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Privacy policy

We are committed to protecting your privacy.

Identity of the data controller and contact details

Who we are

This site is owned and operated by Earthwatch Institute (Europe). Earthwatch Institute (Europe) is the operating name of the Conservation Education and Research Trust, a charity registered in the England and Wales with number 1094467, and Company number 4373313.

Any personal information that you supply will be held securely by Earthwatch Institute (Europe), at our registered offices Mayfield House, 256 Banbury Road, Summertown, OX47DE. This email address is being protected from spambots. You need JavaScript enabled to view it..

Purpose of data collection

Why we collect personal data

We believe that we can only save our natural world by working together. We do this with environmental action underpinned by science. We provide grants to underprivileged students and scientists, we educate the next generation and school teachers, we engage businesses and empower the public to take action too.

 Our supporters believe what we do is important and they help us by:

  1. Becoming Earthwatchers and joining a voluntary community of people taking action for a more sustainable planet
  2. Fundraising and donating money

We are committed to protecting and respecting your privacy, and holding your personal information in compliance with the General Data Protection Regulation.

This means that we will:

  1. Collect the information fairly
  2. Let you know how we will use it
  3. Keep the information secure

How we use and process our supporters’ information

We may use your personal information for a number of reasons:

  • Sending you information about Earthwatch, our supporters and beneficiaries, and activities you can be involved in, where we have consent or are otherwise allowed to. You may opt-out at any time
  • Processing donations that you make
  • You may give us your information indirectly when you sign up to events such as the London Marathon, or contribute to us via fundraising sites like Just Giving or Virgin Money Giving. These independent third parties will pass your data to us where you have indicated that you wish to support us and have given your consent or it is a necessary part of completing a contract with you.
  • Claiming Gift Aid on donations
  • Taking event and course bookings
  • Taking job, grant or programme applications
  • Managing competition entries
  • Asking participants in our activities and programmes for feedback to help us with market research and improving our operations. These are voluntary and not marketing materials.
  • Responding to your enquiries, compliments and complaints.
  • To show you content that is relevant and appropriate to your interests. (see also cookie information)
  • To record correspondence in our database
  • As a charity Earthwatch relies on funding from generous donors and trusts. We may share aggregated (anonymous) data about our Earthwatch community to prove our impact and show why funders should choose us. This is not linked to any personal information that can identify any individual person.
  • Should you support Earthwatch in a substantial way, we may provide an account manager to help you tailor your relationship to suit your interests. If this is the case we may collect sensitive personal data where relevant to our relationship, such as your political or religious views. Should you disclose information to us about your health or your family, this may also be recorded, so that we can communicate with you in a considerate and appropriate manner.
  • We may also analyse aggregated (anonymous) data about our Earthwatch community to help us improve our operations. This is not linked to any personal information that can identify any individual person.
  • To ensure we do not send unwanted information to supporters or members of the public who have informed us they do not wish to be contacted
  • To keep your data up-to-date using the Royal Mail’s public data on addresses, and publicly available registers of the recently deceased to avoid continuing communication when inappropriate.
  • Photographs, audio and video may be personal data under EU data protection legislation. Please see our terms and conditions policy for details of our licence on all contributions to our website.

Information we may collect from you

When you register online or donation we may collect information relevant to the type of transaction you are entering into with details such as your name, email address, postal address, telephone or mobile number, bank account details to process donations and whether or not you are a tax payer so that we can claim Gift Aid.

Sensitive information

When you successfully apply a programme or activity  we may ask for information about your health. We do this to ensure that we supply appropriate facilities and support, and to ensure that our staff are prepared to respond to incidents appropriately. Clear notices will be given when this information is collected. All sensitive personal data is stored on a secure database, to which only a limited number of relevant staff have access. It is deleted when no longer relevant.

In the case of an incident where it is in the person’s vital interests for us to share sensitive data, for example with a hospital, we may share sensitive information. Clear information on this policy will be available if you join one of our programmes/activities.

Legal basis for data processing

Disclosure of your information/We will never share your data for marketing purposes

You will not receive offers from other companies or organisations as a result of giving your details to us.

We have a legal duty to ensure that we hold up-to-date information about our supporters (eg if you move house, we have a duty to remove your old address). From time to time we will ask a trusted third party to ‘clean’ the data that we have for our supporters. This means that our trusted supplier will use records that are in the public domain such as the Postcode Address File and registers of people deceased to remove out of date information.

Facebook and other social media sites

We may also use your email address to match to your account on Facebook or other social media sites in order to show you Earthwatch content while using these services. We only do this where you have opted in to marketing emails and we keep your data secure by encrypting it. No data we hold about you is retained by the third party.

In addition, we may also use your email address to link to Facebook or other social media sites in order to identify other users of these sites whom we believe would be interested in Earthwatch, and we may then show them Earthwatch content. No data we hold about you is retained by the third party.

There are two ways to prevent this use of your data, you can either update your preferences at Earthwatch by opting out of the relevant channel of communication or you can do this via the social media site:


Updating your preferences with Earthwatch will not guarantee that you never see Earthwatch content on social media, since the social media site may select you based on other criteria and without your data having been provided by Earthwatch.

How long we’ll hold the data for, or how we’ll work it out

We will hold your only for as long as necessary for the related transaction. If you request to stop receiving communications, we will keep your information to enable us to comply with your request.

Newsletter subscribers

For Earthwatchers who choose to receive our communications such a e-newsletters, by working with trusted email services we will remove subscribers who don’t open our emails, click any links in the email or respond at all within a period of two years. 

Earthwatchers may opt-out of receiving future mailings at any point before two years elapses.

Consent lasting more than 24 months is as follows:

Citizen scientists

We believe in taking action underpinned by science to protect our natural world underpinned by science. For Earthwatchers who take part in our projects and submit data, we must retain some  information associated with their scientific research in order to verify the accuracy of the data, scientific integrity and future investigations. In all cases where personal information or geographic location is not vital to the research we will remove the associated geolocation detail, however we may still need to retain a unique identifier so that we can trace your data in future.

Donors, members and particpants in our ‘expeditions’

We must retain your data for seven years for audit and insurance purposes.  If you make a one-off donation, or you cancel a regular donation we will treat your consent as enduring for two years. This is to keep you up to date with the impact of your gift and enable you to find other ways of supporting us.

Gifts in your will, where you have notified us that you will be leaving a legacy to Earthwatch

This is a lifetime commitment and although we will provide you with regular opportunities to shape and control your communication from Earthwatch we will treat your consent as ongoing.


Our websites (like most platforms) use cookies.

What is a cookie?

Cookies are files containing small amounts of information which are downloaded to your computer or mobile device when you visit a website or mobile application. Cookies are then sent back to the originating site on each subsequent visit, or to another site that recognises that cookies.

Cookies are widely used in order to make sites work, or to work more efficiently, as well as to provide information to the owners of the platform.

We use cookies to enhance the online experience of our visitors (for example, by remembering your language and/or product preferences) and to better understand how our site is used. Cookies may tell us, for example, whether you have visited our site before or whether you are a new visitor. They can also help to ensure that adverts you see online are more relevant to you and your interests.

Types of cookies

There are two broad categories of cookies:

First party cookies, served directly by us to your computer or mobile device. They are used only by us to recognise your computer or mobile device when it revisits our site.

Third party cookies, which are served by a service provider on our site, and can be used by the service provider to recognise your computer or mobile device when it visits other sites. Third party cookies are most commonly used for platform analytics or advertising purposes.

Cookies can remain on your computer or mobile device for different periods of time. Some cookies are ‘session cookies’, meaning that they exist only while your browser is open. These are deleted automatically once you close your browser. Other cookies are ‘permanent cookies,’ meaning that they survive after your browser is closed. They can be used by the site to recognise our computer or mobile device when you open your browser and browse the Internet again.

What cookies do we use?

Our site uses the following types of cookies:

Cookies necessary for essential purposes

These cookies are essential to provide you with services available through our site and to use some of its features, such as access to secure areas. Without these cookies, services you have asked for, like transactional pages and secure login accounts, would not be possible.

Analytics cookies

These cookies are used to collect information about how visitors use our site.
The information gathered does not identify any individual visitor and is aggregated. It includes the number of visitors to our site, the sites that referred them to our site and the pages that they visited on our site.

We use this information to help operate our site more efficiently, to gather broad demographic information and to monitor the level of activity on our site.

Performance cookies

These cookies collect information about how visitors use the site, so that we can analyse traffic and understand how our visitors use our sites.

We use Google Analytics for this purpose. Google Analytics uses its own cookies. These cookies don’t collect information that identify a visitor. All information these cookies collect is aggregated and therefore anonymous. It is only used to improve how the site works. You can find out more information about Google Analytics cookies here.

You can avoid the use of Google Analytics relating to your use of our site by downloading and installing the browser plugin available via this link.

Functionality cookies

These cookies allow our site to remember choices you make (such as your user name, or the region you are in) and provide enhanced, more personal features. These cookies can also be used to remember changes you have made to text size, fonts and other parts of web pages that you can customize. They may also be used to provide services you have asked for such as watching a video or commenting on a blog. The information these cookies collect may be anonymised and they cannot track your browsing activity on other websites.

Social media cookies

These cookies are used when you share information using a social media sharing button or “like” button on our sites or you link your account or engage with our content on or through a social networking site such as Facebook, Twitter or Google+. The social network will record that you have done this. This information may be linked to targeting/ advertising activities.

How to control or delete cookies

You have the right to choose whether or not to accept cookies and we have explained how you can exercise this right below. However, please note that if you choose to refuse cookies you may not be able to use the full functionality of our site.

You can set your cookie preferences by changing your browser settings so that cookies from this site cannot be placed on your computer or mobile device. In order to do this, follow the instructions provided by your browser (usually located within the “help”, “tools” or “Edit” facility).

Further information about cookies, including how to see what cookies have been set on your computer or mobile device and how to manage and delete them, visit and

IP addresses

We may collect information about your computer or mobile device, including (where available) your IP address, operating system, log in times and browser type.  We use this information to better understand how visitors use our site and for internal reporting purposes. We may anonymise and share this information with advertisers, sponsors or other businesses.

How to make a subject access request

What information do we have?

If you would like to request all the information about you that we hold, please Contact us  or use our details provided here. Please provide let us know your full name and projects that you have been involved in with us.

We will process your request within 30 calendar days. In the case that we need further information from you to be sure of your identity (for example if you have the same name as someone else that we hold information about) we will take upto 30days from the day that the identity is verified. In the case that the data is exempt we may not be able to process your request (for example, references for jobs, management info, legal advice, social work, health and education record). For further information, see our subject access request policy.

How to make a complaint

Compliments and comments

If you would like further information or have any questions about this Privacy Policy you may contact us here or using our details provided above.

If you wish to make a formal complaint, please This email address is being protected from spambots. You need JavaScript enabled to view it..

If you have a concern about Earthwatch’s data protection practises you can report it the Information Commissioner’s Office by calling their helpline on 0303 123 1113 or report your concerns online here.

Individuals’ rights - including how to withdraw consent

Update your information or unsubscribe

We believe that we can only save our natural world by working together. We understand that it is important to our supporters that we stay in touch with them. If your information changes, or you no longer desire our service, you may update your personal information within their Profile found in the Earthwatcher section of our website, or you may contact us or using our details provided above.

Or simply follow the unsubscribe options in our email and letter communications.


If you are under 16, please make sure you have your parent or guardian's permission before you provide us with any personal information. Children under 16 must not provide us with personal information without this permission.

If data is transferred outside EEA

If you have already expressed an interest in Earthwatch’s expeditions, a record of your personal information maybe held by our US office (Earthwatch Institute (United States) 114 Western Avenue, Boston, MA 02134, U.S.A. This email address is being protected from spambots. You need JavaScript enabled to view it.. Phones are open Monday-Friday, 9am-6pm EST. Tel: +1-978-461-0081).

If you enquire about expeditions in future, your details will be sent directly to our US office (Earthwatch Institute (United States) 114 Western Avenue, Boston, MA 02134, U.S.A. This email address is being protected from spambots. You need JavaScript enabled to view it.. Phones are open Monday-Friday, 9am-6pm EST. Tel: +1-978-461-0081). These will be held on a secure database.

Contact us

If you have any questions about this Privacy Policy, the practices of this site, or your dealings with this website, please contact us.

Notification of changes

We will only use your information in accordance with the privacy policy under which the information was collected.

If we change our Privacy Policy, this page will be updated so our users may remain aware of what information we collect, how we use it, and under what circumstances, if any, we disclose it. If at any point we decide to use personally identifiable information in a manner different from that stated at the time it was collected, we will notify you by way of an email. Users will have a choice as to whether or not we use their information in this different manner.






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Tel: +44 (0)1865 318838
© 2018 Earthwatch Institute. All rights reserved.
Earthwatch Institute (Europe) is a registered charity in England and Wales, no. 1094467.
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We will never sell or share your personal details for marketing purposes. We will respect your privacy; you can change how we contact you at any time. Your details will be held on Earthwatch’s secure database in accordance with the General Data Protection Regulations.

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