Privacy Notice

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?

UKCEH is an independent, not-for-profit research institute and is a registered Charity in England & Wales (number 1185618) and in Scotland (number SC049849), and a registered Company Limited by Guarantee in England & Wales (number 11314957). UKCEH is the controller for all processing of personal data for the purposes of E-Surveyor

Why are we collecting your information?

E-Surveyor is a mobile app for surveying habitats. It is operated by the UK Centre for Ecology & Hydrology (UKCEH).

UKCEH is collecting your personal data to administer, run and share results of E-Surveyor. When you submit records to E-Surveyor, your name will be included alongside the survey information (including location and time of record). You may be contacted with queries about the records you provide for the purpose of validating and verifying the survey data. We are also collecting your personal data to provide you with information and feedback on E-Surveyor and may use this information to direct you towards external resources that are relevant to your contribution.

We will collect the following personal data about you:

Name
Email address
Location and date of any observations you submit

We are using the ‘lawful Basis' of ‘legitimate interest’ for collecting, processing, and sharing your personal data.

All data held by UKCEH is compliant to current UK data protection legislation and the basis on which we process any personal data we collect from you, or that you provide to us, is covered by the UKCEH privacy notice.

In addition to the information, we ask you to provide through the website, we also collect information automatically about visits to the site using Google Analytics and in our server logs. This does not include any personal data but does include:

Your IP address
The pages you request, when you request them, and how you interact with them
The type of device and browser you use

We use this information to support our work in various ways including monitoring performance, improving design, protecting against malicious behaviour, and supporting funding applications.

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

All your personal data that we collect will be stored securely in a database for as long as you are signed up with E-Surveyor. If you no longer wish to be registered with E-Surveyor, please contact esurveyor@ceh.ac.uk to let us know. The component of your personal data that forms part of the biological record (i.e., your name as the observer, and the location and time of the record) will be kept permanently as part of the scientific dataset.

Sharing your email address with others

We will not openly publish your email address. Projects that make use of E-Surveyor may give you the option of providing consent to receive further information; if you choose to provide consent your email address will be available to the organisations running those projects. You can request to unsubscribe from such projects at any time.

Sharing your name that forms part of the biological record

Biological observations produced by E-Surveyor will be shared with other organisations and individuals worldwide for purposes of scientific research. Your name will be included as part of the scientific records in these datasets. As use of E-Surveyor data is for research into measuring the quality of habitats it is in the public interest, your personal data (name) is retained as part of our work and will remain public; open data can be downloaded, remixed, and redistributed by third parties. Where data is openly published it will be available to anyone and it will be available for use anywhere.

Other than as set out above, and except where we have a legal obligation to so do, we will not share your personal data with anyone else and will always adhere to current UK Data Protection Legislation.

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

All your personal data that we collect will be stored securely in the iRecord database for as long as we may need to engage with you in relation to -E-Surveyor. We will then delete the personal information we hold about you.

Your rights and our contact details

You are entitled to access any of your personal data that we hold. Please contact esurveyor@ceh.ac.uk with as much detail as possible on the information you would like us to provide, and we will aim to respond within one month.

You have the right to object to the processing of your personal data where we have relied on legitimate interest as the lawful basis for processing. You also have the right to request that we restrict or stop processing, rectify, or delete your personal data (except for names from datasets that have already been published openly). Where the personal data we hold has not been supplied by yourself, you are entitled to ask how we obtained the personal data. You can request that your iRecord user account is cancelled at any time by emailing esurveyor@ceh.ac.uk.

Please contact cehdataprotection@ceh.ac.uk if you wish to progress any of these rights.

If you have any concerns about how your personal 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.

Deletion of Data

We will retain only the personal data necessary for us to effectively operate E-Surveyor. We will review the personal data we manage annually and delete any data we deem is no longer required. We will review the personal data we manage annually and delete any data we deem is no longer required

Changes to the Privacy Notice for iRecord

This Privacy Notice may be updated from time to time. The latest version will always be available at https://esurveyor.ceh.ac.uk/privacy-notice. If changes are made to this Privacy Notice in the future, a prominent notice will be posted on the application.