Privacy Notice

Download our policy documents

If you would like to download our policy documents for reference please use the links below:

◼ Data Protection Summary Policy 

◼ Environmental Policy 

◼ Equal Opportunities Policy

◼ Biosecurity Policy

 

How your information will be used

Footprint Ecology processes personal data as an employer (employees and applicants); contact information held on email or used on our website contact form, and occasionally as part of public consultations or questionnaires, for instance where a client wants contact information of people interested in volunteering.

Such information will be used for our management and administrative use only.

The sort of information we hold about the general public is usually limited to contact details. We do not usually obtain or hold special categories of information relating to your racial or ethnic origin, political opinions, religious and philosophical beliefs, trade union membership, biometric data or sexual orientation.

Where we are processing data based on your consent, you have the right to withdraw that consent at any time.

Other than as mentioned below, we will only disclose information about you to third parties if we are legally obliged to do so or where the nature of the consent implies it, ie where the data is obtained as part of a contract for a client and the consent form makes it clear that the client will access and/or hold the data.

We have in place safeguards to ensure the security of your data, including keeping paper records locked away and ensuring the security of electronic records via our IT security policies. We employ external IT support to ensure that data held on our server and laptops is secure via firewalls and anti-virus and anti-malware software. We discourage the use of portable storage devices such as USB sticks in general, and certainly for sensitive data. All employees have unique password protected user accounts, and all devices require that users log in to those accounts correctly. Passwords must include upper and lower case letters, numbers and symbols; users are forced to change passwords every 3 months and 6 failed log-in attempts lock the account of that user, to prevent a brute force attack. When unattended our office is locked and protected by a Redcare monitored alarm, and sensitive paper data such as payroll records are locked away at all times.

We have a retention and destruction policy according to the nature of the information held.

Employees’ induction and handbook emphasise the importance of confidentiality throughout our work, as much of our work is of a highly sensitive nature. Employees are reminded of the need to safeguard the personal information of colleagues, clients and the public, for instance to use bcc when emailing groups who may not want their email addresses to be known to other recipients.

If in the future we intend to process your personal data for a purpose other than that which it was collected we will provide you with information on that purpose and any other relevant information.

Identity and contact details of controller and data protection officer

Footprint Ecology Limited is the controller and processor of data for the purposes of the DPA 18 and GDPR.

If you have any concerns as to how your data is processed you can contact: Fenella Lewin, Practice Manager at fenella@footprint-ecology.co.uk. or write to her at Forest Office, Cold Harbour, Wareham, BH20 7PA.