Privacy Notice

Version 1.1; last updated 15/06/2019 (minor modification to include mobile application)

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 European Butterfly Monitoring Scheme (eBMS).  It is run and funded by the Centre for Ecology and Hydrology (CEH) in collaboration with Butterfly Conservation Europe.

• CEH is a wholly owned research centre of the Natural Environment Research Council, now part of UK Research and Innovation.
• Butterfly Conservation Europe is an umbrella body with the aim of stemming and reversing the rapid decline of butterflies, moths and their habitats across Europe

This website also benefits greatly from a number of partners involved in the eBMS.

CEH is the controller for all processing of personal data for the purposes of eBMS.

2. Why do we collect personal information and who do we collect it from?

The eBMS collect personal data in order to administer, run and share results of the Butterfly Monitoring activities in Europe, to evaluate how the website is being used and to maximise its effectiveness.

In data protection terms we are using the ‘legal basis’ of ‘public task’ for collecting, processing and sharing (see below) your personal data.

We may collect your personal data if you have an account setup on this website and you supply butterfly monitoring data or act as a co-ordinator or expert verifier.

We will collect the following personal data about you:
• 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 ‘legal basis’ of ‘public task’ for collecting, processing and sharing 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.

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 eBMS. If you no longer wish to be registered with eBMS, 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 eBMS.

Sharing your name that forms part of the biological record

Biological records produced by the eBMS 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 eBMS dataset is published it will be freely available for redistribution.   As use of eBMS 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.

Other than as set out above, and except where we have a legal obligation to so do, we will not share your personal data with anyone else, nor will we transfer your data outside the European Union.

4. Your rights and our contact details

You are entitled to access any of your personal data that we hold. You can view the personal data we hold of yours by logging in to your account on the iRecord website. Alternatively please contact ebms@ceh.ac.uk with as much detail as possible on the information you would like us to provide and we will aim to respond within one month.

You have the right to object to the processing of your personal data where we have relied on public task as the lawful basis for processing. You also have the right to request that we restrict or stop processing, rectify or delete your personal data (with the exception of names from datasets that have already 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 iRecord user account is cancelled at any time by emailing ebms@ceh.ac.uk

Please contact Mark Hinder - UKRI NERC mark.hinder@nerc.ukri.org if you wish to progress any of these rights.

If you have any concerns about how your personal data is being used, we will try to answer any questions you have. You 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 Policy may be updated from time to time. The latest version will always be available at www.butterfly-monitoring.net\privacy-notice. If changes are made to this privacy policy in the future, a prominent notice will be posted on the website.