, we use your personal data to complete and administer your online Event Reservation. This includes sending you communications that relate to your Event Reservation, such as confirmations, modifications and reminders.

v) Membership Account facilities: LROS users can create an account on our website. We use the information you give us to administer this account, allowing you to do a number of useful things. You can manage your Event Reservations, take advantage of special offers, make future Event Reservations easily and manage your personal settings. Managing personal settings gives you the ability to see the Events and Services you’ve searched for and check related information you’ve provided.
If you want to, you can share certain information as part of your user account, by creating a public profile under your own first name or a screen name you choose.

We respect your right to update the way we get in touch with you about our work at any time.

c) To enable you to volunteer with us

If you are an LROS volunteer, we collect your data so that we can keep in touch with you about, for example changes to planned volunteer work that you may be taking part in.

d) To process your bird records If you submit your bird sightings directly to LROS, or we get passed your records by third parties (e.g. Bird Guides, surveys, etc.), we store your details to verify records and sightings, and collate them alongside other records as part of our scientific and conservation remit, and as part of our Annual Review. We may have to contact you about your records from time to time, which we will do via email, telephone or post.

4. What kind of personal data do we collect? How do we collect it?

a) Basic information

We will usually collect basic information about you, including your name, postal address, telephone number and email address. Most of the time, we collect this data from you directly. Sometimes this is in person; other times, it is over the telephone, in writing or through an email.

b) Getting to know you better

We also collect information about you that helps us to get to know you better. This may include:

records of donations you’ve made
your preferences of how you would like us to contact you
ways you’ve helped us through volunteering your time
Bird records that you’ve submitted, to us directly or via a third party

Most of the time we collect this data from you directly.

c) Sensitive personal data

We do not normally collect or store sensitive personal data about supporters.

If you are a volunteer then we may collect extra information about you, for example medical conditions.

d) Children and young people

In line with data protection law, we will not collect, store or process your personal details if you are under 13 years of age; unless we have the express permission from your parent or guardian to do so.

5. How do we store your data?

a) Security

All of the personal data we process is processed by our volunteers in the UK. Electronic data and databases are stored on secure computer software and we control who has access to information (using both physical and electronic means).

b) Data retention policy

We will only use and store information for as long as it is required for the purposes it was collected for. We continually review what information we hold and delete what is no longer required.

6. Your rights

We respect your right to control your data. Your rights include:

a) The right to be informed
b) The right of access
c) The right to rectification
d) The right to erase
e) The right to restrict processing
f) The right to data portability
g) The right to object
h) Rights in relation to automated decision making and profiling

For more information on your individual rights, please see the Information Commissioner’s Office.

7. Making a complaint

Information Commissioner’s Office

For further assistance with complaints regarding your data, please contact the Information Commissioner’s Office, whose remit covers the UK:

Information Commissioner’s Office, Wycliffe House Water Lane, Wilmslow SK9 5AF Telephone: 0303 123 1113 Email: casework@ico.org.uk

8. Leaving our website

We are not responsible for the privacy practices or the content of any other websites linked to our website. If you have followed a link from this website to another website you may be supplying information to a third party.

9. Get in touch

Should you wish to find out more about the information we hold about you, or about our privacy policy, please contact us: Membership Secretary, Andy Howes Telephone: 0116 288 9318 Email: andyhowes@hotmail.com 13 New Forest Close, Wigston, Leicester LE18 2RW

We update this policy periodically.
Last updated: May 2018

LROS Cookie Policy

Whenever you use our online services or visit our website, we use cookies and other online tracking technologies (which we’ll also refer to as ‘cookies’ for the purpose of this Cookie Statement).

Cookies can be used in various ways, including to make the buttercupstearoom.co.uk website work, to analyse traffic, or for advertising purposes.

What are cookies and online tracking technologies?

A web browser cookie is a small text file that websites place on your computer’s or mobile device’s web browser.

These cookies store information about the content you view and interact with, in order to remember your preferences and settings or analyse how you use online services.

Cookies are divided into ‘first party’ and ‘third party’:

First party cookies are the cookies served by the owner of the domain – in our case that’s Buttercups Tea Room. Any cookie we place ourselves is a ‘first party cookie’.
Third party cookies are cookies placed on our domains by trusted partners that we’ve chosen to allow to do so. These can be social media partners, advertising partners, security providers and more.

And they can be either ‘session cookies’ or ‘permanent cookies’:

Session cookies only exist until you close your browser, ending what is called your ‘session’. They are then deleted.
Permanent cookies have a range of different lifespans and stay on your device after the browser is closed. On the buttercupstearoom.co.uk platform, we try to only serve permanent cookies (or allow permanent cookies to be served by third parties) that have a limited lifespan. However, for security reasons, or in other exceptional circumstances, we might sometimes need to give a cookie a longer lifespan.

Web browser cookies may store information such as your IP address or another identifier, your browser type, and information about the content you view and interact with on digital services. By storing this information, web browser cookies can remember your preferences and settings for online services and analyse how you use them.

Alongside cookies, we may also use tracking technologies that are very similar. Our website, emails and apps may contain small transparent image files or lines of code that record how you interact with them. These include ‘web beacons’, ‘scripts’, ‘tracking URLs’ or ‘software development kits’ (known as SDKs):

Web beacons have a lot of different names. They might also be known as web bugs, tracking bugs, tags, web tags, page tags, tracking pixels, pixel tags, 1×1 GIFs or clear GIFs.
In short, these beacons are a tiny graphic image of just one pixel that can be delivered to your device as part of a web page request, in an app, an advertisement or an HTML email message.
They can be used to retrieve information from your device, such as your device type or operating system, your IP address, and the time of your visit. They are also used to serve and read cookies in your browser or to trigger the placement of a cookie.
Scripts are small computer programs embedded within our web pages that give those pages a wide variety of extra functionality. Scripts make it possible for the website to function properly. For example, scripts power certain security features and enable basic interactive features on our website.
Scripts can also be used for analytical or advertising purposes. For example, a script can collect information about how you use our website, such as which pages you visit or what you search for.
Tracking URLs are links with a unique identifier in them. These are used to track which website brought you to the Booking.com website or app you’re using. An example would be if you click through from a social media page or search engine.

All these tracking technologies are referred to as ‘cookies’ here in this Cookie Statement.

How are cookies used?

Cookies may be used to collect information, including:

IP address
Device ID
Viewed pages
Browser type
Browsing information
Operating system
Internet service provider
Timestamp
Whether you have responded to an advertisement
A referring URL
Features used or activities engaged in on the website/apps

They allow you to be recognised as the same user across the pages of a website, across devices, between websites . When it comes to purpose, they are divided into three categories – functional cookies, analytical cookies and marketing cookies.

Functional cookies

These are cookies required for our websites and apps to function and they must be enabled in order for you to use our services.

Functional cookies are used to create technologically advanced, user-friendly websites and apps that adapt automatically to your needs and preferences, so you can browse and book easily. This also includes enabling essential security and accessibility features.

More specifically, these cookies:

Enable our website and apps to work properly, so you can create an account, sign in, and manage your bookings.
Remember your selected currency and language settings, your past searches and other preferences to help you use our website and apps efficiently and effectively.
Remember your registration information, so that you don’t have to retype your login credentials each time you visit our website. (Don’t worry, passwords will always be encrypted.)

Analytical cookies

These cookies measure and track how our website and apps are used. We use this information to improve our website, apps and services.

More specifically, these cookies:

Help us understand how visitors and customers like you use buttercupstearoom.co.uk
Help improve our website and communications to make sure we’re interesting and relevant.
Allow us to find out what works and what doesn’t on our website.
Help us understand the effectiveness of advertisements and communications.
Teach us how users interact with our website after they have been shown an online advertisement, including advertisements on third-party websites.

The data we gather through these cookies can include which web pages you have viewed, which referring/exit pages you have entered and left from, which platform type you have used, which emails you have opened and acted upon, and date and time stamp information. It also means we can use details about how you’ve interacted with the site, such as the number of clicks you make on a given screen, your mouse movements and scrolling activity, the search words you use and the text you enter into various fields.

Marketing cookies

These cookies may be used by LROS to gather information about you over time, across multiple websites, applications, or other platforms.

Marketing cookies help us to decide which products, services and interest-based advertisements to show you, both on and off our website and apps.

More specifically, these cookies:

Categorise you into a certain interest profile, for instance, on the basis of the websites you visit and your click behaviour. We may use these profiles to display personalised content.
Display personalised and interest-based advertisements. This is called ‘retargeting’ and is based on your browsing activities, such as the events, services or products you’ve been searching for and viewed and the prices you’ve been shown. It can also be based on your shopping habits or other online activities.
Retargeting ads can be shown to you both before and after you leave buttercupstearoom.co.uk as their purpose is to encourage you to browse or return to our website. You might see these ads on websites, in apps or in emails.
Integrate social media into our website and apps. This allows you to like or share content or products on social media such as Facebook, Instagram, YouTube, Twitter, Pinterest, Snapchat and LinkedIn.
These ‘like’ and ‘share’ buttons work using pieces of code from the individual social media providers, allowing third party cookies to be placed on your device.
These cookies can be purely functional, but they can also be used to keep track of which websites you visit from their network, to build a profile of your online browsing behaviour and to show you personalised ads. This profile will be partly built using comparable information the providers receive from your visits to other websites in their network.
To read more about what social media providers do with your personal data, take a look at their cookie and/or privacy statements: Facebook (includes Instagram, WhatsApp, Messenger and Audience Network), Snapchat, Pinterest and Twitter. Be aware that these statements may be updated from time to time.

What are your choices?

To learn more about cookies and how to manage or delete them, visit allaboutcookies.org or the help section of your browser.

In the settings for browsers like Safari, Firefox or Chrome, you can choose which cookies to accept and which to reject. Where you find these settings depends on which browser you use:

If you choose to block certain functional cookies, you may not be able to use some features of our services.

You can also opt-out of certain cookies:

Analytics: To prevent Google Analytics from collecting analytical data on certain browser types visit the following link: Google Analytics Opt-out Browser Add-on (only available on desktop).
Members of the NAI and IAB adhere to industry standards and codes of conduct and allow you to opt out of behavioural advertising.
Visit www.networkadvertising.org to identify NAI members that may have placed advertising cookies on your computer. To opt out of any NAI member’s behavioural advertising programme, just check the box that corresponds to that company.
You may also want to visit www.youronlinechoices.com or www.youradchoices.com to learn how to opt out of customised ads.
It’s possible that your mobile device allows you to limit information sharing for retargeting purposes through its settings. If you choose to do so, it’s good to be aware that opting out of an online advertising network doesn’t mean you’ll no longer see or be subject to online advertising or marketing analysis. It just means that the network you’ve opted out from will stop delivering ads that are tailored to your web preferences and browsing patterns.

Some websites have ‘Do Not Track’ features that allow you to tell a website not to track you. We’re currently unable to support ‘Do Not Track’ browser settings.

How does LROS make use of social media?

We use social media in different ways. We use it to facilitate the use of online reservation services, but also to promote our products and services and to advertise, improve and facilitate our own services.

Note that the use of social media features can result in the exchange of personal data between Buttercups Tea Room and the social media service provider, as we describe below. You are free not to use any of the social media features available to you.

We have integrated social media plugins into the buttercupstearoom.co.uk website. This means that when you click on one of the buttons (such as Facebook’s ‘Like’ button), certain information is shared with these social media providers.
If you’re logged into your social media account at the same time, your social media provider may relate this information to your social media account. Depending on your settings, they might also display these actions on your social media profile, to be seen by others in your network.

Your social media provider will be able to tell you more about how they use and process your data when you connect to buttercupstearoom.co.uk through them. This can include combining the personal data they collect when you use our website through them with information they collect when you use other online platforms you have also linked to your social media account.