Sussex Ornithological Society – Privacy Policy
Sussex Ornithological Society is committed to protecting your privacy and security. This privacy policy explains how we use any personal information we collect when you visit our website, submit bird sightings online, become a member or donate, join a birding event or buy merchandise.
Using the SOS website
Website usage information is collected using cookies, very small text files placed on your computer to collect standard internet log information and visitor behaviour data. This information is used to track visitor use of the website and to compile statistical reports on website activity. For further information on cookies visit www.allaboutcookies.org where you will find detail on how to set your browser not to accept cookies, and how to remove cookies from your browser. Please note that a small number of our website features may not function correctly if you disable cookies.
Submitting bird sightings
SOS receives and collates bird records from a number of sources, including Birdtrack, eBird and other online recording applications, through bird surveys organised by SOS, and from third parties such as the BTO, SWT and RSPB.
Note that records submitted only via the website Recent Sightings page are usually not transferred to the SOS database, but they may be if they are of special interest.
It adds value to each record to include the name and contact details of the observer as well as the date and exact place of recording. This information will generally be retained as part of the record to enable future queries to be answered. This also means that a record you provide shows where you were on a particular date.
All non-confidential bird records are shared with the Sussex Biodiversity Records Centre (www.sxbrc.org.uk), but your name is not attached to these records, nor will it be provided when records are shared with ecologists or other enquirers for conservation or planning matters.
Becoming an SOS member or supporter
When you join the Society, we collect your name, postal address, contact telephone number, email address, preferences and Gift Aid status so that we can send you the Sussex Bird Report, Members’ Newsletter, and to communicate with you about your membership. We do not contact our members for any marketing purposes, nor do we share your data with third parties (except where required in accordance with the law).
We do not hold your bank account details apart from images of any cheques received, completed Direct Debit forms, and if you have a Standing Order, this information will be passed to your bank. Your name and address are provided to our printers of the Sussex Bird Report so that they can mail your copy to you.
On becoming a member of SOS or making a donation, you will be invited to complete a Gift Aid declaration so that we can claim Gift Aid on subscriptions and donations if you are a UK tax payer.
For those joining our Young Birders Scheme, we will ask for year of birth to keep with your record and for all members under the age of 21 we will maintain a record of your year of birth (to ensure you receive free membership). For supporters under the age of 18, we will need permission from a parent or guardian to collect and hold data and parent or guardian agreement to our Safeguarding conditions.
We keep your personal data for as long as your membership with SOS is active (including those who have indicated they wish to leave us a legacy) and will retain a record of your name, address and period of membership thereafter, for any queries relating to previous periods of membership.
If you donate to the work of our charity, we will keep a record of any financial contributions that you make, in order to acknowledge your support appropriately.
We use personal data for administrative purposes when you buy SOS merchandise from our web site in order to fulfil product purchases.
Access to and amendments of your information
You have the right to request a copy of the information that we hold about you. You may ask us to correct or remove information you think is inaccurate. If you would like to discuss the personal data we hold on you, please contact the Secretary, Alan Swetman at secretary@sos.org.uk.
Data storage and security
SOS processes personal data based on our legitimate interests in order to manage members, supporters, volunteers and partnerships. We will never sell your personal data.
Membership data is password protected and accessible only to the Membership Secretary, those who deal with membership matters, and to printers who need address details for circulation of membership publications.
Bird records are held on a database with limited access to those who process data on behalf of the Society.
Any data breach would be notified to the Information Commissioner where it is considered necessary to do so, following an assessment of the risk as stated in ICO Guidelines. If we are advised that the breach may affect your rights and privacy, you will be notified.
Changes to our privacy policy
We will regularly review our privacy policy to ensure it remains up-to-date and accurately reflects how and why we use your personal data. The current version of this privacy policy was updated on 9 December 2025.
How to contact us
You can decide not to receive communications from us or change how we contact you at any time. If you wish to do this, or have any queries about your personal data held by the SOS, please contact the Secretary, Alan Swetman at secretary@sos.org.uk.
Signed Clare Buckle
Date 9/12/25
Print name Clare Buckle – Chair of Council
The Sussex Ornithological Society is a Registered Charity No. 256936
