Development Privacy Notice

The Royal Botanic Garden Edinburgh (RBGE) is a charitable body registered in Scotland (registration SC007983).

The Development Office supports RBGE’s community of members, patrons, students and former students (alumni), current and potential supporters and other individuals and stakeholders, to develop mutually beneficial relationships; to provide membership services and benefits; to promote the development of alumni networks; and to fundraise in support of our world leading science, conservation activities, education, community engagement, art, culture and collections.

Development Office
Royal Botanic Garden Edinburgh
20a Inverleith Row
Edinburgh
EH3 5LR

Data we collect from you

When you become a Friend, Life Member, Companion or Patron

What data we collect from you

Why we collect your data

Legal Bases

We will collect your name, postal address, email address and phone number (if provided)

To provide you with your Membership benefits, such as your Membership card, e-newsletter and Botanics magazine

This forms part of the Terms and Conditions of your Membership contract with us

 

We are required to keep a record of your name and postal address should you complete our Gift Aid Declaration

This is a legal obligation; your information will be shared with HMRC for tax regulation purposes and may be shared with an auditor

 

To keep you up to date with our work, events, services, special offers and ways of supporting RBGE

We will only send you these communications via email if we have your consent

 

To offer you the opportunity to re-join us after your membership has lapsed

On the basis of legitimate interest, limited to a maximum of 3 communications

 

If you enter a competition, so we can contact you if you win

On the basis of legitimate interest

Bank details

We require your bank details should you choose to pay for your membership by Direct Debit

This is required for the contract (sale of the product or service)

 

When you make a donation or pledge a legacy to the Royal Botanic Gardens Edinburgh

What data we collect from you

Why we collect your data

Legal Bases

We will collect your name, postal address, email address and phone number (if provided)

We are required to keep a record of your name and postal address should you complete our Gift Aid Declaration

This is a legal obligation; your information will be shared with HMRC for tax regulation purposes and may be shared with an auditor

 

To keep you up to date with our work, events, services, special offers and ways of supporting RBGE

We will only send you these communications via email if we have your consent

 

If you donate to a specific project, we may contact you with an update on the project

On the basis of legitimate interest

Bank details

To allow us to process your Direct Debit donation

This is required for the contract (sale of the product or service)

 

If you book to attend an event organised by the Development Team

What data we collect from you

Why we collect your data

Legal Bases

We will collect your name, postal address, email address and phone number (if provided)

To ensure that your name is included on the guest list and to inform you of any changes to the event

This is required for the contract (sale of the product or service)

 

To keep you up to date with our work, other events which might interest you, services, special offers and ways of supporting RBGE

We will only send you these communications via email if we have your consent

We might ask if you have any dietary or accessibility requirements

To ensure that we are meeting your needs and expectations

We will only record this information with your explicit consent and will delete this information immediately after the event

 

If you have opted in to our Alumni Scheme

What data we collect from you

Why we collect your data

Legal Bases

We will collect your name, postal address, email address and phone number (if provided) and the title of the course you attended

To keep you up to date with RBGE news, projects, fundraising, events, jobs and volunteering opportunities

We will only send you these communications via email if we have your consent

 

If you leave us a gift in your will

We will collect your name, postal address, email address and phone number from you if you tell us you have left a gift in your will, or are thinking of doing so; we will only process your information with your consent. We also collect data from executors, trustees, solicitors and other professions acting in the administration of a legacy. We process your information internally and will only use it for the purposes of legacy administration. We might ask if you would be happy for us to share the details of your gift externally for promotional purposes; we would only share this information with your consent.

 

Children and Young People

We will not 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.

How we share your data

In some circumstances we will pass your personal data to agents who process data on our behalf. Where we do this, a written contract will be put in place between the RBGE and the service provider to set out the purposes for which the information can be used and the security measures that must be in place. Recipients of personal data include:

  • Payment providers for the processing and collection of donations, including third party Direct Debit collection services
  • Providers of our software and platforms used to provide our services and bulk email communications
  • Mailing houses to send our publications and fundraising appeals
  • Volunteers who are working on behalf of the RBGE
  • External service providers to supply a new address, telephone or email address for individuals with whom we have lost contact, or verify existing contact information
  • HMRC if required to give evidence for Gift Aid claims

We may buy anonymous external data (such as Experian’s Mosaic consumer data) and combine it with your personal data to improve our services and activities for the RBGE and its supporters.

Legitimate interests

In certain circumstances, we will use legitimate interest as our legal basis for processing your data. RBGE is a charity reliant upon fundraising and we will use information from publicly available resources to help us understand your philanthropic interests and ability to support RBGE. Our legitimate interests do not override your statutory rights and processing your data in this way will always be subject to a balancing test to ensure that your rights are maintained. 

How we analyse your information

We undertake research on a small proportion of current and potential supporters to enable us to use our resources effectively and raise philanthropic gifts more efficiently. When researching individuals, we will gather information from publicly available resources, such as the charity registers, Companies House and other information databases, newspaper articles, LinkedIn, Who’s Who and specialist resources based on public information such as Factary Phi.

We will analyse geographic and demographic information to help us understand the likelihood of engagement with RBGE, including financially through philanthropic donations, or for volunteering opportunities and other areas that support RBGE activities. We will use this data to build profiles on individuals who we believe may have an interest and the means, or the expertise, to become actively involved with the RBGE. If you do not wish your data to be processed in this way, please contact our Data Protection Officer: Jane McCrorie, Royal Botanic Garden Edinburgh, 20a Inverleith Row, Edinburgh, EH3 5LR; jmccrorie@rbge.org.uk.

Ethical fundraising

We carry out due diligence on current and potential donors to ensure that the sources and purposes of prospective donations and fundraising are ethically acceptable, and to protect RBGE from financial and reputational harm. Due diligence research is carried out as a legal obligation, as specified in the Code of Fundraising Practice. We process information relating to criminal allegations, proceedings or convictions and do so in accordance with Schedule 1 Part 2 Paragraph 12 of the Data Protection Act 2018.

Data retention periods

We will keep your current contact details and your initial and most recent Gift Aid declarations while current and for six years after you cease to be a member. We will keep other records (member correspondence, event administration documents, financial records and information on member entry) only as long as necessary for the purpose it was collected.

If you ask that we remove you from our records, or ask that we do not contact you in future, we will keep a skeleton record to ensure that we continue to respect your preferences and ensure we adhere to legal requirements.

Your rights

You have statutory rights relating to your own personal data:

  • Access – you have the right to know what data we hold relating to you and why, and to receive a copy of it;
  • Rectification – you have the right to have inaccurate information about you corrected;
  • Objection – you have the right to object to RBGE using your information, and we would have to stop unless we have a sound overriding reason to continue. This right includes the right to object to our processing of your personal data for the purposes of direct marketing;
  • Erasure, restriction and portability – in specific circumstances, you have the right to have your personal data deleted, to put limits on what RBGE will do with it or to receive a copy in machine-readable form to take to another organisation;
  • Automated decision-making including profiling – RBGE does not use automated decision making. Profiling is used to identify new supporters and you have the right to tell us you do not want your data to be processed in this way.

How to opt out of processing

Read more about your rights under the GDPR.

To exercise any of these rights or for more information, contact our Data Protection Officer: Jane McCrorie, Royal Botanic Garden Edinburgh, 20a Inverleith Row, Edinburgh, EH3 5LR. jmccrorie@rbge.org.uk

This document was last updated on 12th September 2019.