- Our commitment to your privacy
We are committed to keeping the personal details of our members and supporters safe and we will never sell your personal data. With your permission, we determine why and how your personal data is used as per our Privacy Policy. Should you wish to find out more about our Privacy Policy the full policy can be read here or contact:
Director of Marketing & Fundraising,
Warwickshire Wildlife Trust, Brandon Marsh Nature Centre, Brandon Lane, Coventry, CV3 3GW
Telephone: 024 7630 2912
Email: enquiries@wkwt.org.uk
Our office hours are Monday – Friday, 9am – 5pm.
- Data retention
We will only keep information about you for as long as we need to. We make sure that any companies which process your data on our behalf (such as our mailing house) do the same. We have varying retention periods for different categories of information depending on our legal obligations and whether there is an administrative need, such as answering member queries.
| Type of data | Acceptable Retention Period | Method of destruction |
| Membership database records (including survey and legacy data) | Indefinitely, for statistical analysis | N/A |
| Donor database records | 7 years after the last donation. Details concerning major donations (greater than £500) will be held indefinitely. | Bulk deletion of records by membership administrator |
| Volunteer emergency contact and medical information | 1 month after the volunteer has notified the Trust they no longer wish to volunteer | Deletion of records by Volunteer Coordinator |
| Volunteer address and contact details | 1 year after the volunteer has notified the Trust they no longer wish to volunteer, UNLESS there are associated membership, donor or campaign records, in which case the relevant policies apply | Bulk deletion of records by Volunteer Coordinator |
| Volunteer e-file | 1 year after the volunteer has notified the Trust they no longer wish to volunteer | Bulk deletion of records by Volunteer Coordinator |
| Volunteer data: correspondence and reports related to complaints and / or disciplinary procedures | To be determined on a case-by-case basis by Volunteer Co-ordinator / Senior Manager | Deletion of records by Volunteer Coordinator. Hard copies shredded if applicable |
| Volunteer attendance / participation records | Indefinitely for statistical analysis | N/A |
| Volunteer training records | Indefinitely for statistical analysis | N/A |
| Volunteer EDI information | Indefinitely for statistical analysis | N/A |
| Volunteer safeguarding data | 10 years. If concerns have been raised about an adult’s behaviour around children, the general rule is that you should keep the records in their personnel file at least until they reach state retirement age, or for 10 years – whichever is longer (IRMS, 2019; Department for Education,2022). | Deletion of records by Volunteer Manager. Hard copies shredded if applicable. |
| Event data | Indefinitely for statistical analysis | N/A |
| Campaign data | Indefinitely, for engagement (with consent) and statistical analysis | N/A |
| Job applications | 6 months | Hard copies are shredded by Human Resources. Electronic applications are deleted by Human Resources. |
| Website retail orders | Indefinitely, for statistical analysis | N/A |
| Enquiries | 3 months | Email deletion |
- Data deletion
If you ask us to delete your personal information, we will anonymise your contact details, and delete all personal information from records of past communication. If you want your personal information deleted, please contact Warwickshire Wildlife Trust.
- Further information
Director of Marketing & Fundraising,
Warwickshire Wildlife Trust, Brandon Marsh Nature Centre, Brandon Lane, Coventry, CV3 3GW
Telephone: 024 7630 2912
Email: enquiries@wkwt.org.uk
Our office hours are Monday – Friday, 9am – 5pm.
This policy was last updated July 2026