BRERC Privacy Notice

BRERC is the data controller for the purposes of the Data Protection Act 1998 and other regulations including the General Data Protection Regulation (Regulation (EU) 2016/679), which means it determines what your data is used for and why it is collected. The purpose of this privacy notice is to tell you about what information we collect about you when you use our services, how we use that information and who we may share it with.

The contact details of the data controller are:

Tim Corner (BRERC Manager)
Blaise Castle House Museum, Henbury Road, Bristol, BS10 7QS
Phone: 0117 9349833 E-mail:

What data we need to collect and the legal basis for processing it:

To provide our services, we will process your name and contact details including (where provided) your postal address, e-mail address and telephone number, as well as other relevant information such as membership of specific wildlife groups. We are collecting this information under one or more of the following lawful bases:
Processing is necessary for the performance of a task carried out in the public interest or in the exercise of authority of the controller
Processing is necessary for the purposes of interests pursued by the controller or a third party, except where there are conflicts with the interests, rights, or freedoms of the data subject.
Consent to use your data

If you don’t allow us to use your data this will mean that BRERC will not be able to accept your records.

How long we will keep your data for:

We will hold this information for an unlimited period of time, based on our need to process and manage ecological data to the most accurate standards. However, if at any point it is deemed that your personal details are no longer needed for this management process, your information will be deleted or archived.

Why we need to collect your data:

We will use this information for the ongoing management of ecological data submitted from a wide range of different sources. A wildlife record is defined as ‘A person’s ecological observation at a specific location and time’. Examples of how personal information is used include, but are not limited to, preventing duplication of data, increasing the accuracy of subsequent records and allowing validation of future records where information may have been unintentionally omitted. We may also contact you for the sole purpose of determining the validity of the ecological data you have submitted.

Who we share your data with and why:

Your information is made available within BRERC, in order that our staff and volunteers can perform the functions outlined above. Personal data will only be shared with third parties for purposes of processing and verifying the ecological data. When we pass data to our partners and other data enquirers, personal data is not included.

If we have your consent to use your data:

If provided by consent, you can request the suspension and withdrawal of BRERC’s processing of your information at any time by contacting the BRERC data controller. Please note that for operational reasons, withdrawal of your consent may also result in the removal of all your submitted data from our databases.

Your rights as a data subject:

You have the right to ask for access to your data and where data is found to be inaccurate to have that data corrected. In certain circumstances you have the right to have data held about you erased, or the use of it restricted. You may be able to object to processing and may also have the right to have your data transferred to another data controller.

You also have a right of complaint to the Information Commissioner’s Office (ICO) at if you think we have not dealt with your information in a proper manner.

You can ask to see what information we hold about you and have access to it. You can do this in the first instance by contacting the BRERC Data Controller using the contact details at the start of this document. As BRERC is part of Bristol City Council, should you wish you can further contact:

Senior Data Protection Officer
Bristol City Council
ICT Commissioning and Information Governance
P O Box 3176

View or download this privacy notice as a pdf file

Privacy Notice v1.11