Privacy and Cookies Policy

The security of your personal information is very important to us. This privacy policy aims to explain how Record Pool uses the personal information we collect about you, so that you can feel confident about giving us that information. 

We keep our privacy policy under regular review. We may update this policy from time to time by publishing a new version on our website. You should check this page occasionally to ensure you are happy with any changes to this policy. We may notify you of significant changes to this policy by email.

Contact details

Please contact Angela Julian, Coordinator, ARG UK if you have any questions about our privacy policy or information we hold about you.

Email:  This e-mail address is being protected from spambots. You need JavaScript enabled to view it

By post to:

Amphibian and Reptile Groups of the UK (ARG UK) 
82 Gidley Way
Oxford, OX33 1TG 

Information we collect about you

We only collect personal information in relation to the collection, storage and verification of amphibian and reptile records on the Record Pool. Personal information is any information that identifies you, or that can be identified as relating to you personally. For example: name, address, telephone number, email-address.

As a part of the registration and record submission process we record your name, organisation (optional) and email address. In line with our current data privacy policy, record downloads by local recorders will contain your name only, and not any other personal identifier. Verifiers will have access to your email address, for record identification and verification purposes only, but personal information will not be downloaded and stored on any other device, or passed to any third party. Recorders' emails will only be used for a single request for additional information, where this has been agreed by the recorder, and for no other purpose. 

The personal information related to individual amphibian and reptile survey records is a vital element of those records. It contributes to the quality of individual records as well as the quality of future surveys. Since species survey records are retained in perpetuity, for archival and statistical purposes, the personal information relating to these records is also kept indefinitely. Email and administrative records containing personal information are retained for no longer than six years.

In any case where Record Pool receives personal information from a third party, in relation to a bulk upload of records, or persons submitting records on behalf of a group or individual, the information will only be used for the purposes stated/agreed at the time it was originally collected.

We may share your information with UK law enforcement agencies if we become aware of a breach of the law or in compliance with a legal obligation.

When working outside the UK our lead supervisory authority is the UK Information Commissioner's Office.

We will never sell your personal information

Security of personal data 

We will take appropriate technical and organisational precautions to secure your personal data and to prevent the loss, misuse or alteration of your personal data. We will store all your personal data on secure servers, personal computers and mobile devices, and in secure manual record-keeping systems. Your login account password will be stored by us in encrypted form. 

Data that is sent from your web browser to our web server, or from our web server to your web browser, will be protected using encryption technology (SSL). 

You should ensure that your password is not susceptible to being guessed, whether by a person or a computer program. You are responsible for keeping the password you use for accessing our website confidential and we will not ask you for your password (except when you log in to our website). 

Third party websites

Our website includes hyperlinks to, and details of, third party websites. We have no control over, and are not responsible for, the privacy policies and practices of third parties.

Updating information 

If the personal information we hold about you (name, organisation or email address) needs to be updated, you can amend your details by logging in to the Record Pool website and clicking on the 'My Account' button in the top navigation bar of the website, or contact us by email.

Access to your information, corrections & opting out

You have the right to request a copy of the information that we hold about you. If you would like a copy of some or all of your personal information please email or write to us using the contact details at the start of this policy. We will need you to provide information that will help us confirm your identity.

If we have personal information about you we will give you a copy within one month of your request, together with an explanation of why we hold and use it. If your request is particularly complex we may extend this period.

We want to make sure that your personal information is accurate and up to date. We may contact you to update your personal information but you may also ask us to correct or remove information you think is inaccurate. 

At any time, you may request that we remove your personal information from our systems or request that we no longer process information you have given to us previously. In this case we will retain only that information we need to comply with your request. In the even that such a request cannot be fulfilled we will provide you with details of the legal basis and justification for our decision.

If at any time you consider that the processing of your personal information has been unfair, or infringes on the regulations, you have the right to complain to the Information Commissioner's Office. Their contact details can be found at 

Usage Data

We may process data about your use of our website and services. The usage data may include your IP address (anonymised by 1 byte e.g., geographical location, browser type and version, operating system, referral source, length of visit, page views and website navigation paths, as well as information about the timing, frequency and pattern of your service use. The source of the usage data is our analytics tracking system. This usage data may be processed for the purposes of analysing the use of the website and services. The legal basis for this processing is our legitimate interests, namely monitoring and improving our website and services.


Cookies do not typically contain any information that personally identifies a user, but personal information that we store about you may be linked to the information stored in and obtained from cookies. A cookie is a file containing an identifier (a string of letters and numbers) that is sent by a web server to a web browser and is stored by the browser. The identifier is then sent back to the server each time the browser requests a page from the server. For further information visit or

We use cookies for the following purposes: 

  • Authentication - we use cookies to identify you when you visit our website and as you navigate our website
  • Status - we use cookies to help us to determine if you are logged into our website
  • Personalisation - we use cookies to store information about your preferences and to personalise our website for you
  • Analysis - we use cookies to help us to analyse the use and performance of our website and services

The following service providers and APIs which are used on our website also use cookies and those cookies may be stored on your computer when you visit our website:

  • Aye-aye Design Analytics (powered by Matomo) gathers information about website use. The information gathered relating to our website is used to create reports about the use of our website.
  • Bing Maps API, used on our recording forms.
  • Google Maps API, used for mapping of record locations.

You can set your browser not to accept cookies and the above websites tell you how to remove cookies from your browser. Blocking all cookies will have a negative impact upon the usability of many websites. If you block cookies, you will not be able to use all the features on our website.



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