Privacy Policy

Find out about the different types of personal data that RRF collects, how and why we process that data.

The RRF Secretariat, based at Fauna & Flora International’s headquarters in Cambridge, UK (Fauna & Flora ICO registration no: Z5599356) is the Data Controller for the Rapid Response Facility (RRF). We recognise that a crucial element of the trust we hope to earn from our prospective applicants, or any other individuals who engage with us, comes from being open, honest and lawful in the way that we process personal data. We will only store your information if we have a lawful basis for doing so.

Below you can learn more about the different types of personal data that RRF collects, how and why we process that data, and who you can contact if you have any questions about the data we hold or the ways in which we process it. RRF will never use anyone’s personal details in any way that they would not reasonably expect.

As a prospective applicant to RRF

The data we hold and retention

If you make an enquiry to RRF at rapidresponsefacility@fauna-flora.org or rrf@fauna-flora.org we will use your contact details to respond to you. If you make an enquiry using our online contact form, we temporarily store contact details submitted via the website on secure hosting provided by our website agency. Enquires submitted through the website will be automatically deleted from the website storage after 6 months. We store contact details and correspondence on our secure server for a period of seven years after which it is deleted.

If you submit a formal application for funding, we will request you share your personal work details with us in the application form, including your name, work contact address, work telephone, work email and institutional bank account details. This will enable us to respond to your application efficiently, and to transfer the funds as quickly as possible if your application is successful. A rapid response time is a key criterion of the RRF.

We store this information on our secure server and access to this information is accessible to staff working at the RRF Secretariat, based at Fauna & Flora International’s headquarters in Cambridge, UK. By applying you therefore acknowledge the transfer of your data outside of your country of residence, if you live outside the UK. If you applied using our online form, we temporarily store online application details submitted via the website on secure hosting provided by our website agency. Applications will be automatically deleted from the website storage after 6 months after which time they are stored on our systems as set out below.

As part of the application review process, we will share the application with the Fund’s partners (the UNESCO World Heritage Centre and Fondation Franz Weber) and with expert reviewers. By applying to the RRF, you acknowledge the transfer of your data to these parties, which are in several different countries.

We store unsuccessful applications and related communications on our secure server for a period of seven years for reviewing and auditing purposes; successful applications that receive funding and related communications are stored in perpetuity, with any personal data removed for applications older than seven years. If a grant is awarded, we will retain the application form and related correspondence in order for us to monitor the long-term legacy of RRF, and maintain a record of successful applicants because of its historical value to the RRF.

As a reviewer for an RRF application

The data we hold and retention

If you complete a review for an RRF application, we will share in confidence your review, including but not limited to your name and organisation, with the Fund’s partners (the UNESCO World Heritage Centre and Fondation Franz Weber).

With your permission, we will retain your contact details in perpetuity in order for us to contact you if we need an expert review of an application relevant to your knowledge or expertise in the future.

We store this information on our secure server, and this information is only accessible to staff working at the RRF Secretariat, based at Fauna & Flora International’s headquarters in Cambridge, UK.

If you wish to withdraw your consent for us to hold your contact details for this purpose, please e-mail us at rrf@fauna-flora.org at any time.

As a visitor to the RRF website

Cookies and Google Analytics

Cookies are small files that are placed onto your device via the browser (e.g. Microsoft Edge, Google Chrome) that you use to access a website that you visit. These cookies help us make the website function properly, make it more secure, help us understand how the website performs and to analyse what works and where it needs improvement, and provide a better user experience.

When you first access our site, you will be notified of our use of cookies, and be given the option to accept all, or decide what types of cookies you wish to allow.

Cookie Settings

You can change your cookie preferences any time by clicking the button in the lower left of our website page. This will let you revisit the cookie consent page and change your preferences or withdraw your consent right away.

In addition to this, different browsers provide different methods to block and delete cookies used by websites. You can change the settings of your browser to block/delete the cookies. Listed below are the links to the support documents on how to manage and delete cookies from the major web browsers.

If you are using any other web browser, please visit your browser’s official support documents.

Google Analytics

RRF’s website uses Google Analytics, which provides information about visitors to the website. This helps us to understand how people interact with our website so that we can continually improve it. Google Analytics collects data to count page views, calculate visitor, session and campaign data and track site usage for the site's analytics report. Google Analytics stores information anonymously and assigns a randomly generated number to recognise unique visitors.

You can opt-out of Google Analytics cookies by using the Cookie preferences described above.

How we use your information

We only ever use your personal data if:

we have your consent to do so;
to enter into, or perform a contract, with you;
the processing of your personal information is necessary for us to comply with a legal obligation; or
there is a legitimate interest to contact you.

Subject access request

You can request a copy of the data we hold in relation to you and ask us to erase your data at any time by emailing rapidresponsefacility@fauna-flora.org. We will only withhold data in limited circumstances where we have legitimate reasons for doing so (for example, where releasing this information will affect another person’s privacy rights).

Keeping data up to date

We will do our best to ensure that all data we hold is kept as up to date as possible. If your information changes or you think the information we have is incorrect, please let us know so that we can make the necessary amendments to our records.

Complaints

We are committed to protecting your personal information. If, however, you have a concern about how we have handled your personal data, you have the right to complain to us. Please contact us using the contact details below.

We commit to acknowledging receipt of your complaint within 30 days and will make enquiries, such as speaking to relevant members of staff, without undue delay. If it's unclear what the complaint is about then we will ask you for more information and we may also need to ask for proof of ID in order to verify your identity.

During the investigation of your complaint, we will keep you updated on our progress. The time that it takes us to investigate may be impacted by factors such as the complexity of the complaint.

Once the investigation is complete, we will let you know the outcome, which will include:

An explanation of what has been done to resolve your complaint;
Where appropriate, any action taken as a result;
An explanation of how we have complied with data protection law, if we believe that we have; and
Enough information to help you understand our decision.

In the event that we are able to investigate the complaint and provide an outcome within 30 days, we are not required to provide you with an acknowledgement and outcome separately.

Our contact details to make a complaint are:

Tom Beesley (Data Protection Lead)

tom.beesley@fauna-flora.org

If you are not satisfied with our response, you can contact the Information Commissioner's Office with your concerns: https://ico.org.uk/concerns/

How we update this Privacy Statement

We may amend this Privacy Statement from time to time in order to reflect changes in the law, best practice or our internal procedures. You can see below the last date on which any amendment or addition was made to this Privacy Statement. Please therefore review this Privacy Statement regularly to ensure you are aware of any changes to it.

For residents of the USA and Australia

RESIDENTS OF THE USA AND AUSTRALIA SHOULD ALSO REFER TO THE ADDITIONAL PROVISIONS SET OUT BELOW

United States of America

We confirm that we take all reasonable steps to comply with US laws and regulations in relation to online privacy.

California

Your Rights Under California Law

If you are a California resident, you have the right to:

Request access to the personal information we hold about you
Request details about how we collect, use, and disclose your personal information
Request deletion of your personal information, subject to certain exceptions
Request correction of inaccurate personal information
Not be discriminated against for exercising your rights

How to Exercise Your Rights

You can exercise your rights by contacting us using the contact details provided in this Privacy Statement. We may need to verify your identity before responding to your request.

Do Not Track

Our website does not currently respond to “Do Not Track” signals from browsers. For more information about how we use cookies and similar technologies, please see the relevant section above.

Children’s Privacy

Our website is not directed at children under the age of 13, and we do not knowingly collect personal information from children under 13.

If we become aware that we have collected personal information from a child under 13 without appropriate consent, we will take steps to delete that information as soon as reasonably practicable. If you believe this has occurred, please contact us using the details provided in this Privacy Statement.

For individuals under the age of 16, we do not knowingly sell or share personal information (as those terms are defined under applicable US law).

Australia

This section applies where we handle personal information relating to individuals in Australia and supplements the information set out in this Privacy Statement.

We take reasonable steps to comply with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (“APPs”).

Collection of Personal Information

We collect personal information as described in this Privacy Statement where it is reasonably necessary for our functions and activities, including to manage relationships, process donations, respond to enquiries, and operate our organisation.

If we receive unsolicited personal information that we are not permitted to collect under the Privacy Act 1988 (Cth), we will, where required, destroy or de‑identify that information within a reasonable period.

Use, Storage and Overseas Disclosure

As described above, we generally store and process personal information in the United Kingdom and other locations where our service providers operate.

Where we disclose personal information to third parties located outside Australia, we take reasonable steps to ensure that those recipients handle the information in a manner consistent with the Australian Privacy Principles, or that an exception under APP 8 applies.

Access and Correction

You have the right to request access to the personal information we hold about you and to request that we correct any inaccurate or incomplete information, subject to certain exceptions permitted by law.

Complaints

If you have a complaint about how we handle your personal information, please contact us at:

Email: tom.beesley@fauna-flora.org

We will consider your complaint and respond within a reasonable period.

If you are not satisfied with our response, you may contact the Office of the Australian Information Commissioner (OAIC):