Adnoto - Terms and Conditions - 24th May 2018

As a result of the General Data Protection Regulations you must now agree to these Terms and Conditions when you submit records into Adnoto:

1. Use of records

The Objects of the Bedfordshire Natural History Society (BNHS) from its rules state:

1. The Society shall promote the study of all branches of natural history especially in relation to the county of Bedfordshire;
2. The Society shall maintain and publish records of the occurrence and distribution of the flora and fauna of the county;
3. The Society shall do all that it can to protect the flora and fauna of the county and shall collaborate with other bodies in the conservation of areas of particular natural history interest;

The records that you submit will be used for those purposes. More specifically, records submitted using an Adnoto form will be supplied to the person(s) named at the top of the form:

1. They will incorporate verified records into the county records which are held by the County Recorder.
2. They may make verified records available to the Bedfordshire and Luton Biodiversity Recording and Monitoring Centre (BRMC) which may make the records available to others in accordance with its policies. This may include providing records in commercial data searches. (The BRMC is a not-for-profit organization hosted by the Wildlife Trust for Bedfordshire, Cambridgeshire and Northamptonshire. The BNHS is a partner of the BRMC).
3. They may make verified records available to the appropriate national recording scheme to be used in accordance with its policies.
4. They may use the records in other ways compatible with the Society's Objects.

You should only submit information that you are happy to be used as described above. If you have questions about how the submitted records will be used then contact the relevant County Recorder.

2. Privacy

1. Do not include unnecessary personal information on the Adnoto forms as the records may be distributed as described above. Adnoto forms however require the name of at least one observer to be supplied. (Additional observer names are optional). The name(s) of observer(s) form an important piece of a record as part of its provenance and will be retained as part of the record by the County Recorder. If the record is passed to other data collators, such as the BRMC or a national recording scheme, the observer's name(s) will be included.
2. Records submitted into a "Public survey" form (e.g. for Glow Worms or for Green Tiger Beetles) will be made publically available as described at the top of its form. Be especially careful not to include personal information in these forms as the information will be available to everyone.
3. An email address is requested on the forms to allow the records in the Adnoto database to be associated with an email address. This allows the submitter to retrieve and delete their own records and also the County Recorder to contact the submitter if there is a query, or to simply acknowledge the records. Email addresses are not used for any other purpose and will not be passed to anyone else or to any other organization.
4. The Adnoto system does not use cookies but if you choose to tick the "Remember the above data on my computer between form submissions while this browser tab is open" box then the details indicated are temporarily held by the browser between form submissions using something called Session Storage. These data are destroyed when you close the browser's tab or shut down the browser.
5. The IP address of the computer used to interact with the Adnoto system is recorded in case the system becomes subject to abuse as this would allow actions from a particular computer to be blocked. IP addresses are only visible to the BNHS webmaster and will not be passed to anyone else.

3. Control over records held in Adnoto

You can View/Download and Delete all records that you have submitted into the Adnoto system at any time. You will need to Register the email address(es) specified in the submission(s) to be able to do this. If you wish to delete your records incorporated into the county records please contact the relevant County Recorder.

4. Contact

If you have any questions about the Adnoto system you can contact the BNHS webmaster at webmaster@bnhs.org.uk.

5. Previous Terms and Conditions

The previous version of Adnoto's terms and conditions (i.e. its privacy statement) in operation before 24th May 2018 can be found HERE.

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