EctoEcology Privacy Notice
Introduction
We are committed to handling personal data carefully and in accordance with UK data protection law. This notice explains how and why we use personal data so that you remain informed.
Why do we collect personal data?
We only collect, store and use personal data when we have an identified purpose and a lawful basis for doing so. The three lawful bases that apply to EctoEcology’s use of personal data are:
Consent – an individual has given consent for us to process their personal data.
Contract – processing is necessary for a contract we have with an individual or organisation.
Legitimate interests – processing is necessary for our legitimate interests (or those of a third party).
Our uses of personal data
Please note that our definition of the term ‘client’ includes individuals and organisations who have formed a contract with us, those who have contacted us about our services, public sector bodies, and commercial bodies.
We maintain records of contact details for our clients and use this information to deliver the services we have been commissioned to provide. The lawful basis for this is Contract. We may occasionally contact clients about relevant services we offer. The lawful basis for this is Legitimate interests.
If you are a staff member or sub-contractor, we may collect personal data necessary to manage the working relationship, make payments, and meet our legal obligations. The lawful basis for this is Contract or Legitimate interests.
We may send information about our services, updates or training opportunities. Anyone can ask to be added to, or removed from, these communications by contacting us. The lawful basis for this is Consent or Legitimate interests.
What kind of personal data do we collect and how do we collect it?
We usually collect basic information such as name, postal address, telephone number and email address. Most of the time this is provided directly by you. Occasionally we may receive contact details from someone acting on your behalf.
We do not normally collect sensitive personal data except where necessary for staff or sub-contractors (for example emergency contacts or information required for health and safety). Where we do collect such data, we will only do so where there is a clear need and a lawful basis.
We do not knowingly collect personal data from anyone under 13 years of age without appropriate parental or guardian permission.
How do we store your data?
We take reasonable steps to keep personal data secure. Paper records are stored securely and electronic data is held on systems with appropriate access controls. Staff are expected to handle personal data responsibly.
We only keep personal data for as long as is reasonably necessary for the purposes for which it was collected, to meet professional or legal requirements, or to deal with any queries or disputes. We review the data we hold and delete or anonymise information that is no longer required.
Your rights
Under UK data protection law you have certain rights in relation to your personal data. These include the right to be informed, the right of access, the right to rectification, the right to erasure (in certain circumstances), the right to restrict processing, the right to data portability, and the right to object.
If you wish to exercise any of these rights, please contact us in writing using the details on our website or invoice. If deemed necessary and appropriate we will respond in a practical and proportionate manner. EctoEcology accepts no liability for any loss or damage arising from the processing of personal data beyond what is required by applicable law.
Making a complaint
If you have a complaint about how we have handled your personal data, please contact us using the details on our website or invoice. We will look into the matter and respond as appropriately as possible.
EctoEcology Privacy Notice – Use of Cameras During Surveys
EctoEcology may use cameras during bat and ecological surveys. This includes, but is not limited to, infrared cameras, thermal imaging cameras, and body-worn cameras. These devices are used solely for the purpose of recording survey findings, collecting evidence of bats or other protected species, documenting site conditions, and supporting the accuracy and defensibility of our professional reports. Footage may also be used for training, quality assurance, marketing and health and safety purposes.
We only record what is reasonably necessary for the survey. Cameras are operated by trained surveyors and are directed at the survey area, buildings, trees, or habitats under assessment. We do not deliberately record members of the public or private living areas beyond what is required for the survey. Where possible, we will minimise the capture of personal data.
Any footage or images collected form part of the survey record and are owned by EctoEcology. We retain this material only for as long as necessary to complete the commissioned work, meet professional and legal obligations, and respond to any queries or disputes.
EctoEcology may use, store, and share the footage and images as it considers appropriate for the delivery of its professional services, for training and quality purposes, to support regulatory or legal requirements, or for any other legitimate business purpose connected with the survey or the operation of the company. Access to footage is restricted to authorised personnel and is handled securely.
If you have any objection to the use of cameras on your property or during the survey, you must raise this with us in writing at least 7 days before the agreed survey date. We will consider reasonable requests and, where practicable, adjust our methods. Failure to raise an objection within this timeframe will be taken as acceptance of the use of cameras as described in these terms.