Terms and conditions

Use of Herefordshire Wildlife Trust's online recording system.

The purpose of these terms and conditions are to provide Herefordshire Wildlife Trust (HWT) with clear authority to make use of environmental records submitted via HWTs online recording system, in accordance with normal policies and practices, whilst addressing concerns over intellectual property, data confidentiality, and transfer of data to local or national record centres and appropriate acknowledgement of data ownership. 

Intellectual Property

Data remains the intellectual property of the original recorder. HWT claims intellectual property rights over the collation of data. 

Data confidentiality

This licence works in tandem with HWT data protection policies and procedures which are available here: www.herefordshirewt.org/privacypolicy. The right to erasure under GDPR does not apply to scientific records, which includes biological records and environmental data.  The right to restrict use of data under GDPR applies to biological records, however this is limited in relation to research/science, and therefore each request will be decided on a case by case basis. Personal data- recorder name, date of record and location are an integral part of ecological data and therefore will be retained indefinitely under the basis of ‘legitimate interest’.

Email addresses will not be kept by HWT unless permission to do so has been given for direct marketing. Email addresses will be automatically provided to the BRC for the purposes of data validation and verification, through the irecord system. The BRC will not use contact details for any other purposes nor pass them on to any third party. The terms and conditions for iRecord can be found here: www.brc.ac.uk/irecord/terms_of_use

HWT operates a procedure for blurring sensitive species data when making data public. This procedure is available on request. 

Transfer of data to national or local record centres

HWT routinely transfer data to local or national record centres. Data inputted into HWTs online recording system automatically sends data to the NBN via the BRC, through the iRecord system. 

Data transfer statement

I understand that environmental records submitted to HWT will be added to the Trusts databases and GIS systems and will be used in the normal operation of HWT business. This may include manual or electronic transfer to third parties in support of environmental decision making, education, research and other uses. This may include sharing photographs that are associated with records on social media with appropriate credit to the recorder.
In submitting the data I agree to allow HWT to collate and manage the data and give HWT exclusive licence to use and transfer the data, in accordance with this statement, including commercial use.
I understand that personal data (specifically, names, dates and location) are integral parts of biological records and will form part of the record which is collated and may be transferred.