Privacy Policy

Tollesbury Climate Partnership (TCP) Ltd Privacy Policy

Our contact details

Name: Richard Beaven
Registered Address: 47 Station Rd, Tollesbury, Essex, CM98RB.
Phone Number: 01621 882785
Web: https://tollesburyclimate.org
E-mail: directors@tollesburyclimate.org
Date: June 2023
Review date no later than 15/6/2024

The type of personal information we collect

We currently or potentially may collect, hold and process the following information:

Name and confirmation you are aged 16 years or over, or your date of birth if under 16.
Your date and/or your year of birth
Contact details including home address, email address, phone number and social media usernames.
Date of birth – where you are or will be a director or where you are subject to anti-money laundering checks.
Details of how you have used our products and services, events you have attended, surveys and consultations you have responded to and how you have interacted with our email and web content and any feedback collected.
Bank details used to purchase products/services/shares of TCP.
When registering for events we ask for dietary requirements and requirements around access (e.g. disabilities).
Information you have requested on our products and services.
Visual images of you at our events
Images of/ from your home from our thermal imaging camera
Permissions for us to use electronic images in our social media, publicity or website, where the identity of children could reasonable be established from the images.

We may also collect, store and use the following ‘special categories’ of more sensitive personal information:

Data concerning health, such as allergies – where it may affect your attendance at our events.
Data on your racial or ethnic origin

How we get the personal information and why we have it

Most of the personal information we process is provided to us directly by you for one of the following reasons:

In relation to your membership application to join Tollesbury Climate Partnership
In relation to your investments that you may make in share offers we will offer from time to time.
In relation to registration for events we, or organisations we have partnered with, are running.

We also receive personal information indirectly, from the following sources in the following scenarios:

Organisations we have asked to manage share offers on our behalf.
Organisations we have asked to run events on our behalf.

We use the information that you have given us in order to manage your membership/ investments in TCP and your participation at events.

We may share your personal information with organisations who are managing share offers or events on our behalf, where you have explicitly given us consent to do so.

Under the UK General Data Protection Regulation (UK GDPR), the lawful bases we rely on for processing this information are summarised in the Table below.

Situations and legal basis in which we will use your personal information	Purpose of data processing
Where we need to fulfil a contract with you	Contacting you with regard to your membership of TCP, its operations, events and governance. When you have purchased a product, service, including attendance at events, or shares from TCP.
Where we need to comply with a legal obligation	Where we need to conduct anti-money laundering checks. To comply with our rules and corporate legislation.
Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests	To communicate with you our mission to reduce the impact of climate change and protect the Tollesbury we love for future generations unless you have specifically informed that you do not wish to receive such communications from us. To keep you informed of similar products and events to ones you have previously purchased/ attended from TCP unless you have specifically informed that you do not wish to receive such communications from us.
Where you have freely given your consent to us using your personal information for one or more specific purposes	Where you have subscribed to a mailing list to keep informed about our work. Where you have signed up to hearing more about what TCP is doing and the services we provide. Where you have provided explicit consent to use images of you and your family.
We will only use your ‘Special category’ information if you have freely given your informed and unambiguous consent	To help ensure your safe participation at events. To collate information on ethnicity and diversity of our membership as required by certain funding organisations

How we store your personal information

Your information is securely stored, with access restricted to the membership secretary and Directors of TCP.

How long will we keep your personal information?

We will only retain your personal information for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

Category of Personal information	Retention Policy
Information relating to your membership of TCP
Details of events you have attended and share offers you have invested in.	For the duration that you are a member of TCP + 2 years
Financial Information relating to a specific Share offer you have invested in	For the duration that you hold shares relating to an offer + 2 years
Images of you and your family where you have provided explicit consent for us to use these images . Images of/ from your home obtained from our thermal imaging camera	Until you revoke that consent, in which case we will delete the source image from our records and stop using it in the future. However, if an image has been published in one of our reports then we will maintain a copy of the image in the report as published
Special category information concerning: health, such as allergies – where it may affect your attendance at our events. your ethnicity	3 months after the event or series of events For the duration that you are a member of TCP + 2 years, or until you revoke consent

Your data protection rights

Under data protection law, you have rights including:

Your right of access – You have the right to ask us for copies of your personal information.

Your right to rectification – You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.

Your right to erasure – You have the right to ask us to erase your personal information in certain circumstances.

Your right to restriction of processing – You have the right to ask us to restrict the processing of your personal information in certain circumstances.

Your right to object to processing – You have the the right to object to the processing of your personal information in certain circumstances.

Your right to data portability – You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

Please contact us at directors@tollesburyclimate.org, 01621 882785 or 47 Station Rd, Tollesbury, Essex, CM98RB if you wish to make a request.

How to complain

If you have any concerns about our use of your personal information, you can make a complaint to us at directors@tollesburyclimate.org or 47 Station Rd, Tollesbury, Essex, CM98RB.

You can also complain to the ICO if you are unhappy with how we have used your data.

The ICO’s address:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113
ICO website: https://www.ico.org.uk