Version 2.0; last updated 12/03/2025
This privacy notice sets out the basis on which we will process any personal data we collect from you, or that you provide to us.
1. Who we are
This is a website/mobile application for the activities of the Butterfly Monitoring Schemes network (BMS-Net). It is run and funded by the UK Centre for Ecology & Hydrology (UKCEH) in collaboration with Butterfly Conservation Europe and other partners operating Butterfly Monitoring Schemes.
- UKCEH is an independent, not-for-profit research institute and is a registered Charity in England & Wales (number 1185618) and in Scotland (number SC049849), and a registered Company Limited by Guarantee in England & Wales (number 11314957).
UKCEH are the controllers for all processing of personal data for the purposes of BMS-Net.The main UKCEH Privacy Notice is here.
2. Why do we collect personal information and who do we collect it from?
The BMS-Net collects personal data in order to administer, run and share results of the Butterfly Monitoring activities in countries or regions of the world, to evaluate how the website is being used and to maximise its effectiveness.
The personal data about you that we may collect includes:
- Name (as a recorder, a scheme co-ordinator or as a verifier)
- Email address
- Location and date of any butterfly monitoring records you submit
In data protection terms we are using the ‘lawful Basis’ of ‘Legitimate Interest’ and ‘Consent’ for collecting, processing your personal data.
In addition to the information, we ask you to provide through the website, we also collect information automatically about visits to the site using Google Analytics and in our server logs. This does not include any personal data but does include
- Your IP address
- The pages you request, when you request them, and how you interact with them
- The type of device and browser you use
We use this information to support our work in various ways including monitoring performance, improving design, protecting against malicious behaviour and supporting funding applications.
All data held by UKCEH is compliant with UK data protection legislation and the basis on which we process any personal data we collect from you, or that you provide to us, is covered by the UKCEH privacy notice.
3. How are we storing your information and will we share it?
All of your personal data that we collect will be stored securely in a database for as long as you are signed up with BMS-Net. If you no longer wish to be registered with BMS-Net, please contact ebms@ceh.ac.uk to let us know. The component of your personal data that forms part of the biological record (i.e. your name as a recorder or as a verifier, and the location and time of the record) will be kept permanently as part of the scientific dataset.
Sharing your email address with others
We will not openly publish your email address. National monitoring scheme co-ordinators and expert volunteers working with us, who we appoint to the role of verifier, will have access to your email address in order to carry out their role in support of BMS-Net.
Sharing your name that forms part of the biological record
Biological records produced by the BMS-Net will also be shared with other organisations and individuals worldwide for purposes of scientific research. Your name will be included as part of the scientific records in these datasets. Once the BMS-Net dataset is published it will be freely available for redistribution. As use of BMS-Net data is for research in the public interest it is retained as part of our work and your personal data (recorder and verifier name) will remain public; open data can be downloaded, remixed, and redistributed by third parties.
Where data is openly published it will be available to anyone and it will be available for use anywhere.
As our butterfly monitoring app is now available to users worldwide, we are committed to ensuring that personal data is handled responsibly and in compliance with applicable data protection laws across different jurisdictions. While our data practices align with the UK General Data Protection Regulation (UK GDPR) and the EU General Data Protection Regulation (EU GDPR), we also recognise and respect the privacy rights of users in other regions. Where required, we implement appropriate safeguards for international data transfers, such as Standard Contractual Clauses or equivalent mechanisms. Users may exercise their rights under applicable laws, including access, correction, deletion, and data portability, depending on their location. Our commitment to privacy ensures that personal information is collected, stored, and processed securely, with transparency around how it is used to support scientific research and conservation efforts. If you have any questions about how your data is managed or wish to exercise your privacy rights, please refer to the relevant sections of this Privacy Notice or contact us directly.
4. Your rights and our contact details
The GDPR (General Data Protection) clearly defines individual’s rights for your data. We are collecting and processing this data under Consent. Your rights are as follows:
- you have the right of access to your data*
- you have the right to correct your data if it is incorrect*
- you have the right to ask for your data to be deleted*
- you have the right to withdraw your consent at any time*
* For datasets that have not been published openly
Where the personal data we hold has not been supplied by yourself, you are entitled to ask how we obtained the personal data. You can request that your BMS-Net user account is cancelled at any time by emailing ebms@ceh.ac.uk.
If you have any concerns or complaints about how your personal data is being used, we will try to answer any questions you have. The UKCEH Data Protection Officer can be contacted at cehdataprotection@ceh.ac.uk
You also have the right to lodge a complaint with the Information Commissioner’s Office. You also have the right to an effective judicial remedy against decisions of the Information Commissioner’s Office.
5. Changes to the privacy policy for eBMS
This Privacy Notice may be updated from time to time. The latest version will always be available here. If changes are made to this Privacy Notice in the future, a prominent notice will be posted on the website.