1. Who are we?
The Centre for Environmental Data and Recording (CEDaR) is the Local Records Centre for Northern Ireland and supports biological recording through working in partnerships with numerous individuals and organisations. CEDaR collects, stores, manages and releases information on the wildlife of Northern Ireland and its coastal waters. CEDaR is a partnership between National Museums Northern Ireland (NMNI) and the Northern Ireland Environment Agency (NIEA), an executive agency within the Department of Agriculture, Environment and Rural Affairs (DAERA).
The DiveNI website is managed and maintained by CEDaR, with support from the local diving community through voluntary provision of information and imagery.
2. Our commitment to privacy
3. What kind of personal data do we hold?
CEDaR will hold the names and email addresses of users subscribing to the DiveNI mailing list, holding a DiveNI account, commenting on dive site pages, or emailing email@example.com, either directly, or indirectly, via the ‘Incorrect Information’, ‘Submit a site’ or ‘Submit photos’ facilities.
4. Why do we store your data?
Providing your name and email address alongside provision of information to, and communications with, DiveNI, enables us to respond accordingly. This may be a simple ‘thank you’ for contributing information or imagery, an answer to a question, or a query relating to information provided.Through the DiveNI email subscription list, we are able to keep in contact with users regarding DiveNI related news, updates, opportunities and events.This information is therefore stored by means of an identified ‘specific purpose’, which is referred to as a ‘lawful basis’ by the Information Commissioner’s Office (ICO).
As defined by the ICO, we use two different lawful bases for processing your data for ‘direct marketing’ purposes (direct marketing is defined as any personal contact and not just that which is related to fundraising or commercial gain):
i. Legitimate interest is when we have identified a genuine and legitimate reason for contacting you, which crucially does not override your rights or interests
ii. Opt-in consent is when you have given us express permission to contact you by particular communication channels.
The email address and names of subscribers to the DiveNI ‘opt in’ email list are stored in order for them to receive news and updates from DiveNI via email. Subscribers are able to ‘opt out’ of the email subscription list at any stage through an ‘unsubscribe’ option at the bottom of all emails sent by DiveNI to the subscription group.
5. How do we store your data?
All data provided to DiveNI is held on secure, controlled access, computer systems at CEDaR. CEDaR staff have received data protection training and we have a set of detailed data protection procedures which are required to be followed when handling personal data.
Names, email addresses and any other personal information, submitted to DiveNI and held by CEDaR, will not be shared with any other person or organisation.
6. Your rights
We respect your right to control your data, and these include:
- The right to be informed. This privacy notice outlines how we capture, store and use your data. If you have any questions about any elements of this policy, please contact us.
- The right of access. If you wish to obtain a record of the personal data we hold about you, we will respond within one month.
- The right to rectification. If we have captured information about you that is inaccurate or incomplete, we will update it.
- The right to erase. You can ask us to remove or randomise your personal contact details from our database.
- The right to restrict processing. You can ask us to stop using your personal data.
- The right to data portability. You can ask to obtain your personal data from us for your own purposes.
- The right to object. You can ask to be excluded from marketing activity.
- Rights in relation to automated decision making and profiling.
For more information on your individual rights, visit the Information Commissioner’s Office.
7. Making a complaint
CEDaR take complaints very seriously and treat them as an opportunity to revise and continuously develop our core activities. There may be times when we do not meet our own high standards. When this happens, we want to hear your thoughts. This will allow us to deal with the specific situation as rapidly as possible and put measures in place to stop such happening again.
Our policy is:
- To provide a fair complaints procedure that is clear and easy to use for anyone wishing to make a complaint
- To publicise the existence of our complaints procedure so that people know how to contact us to make a complaint
- To make sure everyone in our organisation knows what to do if a complaint is received
- To make sure all complaints are investigated fairly and in a timely manner
- To make sure that all complaints are, wherever possible, resolved and that relationships are repaired and retained
- To learn from complaints and feedback to help us improve the services that are provided
All complaint information will be handled sensitively, in line with relevant data protection requirements. Overall responsibility for this policy and its implementation lies with CEDaR manager Damian McFerran firstname.lastname@example.org
This policy is reviewed periodically.
Last updated: June 2020