Introduction

In this guide, “we” or “us” refers to Carbon Gap, a registered charity (charity number: 1200562) and a private company limited by guarantee (company number: 13557860), registered in England at 71-75 Shelton Street, Covent Garden, London, WC2H 9JQ, United Kingdom

When we refer to “you”, we mean the individual person who is providing us with their own personal data in some form.

How we use your data

When you contact us to subscribe for information or to discuss a future collaboration, we ask you to give us some of your personal data. We may use your data for administering partnerships or employment, for forward further information to you, or for internal analysis of trends in these areas.

We are committed to keeping all the data we hold about you secure, private and confidential. This information explains why we need to collect your personal details and what we do with it. It also sets out the legal basis on which we collect and use your information and outlines the rights you have under current data protection legislation.

Which of my details do you collect?

We may ask for your full name (title, forename(s) and surname), postal address, phone number and email address. We need this personal data so that we can provide you with the information that you have asked for, as well as the purposes above If you don’t provide your data, then we won’t be able to provide you with information or establish a collaboration with you.

When do you collect these details?

We will collect them when you make your initial enquiry with us, by phone or mail. We also collect some of your details whilst administering processes related to our relationship, (for example, we may additionally collect bank details related to payment transfers). This can be online by phone, by post, by email or secure message.

Using our website, email & social media?

We only use cookies or other tracking technologies to collect information related to performance and usage. We may also analyse posts on social media, and data on who posts them, to find out how people view our services.

Providing details on behalf of someone else

When you give us details about someone else, during initial enquiries, you must have their agreement to do so, as we do not wish to contact people who have not consented to this. 

What do you do with my information?

The main reasons we use your information are to administer working relationships, analyse usage and trends, and to keep you up to date with information, or projects we are working on together for the future.

We may also use your information to:

• meet our legal or regulatory obligations.
• prevent or detect fraud or other crime.
• develop, test and improve our products, systems and services.
• invite you to take part in market research and surveys.
• carry out anonymous statistical analysis (we won’t be able to identify individuals when we do this).

Who do you share my details with?

We use selected organisations to help us deliver the service we provide to you. For example, we may share your personal data with:

• Our service providers who provide sub-contracting services to us, for example helping to administer your contract, printing and sending warranties and statements to you, and sending you emails about your contract. We only share the data that’s necessary for them to provide their services.
• Credit reference agencies to check your identity, address and to prevent fraud.
• Government bodies, law enforcement agencies, courts or other third parties to comply with our legal obligations or lawful disclosure requests.

How long do you keep my data for?

We keep your personal data where we have an ongoing legitimate or lawful need to do so.

For example, we keep some records for audit purposes for up to seven years after completing our contract with you. When we no longer have a legitimate or lawful need to keep your personal data, we will delete it.

Where do you send my data?

Data may be stored or processed by us or our partners either within the European Union or in the United Kingdom. Data in the EU is processed in accordance with the General Data Protection Regulations, and in the UK in accordance with the Data Protection Act 2018. The two regimes have mutual recognition of their similar protections.

Keeping each other informed

If we have entered a collaboration, we will give you data about your contract and provide regular invoice statements. If we need to get in touch, we will call you, write to you by email or letter or send you a text message. In the event of a data breach that could lead to a high risk to your rights and freedoms, for example the risk of financial loss, we will let you know as soon as we reasonably can.

To make sure you can receive data and communications from us, please make sure you tell us whenever you change your name, address, phone number or email address. Giving us your most up to date details will also help protect your contract or subscription by making sure any data we send you does not fall into the wrong hands. You can update your details by contacting us.

Our use & your rights

Below is a summary of how and why we collect and use your data and outline the rights you have under current data protection legislation.

Contract

We need to collect and use your personal data to be able to collaborate. We cannot proceed with a partnership or project if you do not give us the data we ask for.

Legal obligation

We may need to use your personal data to meet our legal obligations, (for example if we need to check your identity and address to comply with Anti Money Laundering Regulations.)

Consent

We only rely on consent as a lawful basis for using your personal data in a few limited circumstances (for example if you ask us to share your contract data with an authorised third party that wishes to provide services to your contract).

Public task

There are times when we need to share data with government bodies to allow them to meet their legal obligations.

Your rights

You have a range of data protection rights in relation to the data we hold about you. You can exercise any of these rights by contacting us. Note that not all of the rights are absolute – some of them depend on which lawful basis we are using to process your data.

Right of access

You can ask us to provide you with a copy of the data we hold about you by making a ‘Data Subject Access Request’ contact us via our email.

Right to data portability

Where we process your personal data for contractual purposes, or with your consent, you can ask us to provide the data we hold about you in a structured, machine-readable format (for example a CSV file).

Right to rectification

If the data we hold about you is incorrect, out of date or incomplete, please let us know and we will put it right.

Right to restrict processing

If you think the data, we hold about you isn’t accurate, you can ask us not to process it until we have corrected any errors or verified that the data is accurate.

Right to erasure

You can ask us to delete your personal data when:

• we no longer need it.
• you have given us consent and you later withdraw it.
• you have objected to us processing your data and we have no lawful basis to do so.
• we are legally obliged to delete it.

Right to object

Where we have a legitimate interest or a public interest in processing your personal data, you can object to this.

Right not to be subject to automated decision-making

Some of our processes are partly or wholly automated, but we don’t make decisions that have a significant or legal effect without human involvement. For example, we may check your evidence of identity electronically, but if this is unsuccessful, we will write to you to ask for documentary evidence instead.

Right to lodge a complaint with a supervisory authority

If you have a complaint about the way we have used your data, please contact us first and we will do our best to put things right for you. If you are not happy with our response, you can escalate your complaint to the Information Commissioner’s Office (ICO).

Changes to how we use your data

From time to time, we may update this privacy notice. You can see the latest version on our website or call or email us and we can send you a copy. If we make a significant change to how we use your data, we will let you know in advance.

Data protection questions or concerns?

Glenn Morley is the Data Controller of the data we hold about you. If you have any questions or concerns about how we process your data, you can contact us at INSERT THE RIGHT CONTACT DETAILS

Want to find out more?

You can find out more about data protection and the rights you have by contacting the independent Information Commissioner’s Office: ico.org.uk