Botanic Gardens Education Network (BGEN) Privacy Policy

The privacy and security of your personal information is extremely important to us. This privacy policy explains how and why the Botanic Gardens Education network (‘we’ or BGEN) use your personal data, to make sure you stay informed and can be confident about giving us your information.

We may update this policy from time to time so please check it regularly. If there are significant updates, we will inform those people with whom we are in regular contact, such as email subscribers.

BGEN is committed to ensuring that your privacy is protected. If you provide information to us by which you can be identified, then such information will only be used in accordance with this privacy statement. By visiting (our website) you are accepting and consenting to the practices described in this policy.

We’ll never sell your personal data and will only share it with organisations we work with when it’s absolutely necessary and the privacy and security of your data is assured.

If you have any questions in relation to this Privacy Policy or how we use your personal data they should be sent to Botanic Gardens Education Network, c/o Museum 1 Royal Botanic Gardens, Kew, Richmond, Surrey TW9 3AB.

Who we are

In this policy, whenever you see the words ‘BGEN’ ‘we’, ‘us’, ‘our’, it refers to the Botanic Gardens Education Network.

BGEN is a charity created in 1989 to promote and advance the delivery of education in member organisations. We are a specialist support and training network for professionals working in education related to plants and the natural world.

You can learn more about who we are and what we do here.

What personal data do we collect?

Your personal data is any information which identifies you, or which can be identified as relating to you personally. We’ll only collect the personal data that we need. We collect personal data in connection with specific activities such as:

  • BGEN membership
  • BGEN Conferences
  • BGEN Training Days
  • BGEN Networking opportunities
  • Job and volunteering opportunities in plant-based Education

Some examples of the types of personal data we may collect include:

  • your full name and title
  • your postal address
  • email address
  • telephone numbers
  • photographs
  • videos

You can give us your personal data via our website, when attending events, emails and telephone calls.

Personal data provided by you

This includes information you give when interacting with us, for example by becoming a member or registering for a conference, training or networking day, or communicating with us. For example:

  • Personal details (name, email, address, telephone, and so on) when you become a member (e.g. individual membership).
  • Financial information (payment information such as credit/debit card and direct debit details.
  • Your opinions and attitudes about BGEN, activities and interests, and your experiences of our events.

Personal data created by your involvement with us

Your activities and involvement with us will result in personal data being created. This could include details of how you’ve been involved with our activities.

Information we generate

We conduct research and analysis on the information we hold, which can in turn generate personal data. For example, by analysing your interests and involvement with our work we may be able to build a profile which helps us decide which of our communications are likely to interest you.

We also collect anonymous data (i.e. information which can’t be used to identify you) to monitor website usage through the use of cookies. Website usage data includes number of visitors, what pages are viewed, and the duration of visits to the website. We may sometimes share this information with third parties to support us with analysing website usage and improving the overall user experience.

See Cookies section below for further information on website analytics.

Information from third parties

We may buy anonymous external data (e.g. census data) and combine it with your personal data at an aggregated level to build profiles which help us work out what you’re most likely to want to hear from us about and how.

Sensitive personal data

We don’t collect sensitive personal data in any form. If this changes in future, we will update this policy and inform you to let you know.


Only BGEN members volunteer for BGEN related events and to provide admin support. If you’re a volunteer then we may collect extra information about you (e.g. references, details of emergency contacts). This information will be retained for legal reasons, to protect both us and you (including in the event of an insurance or legal claim).

How we use your personal data

We’ll only use your personal data on relevant lawful grounds as permitted by the EU General Data Protection Regulation (from 25 May 2018)/UK Data Protection Act and Privacy of Electronic Communication Regulation.

Personal data provided to us will be used for the purpose or purposes outlined in any fair processing notice in a transparent manner at the time of collection or registration where appropriate, in accordance with any preferences you express. If asked by the police, or any other regulatory or government authority investigating suspected illegal activities, we may need to provide your personal data.

Your personal data may be collected and used to:

  • help us deliver our charitable activities
  • to provide a service you have requested
  • to inform you of news, events, activities and services organised by BGEN.

Below are the main uses of your data which depend on the nature of our relationship with you and how you interact with our various services, websites and activities.

We hold and process your information for the following reasons:

  • to understand your needs and to provide BGEN services to you;
  • to answer any queries or complaints that you may have;
  • to register your interest in any event, register you as a volunteer for us, or use the information you have provided to enable you to make a donation;
  • to send you other non-marketing correspondence not already listed, where necessary for our legitimate interests;
  • for internal purposes such as administration, troubleshooting, and record-keeping;
  • to administer our website and keep it secure;
  • to prevent fraud and/or to establish, exercise or defend legal claims;
  • to use anonymised data for statistical purposes and monitoring; and
  • to improve BGEN services.

The legal basis for each of the above communications is our legitimate interests. We will also send you communications from our mailing list relating to the Botanic Gardens Education Network that we think may be of interest to you, but only if you have joined our mailing list or otherwise specifically agreed to receive such communication. If we collect any personal information for a reason not listed above, we will let you know the reason at the time of collection.

News and events communications

Your privacy is important to us, so we’ll always keep your details secure. We’d like to use your details to keep in touch about things that may matter to you.

We may send you information based on what is most relevant to you or things you’ve told us you like or events you have attended in the past. We may also show you relevant content online. This might be about BGEN events, membership and job or volunteering opportunities in the plant education sector.

If you don’t want to continue to receive these communications, you can easily unsubscribe from our digital communications at any time. However, if you tell us you don’t want to receive communications, then you may not hear about events or other work we do that may be of interest to you.

We may sometimes use third parties – MailChimp, MembershipWorks and WordPress to capture some of our data on our behalf, but only where we are confident that the third party will treat your data securely, in accordance with our terms and in line with the requirements set out in the GDPR.

Social media

If you are a social media user, we will use certain social media tools as part of our relationship with you. These tools include such things as Facebook, Twitter and LinkedIn.

This activity is governed by the social medial platform’s own privacy policy and terms and conditions, so please refer to these documents if you require any further information about this activity.

Event management

We process customer data to fulfil bookings and run events. Your data will be used to communicate with you throughout the process, including confirming we’ve received your booking and payment, to clarify where we might need more detail to fulfil a booking, or to resolve issues that might arise with your booking.


We carry out research with our members, event participants, staff and volunteers to get feedback on their experience with us. We use this feedback to improve the experiences that we offer and ensure we know what is relevant and interesting to you.

If you choose to take part in research, we’ll tell you when you start what data we will collect, why and how we’ll use it. All the research we conduct is optional and you can choose not to take part. For some of our research we may ask you to provide personal data (e.g. personal email). You don’t have to provide this data and we also provide a ‘prefer not to say’ option. We only use it at an aggregate level for reporting (e.g. equal opportunities monitoring).

Trustees and contractors

In order to comply with our contractual, statutory, and management obligations and responsibilities, we process personal data from Trustee applicants and contractors. Further information on what data is collected and why it’s processed is given below.


Our Trustees’ responsibilities are those necessary for the organisational functioning of the Charity. The data processed to meet Trustees’ responsibilities includes, but is not limited to, data relating to: recruitment, training and development, e-mail address and telephone number.

Verifying, updating and amending your personal information

If, at any time, you want to verify, update or amend your personal data or preferences or remove your personal data from our records, please email: or write to: Botanic Gardens Education Network, c/o Museum 1 Royal Botanic Gardens, Kew, Richmond, Surrey TW9 3AB.

Verification, updating or amendment of personal data will take place within 28 days of receipt of your request.


A ‘cookie’ is a small text file that is placed on a user’s computer hard drive by a website. There are several types of cookie and the most common are often referred to as ‘session’ cookies. These are used to keep track of information needed by a user as they travel from page to page within a website. These cookies have a short lifetime and expire within a few minutes of the user leaving the site.

Other types of cookies can be used to track internet activity after the user has left a website. These are either sponsored by organisations external to the website being visited (known as ‘third party’ cookies) or can originate from the website organisation itself (‘first party’ cookies). These usually have a long lifetime with several months being quite common. They are ‘harvested’ and ‘refreshed’ whenever the user visits a page where the same or a similar cookie is being used.

This website uses benign, short lived ‘session’ cookies and ‘first party’ cookies to tell whether a website user has logged-in, where to find details that can be used to pre-fill parts of on-line forms and to personalise the user’s visit to the website. They are also used to track anonymously which areas of the site are popular and which are not used; this allows us to target carefully our website resources.

This website uses Google Analytics, a web analytics service provided by Google Inc., which uses cookies to help a website analyse how users use the site. The information generated by the cookie about your use of this website (including your IP address) will be used by Google for the purpose of evaluating your use of the website on our behalf.

BGEN also uses cookies in its email communications to personalise the email and track whether the mail has been opened or read and whether the recipient has used any website links contained in the email communication. This allows us to monitor and improve our email communications and website.

Internet browsers normally accept cookies by default but you may refuse the use of cookies by selecting the appropriate settings on your browser. The website (run by the Interactive Marketing Bureau) contains step-by-step guidance on how cookies can be switched off by users. However, please note that if you do this you may not be able to use the full functionality of this website.

Links to third party websites

This Privacy Policy applies solely to the personal data collected by BGEN and does not apply to third party websites.

Users should be aware that if they access other websites, using the links provided, these are outside our control.  If they provide personal data to other companies, the privacy policies of those companies determine the uses to which that information is put and this Privacy Policy will no longer apply. BGEN is not responsible for the privacy policies of third party websites and advises users to read the privacy policies of other websites before registering any personal data.


We recognise the need to ensure that personal information gathered via this website remains secure. We use industry standard Secure Server Software (SSL) for your transactions with us to protect against the loss, misuse and alteration of the personal information under our control. It encrypts all of your personal information, including credit card number, name, and address, so that it cannot be read as the information travels over the Internet. However, you acknowledge that although we exercise adequate care and security there remains a risk that information transmitted over the Internet and stored by computer may be intercepted or accessed by an unauthorised third party.

Notification of changes

We may update this policy at any time without notice. Any changes to this policy will be notified by an announcement on this website. Your continued use of this website, following the posting of changes to this policy, will mean you accept these changes.

Botanic Gardens Education Network, May 2018














bgen Privacy Policy/Governance/LL/24.04.18 (002)