The RRF Secretariat, based at Fauna & Flora International’s headquarters in Cambridge, UK (FFI ICO registration no: Z5599356) is the Data Controller for the Rapid Response Facility (RRF). We recognise that a crucial element of the trust we hope to earn from our prospective applicants, or any other individuals who engage with us, comes from being open, honest and lawful in the way that we process personal data. We will only store your information if we have a lawful basis for doing so.

Below you can learn more about the different types of personal data that RRF collects, how and why we process that data, and who you can contact if you have any questions about the data we hold or the ways in which we process it. RRF will never use anyone’s personal details in any way that they would not reasonably expect.


As a prospective applicant to RRF

The data we hold and retention

If you make an enquiry to RRF at or we will use your contact details to respond to you. We will only keep your data for as long as is necessary and will review contact details from time to time and delete those with whom we have no on-going relationship and no other legitimate reason to retain the contact data.

If you submit a formal application for funding, we will request you share your personal work details with us in the application form, including your name, work contact address, work telephone, work email and institutional bank account details. This will enable us to respond to your application efficiently, and to transfer the funds as quickly as possible if your application is successful. A rapid response time is a key criterion of the RRF.

We store this information on our secure server and access to this information is accessible to staff working at the RRF Secretariat, based at Fauna & Flora International’s headquarters in Cambridge, UK. By applying you therefore acknowledge the transfer of your data outside of your country of residence, if you live outside the UK.

As part of the application review process, we will share the application with the Fund’s partners (the UNESCO World Heritage Centre and Fondation Franz Weber) and with expert reviewers, in a secure password protected manner. By applying to the RRF, you acknowledge the transfer of your data to these parties, which are in several different countries. We store unsuccessful applications on our secure server for a period of seven years for reviewing and auditing proposes; successful applications that receive funding are stored in perpetuity, with any personal data removed.


As a reviewer for an RRF application

The data we hold and retention

If you complete a review for an RRF application, we will share in confidence your review, including but not limited to your name and organisation, with the Fund’s partners (the UNESCO World Heritage Centre and Fondation Franz Weber). With your permission, we will retain your contact details in order for us to contact you if we need an expert review of an application relevant to your knowledge or expertise in the future. We store this information on our secure server, and this information is only accessible to staff working at the RRF Secretariat, based at Fauna & Flora International’s headquarters in Cambridge, UK.  If you wish to withdraw your consent for us to hold your contact details for this purpose, please e-mail us at at any time.


As a visitor to the RRF website

Cookies and Google Analytics

Our website uses Cookies, which are small text files that are stored on your computer when you visit some websites. We only store cookies that are important for the site to function properly and those for Google analytics. These cookies identify your computer to help optimise your user experience by helping us to understand which pages you find most interesting. These cookies track the pages you visit and record other user data such as how long you spend on each page. We can then see how many people are visiting our site and view a summary that aggregates the data from all of our visitors (but not your individual behaviour) using Google Analytics.

You can opt out of Google Analytics tracking by following the guidance provided by Google here. You can choose to disable any Cookies already stored on your computer. Please be aware that disabling cookies may stop our website from functioning properly.


Subject access request

You can request a copy of the data we hold in relation to you and ask us to erase your data at any time by emailing We will only withhold data in limited circumstances where we have legitimate reasons for doing so (for example, where releasing this information will affect another person’s privacy rights).


Keeping data up to date

We will do our best to ensure that all data we hold is kept as up to date as possible. If your information changes or you think the information we have is incorrect, please let us know so that we can make the necessary amendments to our records.


Contacting us

We are committed to protecting your personal information. If, however, you have a concern about how we have handled your data or about the contents of this Privacy Statement, please contact Tom Beesley on and we will respond efficiently. If you are not satisfied with our response you can contact the Information Commissioner’s Office with your concerns:


We may amend this Privacy Statement from time to time in order to reflect changes in the law, best practice or our internal procedures.

Last updated: 23 November 2018