Introduction
This Privacy Policy explains how personal information is handled when you visit the website of KEA HAMLET, LLC, contact the sanctuary office, join a guided dawn watching, sponsor a nesting ledge, take part in a survey line or receive an outreach visit. The policy is published by the developer and operator of this website, Kea Hamlet, and it applies to every page and form that carries the sanctuary name.
The sanctuary village trust works with a small number of people at any one time. That fact shapes this policy. We do not maintain a large marketing profile of visitors, we do not sell lists, and we do not build advertising audiences from the records we keep. The information we hold is mostly ordinary correspondence, booking details and the names of people who have asked to remain in contact.
We ask that you read the policy before sending information through the contact form. If anything is unclear, the office is happy to explain it in plain language. A short message with a specific question is always welcome, and it helps us improve the wording of this page for the next reader.
In brief: we collect what is needed to answer an enquiry, arrange a visit or send a record that was requested. We keep it for as long as there is a reason to keep it, we protect it with reasonable safeguards, and we honour the rights set out in this document.
Who We Are
The organisation responsible for the information described here is KEA HAMLET, LLC, a company registered in the United States that operates a guardian body and sanctuary village trust for a high country parrot colony. The registered and operating address is 10610 S Jordan Gtwy Ste 200, South Jordan - 84095-3948, United States (US). The general contact address for privacy matters is accounts@keahamlet.mom and the telephone number is +19453810463.
The website is maintained by the same organisation and by the developer named at the start of this policy. The sanctuary office is the first point of contact for all questions about privacy, access, correction and deletion. Where this document refers to the Company, it means KEA HAMLET, LLC and the people who act on behalf of the sanctuary village trust.
Members of the field team, the office team and the developer may see information where their work requires it. Access is limited by role. A keeper who arranges a dawn watching can see the booking details for that party. A person who handles sponsorship correspondence can see the sponsorship file. Nobody receives the whole of the sanctuary records without a reason connected to the service being delivered.
Scope of This Policy
This policy covers information collected through this website, through email and telephone contact with the South Jordan office, and through the programmes listed on the services page. It also covers records created by staff during the ordinary running of the sanctuary, such as booking notes, attendance lists and correspondence files.
The policy does not cover websites operated by other organisations, including maps, payment pages or email services that you may reach from a link on this site. Those services have their own privacy statements, and it is worth reading them before submitting information there. We do not control how a third party treats information that you send directly to it.
Where a service is arranged with a partner such as a school district or a local conservation group, that partner may also hold information about the same event. In those cases both organisations act within their own published policies, and the office will point you to the right contact if a request needs to be made to both.
Information We Collect
The information we collect falls into a few plain groups: details you type into a form, details you send in a message, information created when a visit is arranged, and limited technical information produced by the web server when a page is requested. We do not deliberately collect more than each of these groups requires.
We do not ask for payment card numbers through this website. We do not ask for government identification numbers, health records or precise location data. Where an outdoor programme might involve a medical consideration, the office will discuss it privately and record only what is strictly needed to keep the party safe on the day, with a clear note about why it is held.
- Name and preferred form of address.
- Email address and, where given, a telephone number.
- The subject and content of a message sent to the office.
- The number of people in a visiting party and any accessibility request.
- Booking dates, service names and the season chosen.
- Sponsorship preferences such as a preferred ledge or reporting format.
- School name and class details for outreach visits.
- Notes a keeper makes about an event that has already happened.
- Technical log details produced by the web server.
Some of these details are optional. You can send an enquiry without giving a telephone number, and you can ask a general question without naming a school or a platoon. The office will let you know when a detail is needed to complete a request and when it is simply helpful.
Information You Give to Us
Most of what we know about a visitor comes from the visitor. A contact message usually contains a name, an email address, a subject and a short description of the help that is wanted. A booking message adds a preferred date and the size of the party. A sponsorship enquiry may add a season and a request for paper reporting.
When you send a message through the contact form, the website prepares an email in your own mail program. The text is not stored by the website itself. Once you send it, the message travels through the mail service that you use and through the mail service of the sanctuary office. Both services keep their own technical records according to their own policies.
If you write a longer letter, we may add it to a correspondence file so that later messages can be read in context. These files are kept by the office team and are reviewed each year. Letters that contain personal stories are kept with care and are never quoted in public material without a separate written agreement.
You may also give information by telephone. Calls are not recorded. A keeper makes a short written note of the outcome so that the next conversation does not begin again from the start, and that note forms part of the ordinary office record.
Information Collected Automatically
Like most websites, this site is served by a web server that records basic request details. These records usually include the address of the requesting device, the page that was requested, the time of the request, the browser type and the referring page. They are used to keep the site running, to understand which pages are read and to detect abusive traffic.
We do not attempt to identify individual readers from these logs, and we do not combine them with contact records to build a profile of a person. Log entries are retained for a short operational period and then discarded as part of routine server maintenance. Aggregate counts, such as the number of visits to the services page in a month, may be kept longer because they are no longer personal information.
If the site later adds a measurement tool, this policy will be updated before the tool goes live, and the change note at the end of the document will explain what was added. Until that happens, the technical information described in this section is the whole of what the site collects automatically.
How We Use Information
Information is used to answer questions, arrange visits, deliver the six services described on the services page, keep an accurate field record and meet ordinary legal and accounting obligations. Each use is tied to a reason that a reasonable visitor would expect when making the request.
We use contact details to reply to a message and to send the follow up material that the message asks for. We use booking details to plan a party, to brief a guide and to send the meeting note before a dawn watching. We use sponsorship preferences to match a supporter with a ledge and to deliver the written updates that the programme promises.
We use school details to plan an outreach visit and to send the follow up answers that a class has requested. We use survey records to reconcile counts and to improve the shared register. We use technical logs to keep the website available and secure.
We do not use information to make automated decisions that affect a person in a significant way. No programme eligibility is decided by software alone. Where a request cannot be met, a person will explain the reason and offer an alternative where one exists.
Legal Bases for Processing
Where data protection law requires a legal basis, we rely on a small number of them. Consent applies when you voluntarily send an enquiry or ask to join a mailing list. Performance of an agreement applies when a booking or sponsorship has been confirmed and we need the details to deliver it.
Legitimate interests apply to the ordinary running of the sanctuary, including replying to correspondence, maintaining a field record, protecting the website from abuse and keeping the office safe and orderly. We balance those interests against your rights and limit the information used to what the task genuinely requires.
Legal obligation applies to records that must be kept for accounting, tax or safety purposes. Where a record is kept for that reason, it is held only for the period the law requires and is not used for unrelated activity.
Vital interests may apply in an emergency in the field. If a party needs urgent assistance, a keeper may share relevant details with emergency services, and in that situation safety comes first. This is rare, and any such disclosure is noted in the office record afterwards.
Service Providers
A few suppliers help the sanctuary operate. A hosting provider serves the website. An email provider carries messages. An accounting provider keeps the books. These suppliers act on written instructions and are expected to protect the information they handle and to use it only for the service they provide.
We choose suppliers that are able to meet reasonable security standards and that offer clear terms about access and deletion. Where a supplier is located outside the United States, we take the steps described in the section on international transfers before information is sent.
The list of suppliers is kept by the office and reviewed when a contract ends or a service changes. If a change would materially affect how visitor information is handled, this policy is updated and the effective date is moved forward.
Data Retention
We keep information for as long as there is a reason to keep it. A general enquiry that has been answered and closed is normally deleted within two years, unless it led to a booking or a continuing correspondence. A booking note is kept for the season and for a further period that allows a returning party to be welcomed without starting again from the beginning.
Sponsorship files are kept for the length of the sponsorship and for a short review period afterwards, so that a sponsor who returns after a gap can be matched with the earlier record. Field notes that do not identify a person may be kept indefinitely as part of the colony register, because they are the working memory of the sanctuary.
Accounting records are kept for the period required by law. Logs from the web server are kept briefly and then discarded. When a retention period ends, records are deleted or destroyed in a way that makes reconstruction impossible, and the deletion is noted in the office schedule.
How We Protect Information
The sanctuary is a small organisation, so security relies on clear habits as much as on tools. Access to the office record is limited by role, devices are protected by passphrases, and paper files are kept in a locked cabinet at the hut. Staff are briefed on handling contact details and on what to do if a message looks suspicious.
The website is served over an encrypted connection, and the contact form does not store a copy of the message. Where information is sent by email, it travels through the providers described above. No system can promise perfect security, and we do not make that promise. What we do promise is that a suspected incident will be investigated promptly, contained where possible, and reported where the law requires it.
If you believe that information you sent to the sanctuary has been compromised, please contact the office immediately using the address at the end of this policy. Early notice helps us act quickly, and it helps us protect other visitors who may be affected by the same issue.
International Transfers
The sanctuary office is in the United States, and the website is operated from the same country. If you write from another country, your information will be handled in the United States. We take reasonable steps to ensure that a transfer to a supplier in another country is protected by suitable contractual terms.
Where local law gives you specific rights about transfer, those rights remain available. You can ask the office which countries are involved in a particular service and what safeguards apply. A written answer will be provided within a reasonable period.
Some visitors use email providers that store messages in several regions. Once a message leaves the sanctuary office, it is also held by your provider and ours under their own terms. We recommend a provider that you trust for correspondence that contains personal details.
Your Privacy Rights
Subject to local law, you may ask for a copy of the personal information that the sanctuary holds about you, ask for a correction, ask for deletion, ask for a restriction on use, or object to a particular use. You may also ask for a portable copy of information that you supplied under an agreement or with consent.
Where processing relies on consent, you may withdraw that consent at any time. Withdrawal does not affect work already completed, but it stops future use for the purpose that the consent covered. A simple message is enough, and no reason needs to be given.
You have the right to complain to a data protection authority in your country. The office would prefer the chance to resolve a concern first, and a direct message usually settles the matter faster than a formal process. You are never required to use the internal route before contacting an authority.
We will not charge a fee for a reasonable request and will not treat a request as a reason to withdraw any service. If a request is unusually complex, the office will explain the time needed and keep you informed.
How to Exercise Your Rights
Send a request to accounts@keahamlet.mom or telephone +19453810463. Please state clearly what you would like to see, change or remove. If we cannot identify you from the request alone, we may ask for a small amount of confirming detail, such as the email address used for an earlier message or the date of a booking.
We aim to respond within thirty days. Where a request is complicated or concerns several records, we will let you know and give a realistic date. If a request affects the field record of the colony in a way that cannot be changed, such as an anonymous count, we will explain why that record does not identify you and cannot be edited at an individual level.
You may use an authorised representative to make a request. The office will ask for evidence of authority before acting, and we will keep that evidence confidential. Requests are handled in the order received, and no request is decided by an automated tool.
Privacy for Children
The website is written for adults, and the contact form should not be used by a child without the involvement of a parent, guardian or teacher. Outreach visits are arranged with a school or group organiser, and the school is responsible for obtaining any consent that it requires for its own pupils.
Where the sanctuary receives information about a child for an outreach programme, it is limited to the details needed to run the visit safely. The information is shared with the organiser and is not used for marketing. If a parent or guardian asks for that information to be removed after a visit, the office will do so unless a legal obligation requires a record to be kept.
We do not knowingly collect information from a child through this website. If you believe that a child has sent personal details without appropriate involvement, please contact the office and the information will be removed promptly.
Field Records and Photographs
The sanctuary keeps a banding log, a nesting register and survey notes. These records describe birds, ledges, weather and ground conditions. They are the working memory of the colony and are kept in paper form first so that they remain readable in poor conditions and after a power failure.
Visitors are not photographed as part of a service. If a keeper wishes to take a photograph that includes a person, permission is asked first, and no photograph is published without a separate agreement. Group photographs taken by a visiting school are handled by the school under its own policy, and the sanctuary will not add them to public material.
Correspondence that describes a personal visit may be summarised in the keeper ledger without names. The ledger is a record of the work, not a record of the people, and the office keeps the two separate so that the public interest in the colony does not require personal exposure.
Email and Marketing Choices
The sanctuary sends two kinds of email. The first answers a question or delivers something that was requested, such as a booking note or a sponsorship update. The second is occasional news about the season, sent only to people who have asked for it.
You can stop season news at any time by replying with a short request or by using the unsubscribe instruction in the message. A request to stop news does not remove the records needed to deliver a service that is still active. When a sponsorship ends, the sponsor can choose to receive the final summary only and no further news.
We do not buy mailing lists, and we do not add a person to a news list because they made a booking. The two lists are kept separate, and the office reviews the news list each year to remove addresses that have gone quiet.
Third Party Sites and Links
This website may link to a map service, a mail provider or a partner organisation. These links are included because they help a visitor reach the hut or read more about the colony, not because we control the destination. Once you leave the site, the privacy statement of the destination applies.
We check links when they are added and when the site is reviewed, and we remove a link if the destination no longer serves the visitor well. A link is not an endorsement of every practice at the destination, and we encourage readers to look for the privacy page on any site that asks for personal information.
If you arrive at this site from a third party page, that page may already hold information about your visit. We have no access to that information and cannot delete it on your behalf. The office can explain how to contact the relevant operator if you need help.
Changes to This Policy
We review this policy at least once a year and whenever a service, supplier or legal requirement changes. When the text changes, the effective date at the top of the page is moved forward and a short note is placed in the office log describing what changed and why.
If a change materially affects how existing information is used, the office will tell people who have an active booking or sponsorship before the change takes effect, where a contact address is available. A change will not be applied to earlier information in a way that removes a right that was promised at the time of collection.
The current version is always the one published on this page. A printed copy can be requested from the office, and a copy is kept in the hut for visitors who prefer paper.
Contacting Us
Questions about this policy, requests about personal information and reports of a suspected incident should be sent to the sanctuary office. The office is staffed during published business hours, and messages are read by a person rather than an automated system.
KEA HAMLET, LLC
10610 S Jordan Gtwy Ste 200
South Jordan - 84095-3948
United States (US)
Email: accounts@keahamlet.mom
Telephone: +19453810463
Website: www.keahamlet.mom
The developer of this website, Kea Hamlet, can be reached through the same office address. If you are writing about the website rather than a programme, please say so in the subject line so that the message reaches the right desk.