myForest Privacy Notice

How we use your information

This privacy notice tells you what to expect when Sylva Foundation collects personal information from you under the myForest service. It applies to information we collect about:

Visitors to our website
People who email us
People who call us by phone
People who use the myForest service
Access to personal information
Links to other websites
Changes to this Privacy Notice
How to contact us
Data Protection Register

Visitors to our website

When someone visits www.sylva.org.uk/myforest we use a third party service, Google Analytics, to collect standard internet log information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to the various parts of the site. This information is only processed in a way which does not identify anyone. We do not make, and do not allow Google to make, any attempt to find out the identities of those visiting our website. If we do want to collect personally identifiable information through our website, we will be up front about this. We will make it clear when we collect personal information and will explain what we intend to do with it.

Search engines

Some of our websites include a search function. This is powered our by our own software. We may log any search queries and results anonymously to help us improve our websites, tools, and search functionality. No user-specific data is collected by either Sylva Foundation or any third party.

Blog

We host the myForest blog on our own servers. People are able to leave comments to any posts on our blog and our required to provide certain personal information. This is requested to reduce comments by spammers. No user-specific data is collected by either Sylva Foundation or any third party.

eNews

We deliver an occasional eNews to myForest users who choose to receive it. Subscribers are required to provide certain personal information to enable us to deliver eNews. From time-to-time we may contact you separately with information about the work of the charity which we think may be of interest. Information will be retained on our Customer Relationship Management (CRM) database. Information will not be shared with any other organisations.

Subscribers are able to unsubscribe at any time, both to the eNews and/or any other marketing, by emailing myforest@sylva.org.uk and via a link in the eNews delivered to their email address.

No user-specific data is collected by either Sylva Foundation or any third party.

People who email us

Any email sent to us, including any attachments, may be monitored and used by us for reasons of security and for monitoring compliance with office policy. Email monitoring or blocking software may also be used. Please be aware that you have a responsibility to ensure that any email you send to us is within the bounds of the law.

We may collect your name, email address, and further personal data. From time-to-time we may contact you separately with information about the work of the charity which we think may be of interest. You are able to unsubscribe at any time via a link sent with any general communication by Sylva Foundation. Information will be retained on our Customer Relationship Management (CRM) database. It will not be shared with any other organisations.

People who call us by phone

When you phone Sylva Foundation we may collect any information you choose to share with us to help us deal with your enquiry. We may collect your name, email address, and further personal data. From time-to-time we may contact you separately with information about the work of the charity which we think may be of interest. You are able to unsubscribe at any time via a link sent with any general communication by Sylva Foundation. Information may be retained on our Customer Relationship Management (CRM) database. It will not be shared with any other organisations.

People who use the myForest service

We have to hold the personal details of the people who have requested the service in order to provide it. We will use these details to provide the service the person has requested and for other closely-related purposes. For example, we might use information about people to carry out a survey to find out if they are happy with the level of service they received.

Information held by Sylva Foundation will vary dependent on the type of account held, including accounts for woodland owners, professional agents, and businesses. Personal data collected includes a user's name, email address, postal address, and telephone number. This information may be retained on our Customer Relationship Management (CRM) database. It will not be shared with any other organisations unless the user clearly agrees to do so.

We hold additional specific information relating to the service including:

  • woodland owner account:
    • silvicultural information (e.g. woodland location, size, and species) - to help users complete a management plan, a woodland star rating, or a deer management survey
  • professional agent account:
    • silvicultural information (e.g. woodland location, size, and species) - to help users complete a management plan, a woodland star rating, or a deer management survey
    • client information - to help users manage multiple accounts on behalf of clients
  • business account:
    • business address and business type/activity to enable that business to be listed accurately in the myForest Directory

To deliver the myForest service we collaborate with a range of third parties. We list any third-parties and explain what data we are collecting and sharing with them and why. Unless consent is clearly given by a user, no personal data will be shared with a third party.

Anonymised and aggregated data derived from information you provide about your woodland and/or business may be shared with third parties or published to help improve delivery of the service and for research purposes. For example we publish current usage statistics including the total area mapped using the myForest service (see: www.sylva.org.uk/myforest/stats).

When people subscribe to this service, they can cancel their subscription by emailing: myforest@sylva.org.uk.

Access to personal information

Sylva Foundation endeavours to be as open as it can be in terms of giving people access to their personal information. Individuals can find out if we hold any personal information by making a 'subject access request' under the Data Protection Act 1998. If we do hold information about you we will:

  • give you a description of it;
  • tell you why we are holding it;
  • tell you who it could be disclosed to; and
  • let you have a copy of the information in an intelligible form.

To make a request to Sylva Foundation for any personal information we may hold you need to put the request in writing addressing it to our nominated Data Protection Officer to the address provided below.

If you agree, we will try to deal with your request informally, for example by providing you with the specific information you need over the telephone. If we do hold information about you, you can ask us to correct any mistakes by, once again, contacting our Data Protection Officer.

Links to other websites

This privacy notice does not cover the links within this website linking to other websites. We encourage you to read the privacy notices on the other websites you visit.

Changes to this Privacy Notice

We keep our privacy notice under regular review. This privacy notice was last updated on 3 rd October 2017.

We reserve the right to change this privacy policy at any time without prior notice to you. Any changes will be posted on our website and become effective at the time of posting. In the event that material changes are made that affect the use or disclosure of your personal information, we will make reasonable efforts to notify you of these changes

How to contact us

If you want to request information about privacy you can email us or write to:

Sylva Foundation
Sylva Wood Centre
Little Wittenham Road
Long Wittenham
Oxfordshire
OX14 4QT

Data Protection Register

Sylva Foundation is registered with the Information Commissioner's Office (ICO). Our Registration Number is Z1773491.