Privacy Policy

Who We Are

We are the Woodlander Initiative, a UK-registered private limited company and private member’s club. You can find our Mission Statement and Club Constitution on this website. We can be contacted directly on info@woodlanderinitiative.co.uk.

By creating an account on this website and paying the membership fee, you become a member of the Woodlander Initiative private member’s club. One of the benefits of membership is the ability to purchase shares in The Woodlander Initiative Limited.

How we get your data

Most of the personal information we process is provided to us directly by you for one of the following reasons:

  • You create an account on https://woodlanderinitiative.co.uk
  • You update your details on the website
  • You submit comments or forum posts on the website
  • You purchase shares in or donate to The Woodlander Initiative Limited.

Under the UK General Data Protection Regulation (UK GDPR), the lawful bases we rely on for processing this information are:

  1. Your consent. By providing your details in the ways listed above, you are providing your consent for the collection and processing of your data as outlined in this Privacy Policy. You are able to remove your consent at any time by exercising your right to erasure.
  2. We have a legal obligation. If you purchase shares in The Woodlander Initiative Limited, we are legally required to keep your details.

 

What Data We Collect

When you create an account

When signing up, you are required to provide the following:

  • Username
  • Email address
  • Region of the UK

You may also provide the following optional information:

  • First & Last Name
  • Skills you possess

We keep all user profile data indefinitely. All users can see, edit or delete their personal information at any time, except they cannot change their username.

When signing up, you will also be required to purchase a membership subscription, either by card (Stripe) or PayPal. If you choose to pay directly by card, you will need to provide us your credit/debit card payment details. After the payment has been processed, we do not keep the payment card details. However, our paid membership plugin keeps a record of your IP address at the time of the transaction.

When you log in

If you visit our login page, we will set a temporary cookie to determine if your browser accepts cookies. This cookie contains no personal data and is discarded when you close your browser.

When you log in, we will also set up several cookies to save your login information and your screen display choices. Login cookies last for two days, and screen options cookies last for a year.

If you select “Remember Me”, your login will persist for two weeks. If you log out of your account, the login cookies will be removed.

When you buy shares

When you purchase shares from us, we’ll ask you to provide the following mandatory details:

  • Email address (which may differ from your profile email address)
  • Credit card/payment details, if you choose to pay directly on the site via Stripe (rather than through PayPal). When paying, you can choose to allow us to save your payment details to your account for future purposes, otherwise we will only keep the last 4 digits of your card number and expiration date (e.g. **** 1234, and 01/26) as part of the payment record.

We’ll use this information for purposes, such as, to:

  • Send you the share purchase receipt and any other important information about your order.
  • Respond to your requests, including complaints
  • Process payments and prevent fraud
  • Comply with any legal obligations we have

We’ll also ask you to provide other optional details, which are required if you wish to be the legal owner of the shares. If you choose not to provide them, your payment will be legally considered as a donation, and the shares will be set aside for you to claim at a later date. These details are:

  • Name
  • Billing address
  • Phone number

Additionally, our e-commerce plugin captures your IP address as part of the payment record.

We’ll also use cookies to keep track of your logged-in session and temporarily track the shares in your cart prior to receiving your payment.

All these details will be linked to your user profile.

We generally store information about your share purchase indefinitely. In the case that you provide the necessary details to become a legal owner, this is to comply with our legal obligations to keep records of our shareholders. In the case that you make a donation, this is to allow us to verify your purchase should you ever wish to claim the shares that were set aside on your behalf.

When you leave comments and forum posts

The site has a private member’s forum. Additionally, some pages may have comment functionality enabled. All forum posts and comments are tied directly to the logged-in user’s profile.

We may also collect the visitor’s IP address and browser’s user agent to help spam detection.

Comments and forum posts are retained indefinitely, unless deleted by the author or an admin.

Media

If you upload images to the website, you should avoid uploading images with embedded location data (EXIF GPS) included. Visitors to the website can download and extract any location data from images on the website.

Cookies

If you edit or publish an article, an additional cookie will be saved in your browser. This cookie includes no personal data and simply indicates the post ID of the article you just edited. It expires after 1 day.

Embedded content from other websites

Articles on this site may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.

These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracking your interaction with the embedded content if you have an account and are logged in to that website.

Who we share your data with

If you request a password reset, your IP address will be included in the reset email.

Visitor comments may be checked through an automated spam detection service.

We accept payments through PayPal. When processing payments, some of your data will be passed to PayPal, including information required to process or support the payment, such as the purchase total and billing information. Please see the PayPal Privacy Policy for more details.

Who on our team has access

Members of our team have access to the information you provide us, including account details and payment metadata. Our team members have access to this information to help ensure the website is working well, and to support you with any problems you raise to us.

Your data protection rights

Under data protection law, you have rights including:

  • Your right of access – You have the right to ask us for copies of your personal information.
  • Your right to rectification – You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
  • Your right to erasure – You have the right to ask us to erase any personal data we hold about you. This does not include any data we are obliged to keep for legal or contractual purposes. In particular, if you own shares, we are required by law to keep your details.
  • Your right to restriction of processing – You have the right to ask us to restrict the processing of your personal information.
  • Your right to object to processing – You have the the right to object to the processing of your personal information in certain circumstances.
  • Your right to data portability – You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

Please contact us at info@woodlanderinitiative.co.uk if you wish to make a request.

How to complain

If you have any concerns about our use of your personal information, you can make a complaint to us at info@woodlanderinitiative.co.uk.

You can also complain to the ICO if you are unhappy with how we have used your data. The ICO contact details are:

Information Commissioner’s Office

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

Helpline number: 0303 123 1113

ICO website: https://www.ico.org.uk