PRIVACY POLICY

INTRODUCTION

Climate Emergency UK strongly believes that you have the right to control the use of your personal information, and that your privacy must be respected. We will not use personal data that you provide to us in a manner inconsistent with the purposes for which you provided it to us.

This privacy and cookie policy (“Policy”) describes how we will process any personal information that we may collect about you as a supporter or member, as a visitor to our website or our office. We do not and will not sell, rent or lease personal data, nor send marketing on behalf of third parties.

This policy does not address other personal data processing operations, for example Climate Emergency’s internal processing operations including, for example, logistics and administration. Information related to these processing operations is provided to data subjects at the point of data collection, or subsequently, as required by law.

Who is Climate Emergency UK?

Climate Emergency UK (“CE UK”, “we”, “us”, “our”) is the data controller for data processing in accordance with this policy. We are registered with the Information Commissioners Office.

We are a not-for-profit community interest company, limited by guarantee (UK registered company number 11823392). Our registered address is at Halton Mill Mill Lane, Halton, Lancaster, United Kingdom, LA2 6ND.

If you have any questions about this Policy, our data processing practices, or your rights, you can contact us on declare@climateemergency.uk.

CONTACT US

If you have any questions about this Policy, our data processing practices, or your rights, you can contact us on declare@climateemergency.uk.

The personal data we collect and how we use it

Set out below is an explanation of the ways we collect and use, or “process” your data and the legal basis for this in accordance with applicable data protection laws.

a) If you volunteer, train or apply for a job with us:

For jobs: We collect the information you provide including your name, email address and phone number. We will also collect anonymised Equality, Diversity and Inclusion data on protected characteristics such as gender, sexual orientation, ethnicity, race, religion, caring responsibilities and age. This will be deleted within 6 months of the end of the recruitment process for a job with us.

For all volunteers or those who attend training with us: We collect the information you provide including your name, email address, phone number and council area you live in. We will also collect anonymised Equality, Diversity and Inclusion data on protected characteristics such as gender, sexual orientation, ethnicity, race, religion, caring responsibilities and age. We will delete data on volunteers 6 months after the role or project has finished.

Scorecards specific volunteers: We will delete all sensitive personal data of volunteers 6 months after the Scorecards launch, this includes email addresses and phone numbers. The only information we will keep for longer will be the first and last name of the volunteer, the section marked and the number of councils they marked.

Many volunteers will use SLACK with us. Volunteers can choose to leave SLACK/WhatsApp channels at any time. We don’t export any data held in SLACK. See SLACKs privacy policy listed below.

b) If you subscribe to our emails:

We collect the information you provide – your name, email address, postcode (and phone number is optional) – in order to send you updates about our work, when you sign-up online to receive emails from us. The legal basis for this processing is your consent, which you may withdraw at any time by unsubscribing to our emails.

c) If you donate to us:

If you make an online donation to us, you are asked to provide your name, email address, telephone number and payment information. This information is used to process your donation and is stored via Paypal. If you make a regular donation, we will retain your information in Paypal and on our own records for as long as you continue to donate to us for reasons of legitimate interest.

d) If you contact us by phone, email or in writing:

If you exchange emails, telephone conversations or other electronic communications with our staff members, our systems will record details of those conversations, sometimes including their content. When you contact us, we may keep a record of the communication we have with you. The legal basis for this processing is our legitimate interests in operating, managing and developing our organisation and our work.

e) Work-related contacts:

In the course of our work, we collect information such as the names, contact details and work-related information about individuals and organisations we work with and who contact us, including journalists and media professionals. We keep this information in order to invite you to collaborate on and participate in relevant work-related activities.

This includes the details of those whose professional interests align closely with our own and individuals who participate directly in our activities, as well as those who we have current contractual obligations with or who we may in the future enter into an agreement with. We collect this information through business cards, personal contact or occasionally recommendations from partners. The legal basis for this processing is our legitimate interests in operating, managing and developing our organisation and our work.

f) If you respond to a survey from us:

From time to time we offer the option to engage in surveys to do with our work and campaign issues. We conduct these surveys on the legal basis of your consent. We generally anonymise answers so that they cannot be linked back to individual respondents.

A full information notice is provided when you begin a survey and before your consent to engage in it is collected.

The legal basis for this data

Under the UK General Data Protection Regulation (UK GDPR), the lawful bases we rely on for processing this information are on the ground of consent for the ways we use your data sections a, b, c, d and f, mentioned above. You are able to remove your consent at any time. You can do this by contacting declare@climateemergency.uk

Under the UK General Data Protection Regulation (UK GDPR), the lawful bases we rely on for processing this information are on the ground of legitimate interest for ways we use your data for section e.

Privacy Policies for our websites:

Your data and third parties

Climate Emergency UK works with third party service providers who perform certain data processing tasks on our behalf. We strongly value data protection and we therefore very carefully select the third parties we work with and ensure that they share our values around data protection. All third parties that we work with are contractually obligated to act on our instructions and in accordance with current data protection legislation. It is only through third parties that data may be exported or processed outside the EU. Please see our third parties privacy policies for more information.

We will never sell, rent or trade your personal data. We will refuse to comply with law enforcement requests for access to personal data concerning users of our online services that we believe to be unwarranted, and unless legally prohibited or unable to do so, will notify the data subjects concerned. Third party service providers may also be compelled to disclose data for purposes other than which it was collected.

We are transparent about those third parties, see list below.

Third parties we use:

● Action Network
● WooCommerce
● SLACK - for volunteers only
● Google Analytics, Search Console and Account
● Kualo (Web and Email Host)
● PayPal
● WhatsApp

Cookies and tracking

You can read about how we use cookies and tracking on our other sites in their privacy policies above.

You can opt out of the use of these tracking pixels via your browser settings.

Social media links

You can read about how we use cookies and tracking on our other sites in their privacy policies above.

You can opt out of the use of these tracking pixels via your browser settings.

We use social media and social networking to increase the reach and impact of our work. Our social media pages are managed by our staff. Personal data processed by social media platforms is subject to the terms and conditions of those platforms, which may act as controllers of that data. Individuals who engage with our social media accounts should check the terms of the relevant platforms, which are subject to regular change, to understand how their data may be used.

CE UK has accounts with the following social media platforms:

● Twitter
● Facebook
● YouTube
● Instagram
● LinkedIn

Jurisdiction

Climate Emergency UK is headquartered in the United Kingdom and the data we collect is processed and stored within the UK and EU in accordance with applicable data protection laws. The UK currently remains subject to EU data protection laws, however as the UK has now left the EU, it may become subject to additional requirements around transfers of data into and out of the UK. Should this eventuate, these requirements will be met by us and this policy will be updated accordingly.

Retention and deletion of your information

We keep your data as long as is necessary in connection with the purpose it is collected for. We do not keep data longer than required in connection with that purpose. We will delete the information we hold about you as soon as we no longer need it or, where actionable, at your request (see “Your rights” section below). For further specific information about our retention policies, please contact us on the details provided below or see above where we have been specific about how long we keep your data in some situations.

The security of your information

We take the security of your information very seriously. We employ physical, electronic and organisational security measures to protect the information that we collect about you from access by unauthorised persons and against unlawful processing, accidental loss, destruction and damage. For instance, we use SSL certificates on all websites we operate.

Although we do our best to protect personal data, information transmitted over the internet remains vulnerable to unauthorized access – for this reason the transmission of any personal data to our websites or via email to us is therefore at the data subjects’ own risk.

Your rights

Individuals whose personal data is processed by Climate Emergency UK have the following rights:

● The right to be informed as to whether we hold data about the individual;
● The right of access to that information;
● The right to have inaccurate data corrected;
● The right to have their data deleted;
● The right to opt out of particular data processing operations;
● The right to receive their data in a form that makes it “portable”;
● The right to object to data processing;
● The right to receive an explanation about any automated decision-making and/or profiling and to challenge those decisions where appropriate.

You can update your preferences or unsubscribe from our mailing list at any time by clicking on the links in the newsletter, by emailing declare@climateemergency.uk.

You can also contact us to opt out of or withdraw your consent to data processing we undertake, however in some cases we may need to retain data where it is kept in compliance with a legal obligation (e.g. records of donations must be kept).

You also have the right to bring concerns to your national data protection regulator if you feel that your personal data has been unlawfully processed. For example, data subjects covered by EU law may also be entitled to lodge complaints in regard to data processing or the handling of subject access requests with data protection supervisory authority in their country of residence.

Changes to this policy

We keep this Privacy Policy under regular review and will place any updates on this page. This Privacy Policy was last updated on 15th January 2024.