Hampshire Biodiversity Information Centre

Privacy Notice for collation of species records

Your personal data – what is it?

Personal data relates to a living individual who can be identified from that data. Identification can be by the information alone or in conjunction with any other information in the data controller’s possession or likely to come into such possession. The processing of personal data is governed by the General Data Protection Regulation 2016/679 (the “GDPR”).

Who are we?

Hampshire County Council (HCC) acting on behalf of the Hampshire Biodiversity Information Centre (HBIC) is the data controller (contact details below). This means it decides how your personal data is processed and for what purposes.

Hampshire County Council’s generic privacy notice.

How do we process your personal data?

HCC complies with its obligations under the GDPR by keeping personal data up to date; by storing and destroying it securely; by not collecting or retaining excessive amounts of data; by protecting personal data from loss, misuse, unauthorised access and disclosure and by ensuring that appropriate technical measures are in place to protect personal data.

The following personal information is held:

  • Name
  • Role (where appropriate to the identification of a species record)
  • Address
  • Telephone numbers
  • Email addresses  

Your personal data is used for the following purposes:

To administer the collation, verification and dissemination of species records on behalf of the HBIC Partnership. This includes contacting county recorders in the first instance to check the veracity of species records where there might be a perceived error.

HBIC sends copies of species records to HBIC partners and all those who request data including ecological consultancies. Details of individual recorders attached to species records are always withheld. Requests for such details are forwarded to the county recorders and species recording groups who remain custodians of the data.

What is the legal basis for processing your personal data?

Processing is necessary for the performance of a task (such as data validation) carried out in the public interest or in the exercise of official authority vested in the data controller

Sharing your personal data

Your personal data will be treated as strictly confidential and will be shared only within the Hampshire Biodiversity Information Centre. Your data will only be shared with third parties with your consent or that of the relevant recording group (data custodian) provided you have given your consent to them to act on your behalf.

How long do we keep your personal data?

We keep your personal data indefinitely as it forms a vital part of a species record.

Your rights and your personal data

You have some legal rights in respect of the personal information collected from you. Please see the HCC Data Protection web page for further details.

Further processing

If we wish to use your personal data for a new purpose, not covered by this Data Protection Notice, then we will provide you with a new notice explaining this new use prior to commencing the processing and setting out the relevant purposes and processing conditions. Where and whenever necessary, we will seek your prior consent to the new processing.

Further information

The above information is the specific privacy notice for this service. For more information about your rights in relation to your personal data, see the County Council’s general privacy notice.

You have some legal rights in respect of the personal information we collect from you. See our Data Protection page for further details.

You can contact the County Council’s Data Protection Officer by email [email protected].

If you have a concern about the way we are collecting or using your personal data, you should raise your concern with us in the first instance or directly to the Information Commissioner’s Office.