Privacy policy

1.1. Purpose of this privacy policy

1.1.1. This privacy policy aims to give you information on how DZS collects and processes your personal data through your use of the Website, including any data you may provide through the Website when you sign up to our newsletter, purchase a product or service, take part in a competition or use the services or visit DZS service information provided through your account.

1.1.2. The Website may be used by children; however we do not knowingly collect data relating to children which have not registered with us. We operate in accordance with the Age Appropriate Design Code.

1.1.3. It is important that you read this privacy policy together with any other privacy policy or fair processing policy we may provide on specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your data. This privacy policy supplements other notices and privacy policies and is not intended to override them.

1.2. Controller

1.2.1. Dartmoor Zoological Society, a Charitable Incorporated Organisation registered in England and Wales under company number CE001718 which is registered as a charity with the Charity Commission for England and Wales under number 1158422 whose registered office is at Dartmoor Zoological Park, Sparkwell, Plymouth, PL7 5DG, which operates a zoo under the name Dartmoor Zoo.

1.2.2. We have appointed a data privacy manager who is responsible for overseeing questions in relation to this privacy policy. If you have any questions about this privacy policy, including any requests to exercise your legal rights, please contact the Head of Compliance using the details set out below.

1.3. Contact details

1.3.1. If you have any questions about this privacy policy or our privacy practices, please contact our data privacy manager in the following ways:

1.3.2. Full name of legal entity:    Dartmoor Zoological Society

1.3.3. Email address:                       zoobase@dartmoorzoo.org.uk

1.3.4. Postal address:                      Dartmoor Zoological Park, Sparkwell, Plymouth, PL7 5DG

1.3.5. Telephone number:              01752 837645

1.3.6. You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK regulator for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.

1.4. Changes to the privacy policy and your duty to inform us of changes

1.4.1. We keep our privacy policy under regular review. This version was last updated on 25 March 2021. Historic versions can be obtained by contacting us.

1.4.2. It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.

1.5. Third-party links

1.5.1. the Website may include links to third-party websites, plug-ins and applications.

1.5.2. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements.

1.5.3. When you leave the Website, we encourage you to read the privacy policy of every website you visit.

2.1. Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).

2.2. We may collect, use, store and transfer different kinds of personal data about you which we have grouped together as follows:

2.2.1. Identity Data includes first name, maiden name, last name, username or similar identifier, marital status, title, date of birth and gender.

2.2.2. Contact Data includes billing address, delivery address, email address and telephone numbers.

2.2.3. Financial Data includes bank account and payment card details.

2.2.4. Transaction Data includes details about payments to and from you and other details of products and services you have purchased from us.

2.2.5. Technical Data includes internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform, and other technology on the devices you use to access the Website.

2.2.6. Profile Data includes your username and password, purchases or orders made by you, your interests, preferences, feedback and survey responses.

2.2.7. Usage Data includes information about how you use the Website, products and services.

2.2.8. Marketing and Communications Data includes your preferences in receiving marketing from us and our third parties and your communication preferences.

2.3. We also collect, use and share Aggregated Data such as statistical or demographic data for any purpose. Aggregated Data could be derived from your personal data but is not considered personal data in law as this data will not directly or indirectly reveal your identity. For example, we may aggregate your Usage Data to calculate the percentage of users accessing a specific website feature. However, if we combine or connect Aggregated Data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this privacy policy.

2.4. If you are a potential adopter, we do collect Special Categories of Personal Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, information about your health, and genetic and biometric data). We also collect information about criminal convictions and offences. This is covered in our Adopter Subject Information Statement.

2.5. If you fail to provide personal data where we need to collect personal data by law, or under the terms of a contract we have with you, and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to provide you with goods or services). In this case, we may have to cancel a product or service you have with us but we will notify you if this is the case at the time.

3.1. We use different methods to collect data from and about you including through:

3.1.1. Direct interactions. You may give us your Identity, Contact and Financial Data by filling in forms or by corresponding with us by post, phone, email or otherwise. This includes personal data you provide when you:

3.1.1.1. apply for our products or services;

3.1.1.2. create an account on the Website;

3.1.1.3. subscribe to our service or publications;

3.1.1.4. request marketing to be sent to you;

3.1.1.5. enter a competition, promotion or survey; or

3.1.1.6. give us feedback or contact us.

3.1.2. Automated technologies or interactions. As you interact with the Website, we will automatically collect Technical Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies, server logs and other similar technologies. We may also receive Technical Data about you if you visit other websites employing our cookies. Please see our cookie policy for further details.

3.1.3. Third parties or publicly available sources. We will receive personal data about you from various third parties and public sources as set out below:

3.1.3.1.Technical Data from the following parties:

(a) analytics providers such as Google based outside the UK; and

(b) search information providers based inside and outside the UK.

3.1.3.2. Contact, Financial and Transaction Data from providers of technical, payment and delivery services Stripe, PayPal, Apple Pay, VISA or Mastercard based inside and outside the UK.

3.1.3.3. Identity and Contact Data from publicly available sources such as Companies House and the Electoral Register based inside the UK.

4.1. We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:

4.1.1. Where we need to perform the contract we are about to enter into or have entered into with you.

4.1.2. Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.

4.1.3. Where we need to comply with a legal obligation.

4.2. Please see below to find out more about the types of lawful basis that we will rely on to process your personal data:

4.2.1. Legitimate Interest means the interest of our business in conducting and managing our business to enable us to give you the best service/product and the best and most secure experience. We make sure we consider and balance any potential impact on you (both positive and negative) and your rights before we process your personal data for our legitimate interests. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law). You can obtain further information about how we assess our legitimate interests against any potential impact on you in respect of specific activities by contacting us.

4.2.2. Performance of Contract means processing your data where it is necessary for the performance of a contract to which you are a party or to take steps at your request before entering into such a contract.

4.2.3. Comply with a legal obligation means processing your personal data where it is necessary for compliance with a legal obligation that we are subject to.

4.3. Generally, we do not rely on consent as a legal basis for processing your personal data although we will get your consent before sending third party direct marketing communications to you via email or text message. You have the right to withdraw consent to marketing at any time by contacting us.

4.4. Purposes for which we will use your personal data

4.4.1. We have set out below, in a table format, a description of all the ways we plan to use your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate.

4.4.2. Note that we may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data. Please contact us if you need details about the specific legal ground, upon which we are relying to process your personal data where more than one ground has been set out in the table below.

4.5. Marketing

4.5.1. We strive to provide you with choices regarding certain personal data uses, particularly around marketing and advertising.

4.5.2. We may use your Identity, Contact, Technical, Usage and Profile Data to form a view on what we think you may want or need, or what may be of interest to you. This is how we decide which products, services and offers may be relevant for you (we call this marketing).

4.5.3. You will receive marketing communications from us if you have requested information from us or purchased [goods or services] from us and you have not opted out of receiving that marketing.

4.5.4. We do not intend to share your personal data for marketing purposes. However, should we believe that this is necessary e.g. for services, we will get your express opt-in consent before we share your personal data with any third party for marketing purposes.

4.5.5. You can ask us or third parties to stop sending you marketing messages at any time by following the opt-out links on any marketing message sent to you or by contacting us at any time.

4.5.6. Where you opt out of receiving these marketing messages, this will not apply to personal data provided to us as a result of a service purchase, contracting, safeguarding, service experience or other transactions.

4.6. Cookies

4.6.1. You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies.

4.6.2. If you disable or refuse cookies, please note that some parts of the Website may become inaccessible or not function properly.

4.6.3. For more information about the cookies we use, please see our Cookie Policy.

4.7. Change of purpose

4.7.1. We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us.

4.7.2. If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.

4.7.3. Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.

5.1. We may share your personal data with the parties set out below for the purposes set out in the table Purposes for which we will use your personal data above.

5.1.1. Internal Third Parties are set out below:

5.1.1.1. other companies which we control including linked charities and any trading companies used for fundraising and trading purposes, which are based in the UK; and

5.1.1.2. companies acting as joint controllers or processors and which are based in the UK and provide support services to DZS.

5.1.2. External Third Parties are set out below:

5.1.2.1. Service providers acting as processors based in the UK who provide IT and system administration services.

5.1.2.2. Professional advisers acting as processors or joint controllers including lawyers, bankers, auditors and insurers based in the UK who provide consultancy, banking, legal, insurance and accounting services.

5.1.2.3. HM Revenue & Customs, regulators and other authorities acting as processors or joint controllers based in the United Kingdom who require reporting of processing activities in certain circumstances.

5.1.2.4. Local Authorities, schools, colleges, universities, all based in the UK for the purposes of the protection of children, facilitating the education services which we provide.

5.1.3. Third parties to whom we may choose to sell, transfer or merge parts of our undertaking or our assets. Alternatively, we may seek to acquire other organisations or merge with them. If a change happens to our organisation, then the new charitable organisation may use your personal data in the same way as set out in this privacy policy.

5.2. We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.

6.1. Please note that information displayed on the Website or sent to DZS over the Internet may be transferred outside of the UK and/or the European Economic Area (the EEA), where data protection laws are not as strong as within the UK and the EEA. If you have any concerns in relation to such transfers, you should not use the Internet as a means of communication with DZS.

6.2. Whenever we transfer your personal data out of the UK, we ensure a similar degree of protection is afforded to it by ensuring at least one of the following safeguards is implemented:

6.2.1. We will only transfer your personal data to countries that have been deemed to provide an adequate level of protection for personal data.

6.2.2. Where we use certain service providers, we may use specific contracts approved for use in the UK which give personal data the same protection it has in the UK.

6.3. Please contact us if you want further information on the specific mechanism used by us when transferring your personal data out of the UK.

7.1. We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.

7.2. We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

7.3. Your telephone calls and e-mails to us may be recorded and monitored for quality control purposes. We may also intercept communications made to individual members of staff or consultants at DZS when this is required for our charitable or safeguarding purposes.

8.1. How long will you use my personal data for?

8.1.1. We will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements. We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you.

8.1.2. To determine the appropriate retention period for personal data, we consider the amount, nature and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal, regulatory, tax, accounting or other requirements.

8.2. Details of retention periods for different aspects of your personal data are available by requesting this information from us by contacting us.

8.3. In some circumstances you can ask us to delete your data: see [your legal rights] below for further information.

8.4. In some circumstances we will anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes, in which case we may use this information indefinitely without further notice to you.

9.1. Under certain circumstances, you have rights under data protection laws in relation to your personal data. You have the right to:

9.1.1. Request access to your personal data (commonly known as a “data subject access request”). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.

9.1.2. Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.

9.1.3. Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.

9.1.4. Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.

9.1.5. Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios:

9.1.5.1. If you want us to establish the data’s accuracy.

9.1.5.2. Where our use of the data is unlawful but you do not want us to erase it.

9.1.5.3. Where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims.

9.1.5.4. You have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.

9.1.6. Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.

9.1.7. Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.

9.2. If you wish to exercise any of the rights set out above, please contact us.

9.3. No fee usually required

9.3.1. You will not have to pay a fee to access your personal data (or to exercise any of the other rights).

9.3.2. We may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we could refuse to comply with your request in these circumstances.

9.4. What we may need from you

9.4.1. We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights).

9.4.2. This is a security measure to ensure that personal data are not disclosed to any person who has no right to receive it.

9.4.3. We may also contact you to ask you for further information in relation to your request to speed up our response.

9.5. Time limit to respond

9.5.1. We try to respond to all legitimate requests within one month.

9.5.2. Occasionally it could take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.

10.1. In accordance with Article 13 of the General Data Protection Regulation, which has been incorporated into UK law, we are required to issue a subject information statement for each category of data subjects on whom we process personal data. These are sent to the individuals on whom we process personal data and are updated from time-to-time.

10.2. If you would like a copy of the current information statement setting out how we process Personal Data relating to you, please contact us, relating to your relationship with DZS:

10.2.1. purchasing entry to Dartmoor Zoo;

10.2.2. a member of Dartmoor Zoo;

10.2.3. a person buying goods and/or services from DZS;

10.2.4. a student or researcher at DZS;

10.2.5. a supporter;

10.2.6. a general contact;

10.2.7. a contractor;

10.2.8. a contact of a contractor;

10.2.9. a volunteer.

10.3. We are currently developing additional information statements over the coming months.

10.4. Please remember that if you fall into more than one category more than one Privacy Notice may apply to you.