Privacy Notice

Version 1.0, 26 June 2018

This privacy notice sets out the basis on which we will process any personal data we collect from you, or that you provide to us.

Who we are

The Hypogean Crustacea Recording Scheme website aims to promote the study, recording and conservation of true flies in the British Isles. This website is run by the Hypogean Crustacea Recording Scheme and the Biological Records Centre (BRC). BRC is a group within the Centre for Ecology & Hydrology (CEH). 

  • Hypogean Crustacea Recording Scheme is voluntary organisation that promotes the study, recording and conservation of true flies in the British Isles.

  • CEH is a wholly owned research centre of the Natural Environment Research Council, now part of UK Research and Innovation.

The website also benefits greatly from a number of volunteers who work on behalf of the above organisations to support the study, recording and conservation of true flies in the British Isles. 

The Hypogean Crustacea Recording Scheme and CEH are joint controllers for all processing of personal data for the purposes of the Hypogean Crustacea Recording Scheme website (http://live-hcrs.pantheonsite.io/).

The Centre for Ecology & Hydrology (CEH) is part of the Natural Environment Research Council (NERC).  NERC is one of nine partners within the UK Research and Innovation.

Why are we collecting your information?

The Hypogean Crustacea Recording Scheme and CEH are collecting your personal data in order to administer and run the Hypogean Crustacea Recording Scheme website. In data protection terms, our ‘legal basis’ for collecting your personal data for use in these ways is that we have a ‘public task’.

We will collect the following data about you:

Name

  • Address
  • Email address
  • Home and/or mobile phone number. (Optional but kept if provided)
  • Member’s membership type (eg Bulletin only, Dipterists Digest only or both)
  • Date of subscription payment
  • Amount of subscription received
  • Free-form comments about the subscription (eg if several years have been paid in advance or subscriber’s reference where paid by a separate agent)

The primary purpose of holding this data is for Hypogean Crustacea Recording Scheme to fulfil its obligation to send members their subscribed journals to the address they supplied. 

Occasionally, other communications regarding Hypogean Crustacea Recording Scheme business may be sent either electronically or by post. In these cases the communication will be necessary for functioning of Hypogean Crustacea Recording Scheme . Examples may include: subscription change or reminder notices, notices of special Hypogean Crustacea Recording Scheme events.

Neither Hypogean Crustacea Recording Scheme nor CEH will use the membership list to supply third parties with address lists or other information unless required to do so under UK law. Nor will Hypogean Crustacea Recording Scheme or CEH use the data for fundraising or direct marketing.

How are we storing your information and will we share it?

Your personal data that we collect will be stored on a secure database managed by the CEH Biological Records Centre for the duration of operating the Hypogean Crustacea Recording Scheme website. 

Personal data will be provided to those acting on behalf of the Hypogean Crustacea Recording Scheme Only the nominated manager of the data “Data Manager” (normally the Membership Secretary) may directly access the data and only for official Hypogean Crustacea Recording Scheme business. If the Data Manager is indisposed the Chairman of Hypogean Crustacea Recording Scheme may appoint another Committee Member to take on that role. The Data Manager may pass membership details to other Hypogean Crustacea Recording Scheme committee members for the purpose of fulfilling Hypogean Crustacea Recording Scheme business, for example in posting journals to late subscribers. 

We will not share your personal data with anyone else or transfer your data outside the European Union.

Your rights and our contact details

You are entitled to access any of your personal data that we hold. You can view the personal data we hold of yours by logging in to your account on the Hypogean Crustacea Recording Scheme site. Alternatively please contact brc@ceh.ac.uk with as much detail as possible on the information you would like us to provide and we will respond within one month with an excel or csv file with your information. If the data that you request can be viewed via the Hypogean Crustacea Recording Scheme website through your existing account, then you may be directed to this option.

You have the right to object to the processing of your data where we have relied on ‘public task’ as the lawful basis for processing. You can request that your Hypogean Crustacea Recording Scheme website user account is cancelled at any time by emailing brc@ceh.ac.uk 

If you have any concerns about how your data is being used, we will try to answer any questions you have. You have the right to lodge a complaint with the Information Commissioner’s Office. You also have the right to an effective judicial remedy against decisions of the Information Commissioner’s Office, or against the Hypogean Crustacea Recording Scheme or CEH.

For information on data privacy, the name and contact details of CEH’s parent organisation:

UK Research and Innovation
Polaris House
Swindon
SN2 1FL
Please see the 
UKRI privacy notice.

The name and contact details of the UKRI data protection representative:

The CEH Data Protection Officer is Mark Hinder - UKRI NERC.