Bristol Green Capital Partnership community interest company (BGCP CIC), the not-for-profit organisation which supports the Partnership, is committed to protecting your privacy and processing your information in a fair, lawful and transparent way.
This notice explains how we (BGCP CIC) process the information we collect as part of our ongoing work to support individuals and organisations to work towards the Partnership vision of a sustainable city with a high quality of life for all. This notice was most recently updated on 10 May 2018 in line with the new EU General Data Protection Regulations (GDPR) which take effect from 25 May.
The notice is split into four sections:
- Information for members of the Partnership
- Information for e-newsletter subscribers
- Information for any individual who attends our events and uses our website
- General information about your rights about personal data
1. Information for Members of the Partnership
When we refer to ‘member organisation’ we mean the organisation that has joined the Partnership and pledged to work towards the vision of a sustainable city with a high quality of life for all.
When we refer to ‘member contact’ we refer to the individual people within that member organisation who have been registered as points of contact.
What information we collect and why
When an organisation joins the Partnership, we request that one or more member contacts register on behalf of the organisation and provide a full name and e-mail address for membership purposes.
We also collect information about the organisations who have joined as members. This includes: no. of staff and annual turnover; address; telephone number; Twitter handle; website URL. Note: Each member organisation will have a ‘primary’ contact. This will be the individual who first signed-up or someone who has since been nominated.
How we use your information
If you are a member contact with an organisation, we will:
- send you a regular mailing with a round-up of news, information and opportunities from BGCP CIC, its member organisations and the city or wider city-region
- send you ad hoc e-mails with invitations for you and your colleagues to participate in relevant events and initiatives which BGCP CIC are delivering, supporting or associated with
- notify you about any membership processes, updates or organisational changes from BGCP CIC that relate to and/or may impact on your organisation’s membership of the Partnership
- contact you to ensure the information we hold for you is correct
- contact you to request feedback or invite your participation in surveys for research purposes and to improve the services we provide
We routinely combine and analyse information we hold about members organisations and member contacts with other data we collect to better understand how and to what extent both you and your organisation engage with the Partnership. This includes:
- Attendance at our events
- Your engagement with our mail-outs via Mailchimp analysis
- Any active participation you have in Partnership forums, initiatives and processes
We do not share your personal data with any third parties. On occasion we share and report on member organisation information for academic research and internal evaluation purposes – any personal data used for statistics is aggregated and anonymised. We do publish a list of members organisations on our website. You have the option to withdraw from this list at any point by e-mailing email@example.com.
Methods of communication
How we store your personal data and for how long
From 25 May 2018, we will securely store all membership information securely using Salesforce CRM software.
When a member contact unsubscribes or moves on from their organisation, or we receive an e-mail bounce-back, their record will be deactivated and they will no longer receive membership communications. Information about their engagement with the Partnership will remain on the associated member organisation’s account within our database for a period of no more than two years. After this point, individual information will be anonymised. We store this data for evaluation and reporting purposes only.
Lawful basis for processing data
Our lawful basis for processing personal data is consent. Organisations freely join the Partnership and individuals opt-in to become member contacts for that organisation by providing their consent for us to process their data for this purpose. Currently, this joining process is through our online forms at www.bristolgreencapital.org. We have not and will never use any method of default consent to enable us to collect and process your personal information as a member contact with a member organisation. We have updated our online form privacy statement to provide more information about our data processing for new members at the point of joining.
Our lawful basis for processing and storing information about your engagement with the Partnership is legitimate interest – this processing is essential to the development of the company and the services we provide by helping us to understand how and to what extent both you and your organisation has engaged with the Partnership.
Anyone who is signed up to the Partnership has the option to deactivate organisational membership, or deactivate individual involvement as a member contact, at any point. You can do this by clicking the link to ‘Unsubscribe’ on any e-mail you receive or e-mailing us directly at firstname.lastname@example.org
Please note that without at least one member contact, an organisation’s membership will become inactive.
Any individual can ask us to delete any personal data that we hold at any point during membership or within two years of deactivating a membership by sending a ‘Delete personal data’ request to email@example.com.
2. Information for e-newsletter subscribers
Our lawful basis for processing your data for the purposes of sending e-newsletters is consent.
These e-newsletters are sent at regular monthly intervals and are intended to inform any interested individual about news, information and opportunities related to the environmental sustainability mission of the Partnership. The will include specific opportunities from BGCP CIC and those offered by its member organisations. Your consent for us to do use your information in this way is gained when you ‘opt-in’ to receive e-mails via an online form (linked to from our website). In previous years, we have also used ‘opt-in’ tick boxes on paper forms at events. Our data protection policy means that we have never used pre-ticked boxes or any other method of default consent to enable us to collect and process personal information for this purpose. We do not pass on this information to third-party companies.
Any individual can unsubscribe at any point using the Unsubscribe link at the footer of the e-newsletters. From May 2018, BGCP CIC will contact any inactive subscribers (individuals who have not recently opened or engaged with the e-mails they receive from us) on an annual basis to re-confirm their interest in receiving our e-newsletters.
If you wish to be removed from this database, you can unsubscribe at any point by clicking on the link on the foot of the e-newsletter. You will be given an opportunity to unsubscribe in every email we send.
3. Events and website privacy information
At the point of booking, all bookers are notified that the information provided in the form will be used by Bristol Green Capital Partnership CIC to administer and manage bookings and stored for monitoring and evaluation purposes. This includes the following processing activities; to administer and manage bookings, such as producing a registration list on the door and notifying you of any essential information about the event you have booked for. If you are booking for a paid-for event, we will also request your postal address, credit or debit card number and expiry date. These details are held securely by Eventbrite for the purposes of processing payment.
We store information about your booking for evaluation and monitoring purposes. Our lawful basis for this is legitimate interest – as we use this information for impact reporting and to help us improve our programme offer by understanding how many organisations and individuals engage with the programme of events that we offer. This means that for existing member contacts on our membership database, a note of your attendance will be recorded. If you are not an existing member of the Partnership, we will store your data for a period of no more than two years after the event – unless you sign up as a named contact with a member organisation during this period.
Additionally, at the point of booking, we will ask for your consent to send you a follow up e-mail after the event – so that we can provide further information about the content of the event and any related opportunities.
We do not share the details provided with any third parties. On occasion, we do run joint events in partnership with other organisations, and therefore the data you provide will be jointly processed by both organisations. However, we will notify you about this at the point of booking.
You can withdraw consent for the processing of your data at any point by sending a ‘Delete personal data’ request to firstname.lastname@example.org.
If you wish to attend one of our events but cannot or do not wish to use Eventbrite to book a place, please contact us. Note: We sometimes film and photograph events. Please let us know if you do not wish to be filmed or photographed.
We collect information through the website for the purposes of membership registration, to collect queries via the contact form and for general newsletter subscription. If you visit the website but do not provide your details as above, we do not collect any personal information about you through the website, although we may track your use of the website using cookies. Cookies are small anonymous text files that are placed on your computer by websites that you visit.
We use Google Analytics cookies to track anonymous usage statistics and do not collect any personal information that can be used to identify you. This helps us analyse data about webpage usage and improve our website in order to tailor it to user needs.
Most web browsers allow some control of most cookies through the browser settings. To find out more about cookies, including how to see what cookies have been set and how to manage and delete them, visit www.allaboutcookies.org. To opt out of being tracked by Google Analytics across all websites you can visit www.tools.google.com/dlpage/gaoptout
Please note that BGCP CIC uses a range of third-party services for the processing of data which have been detailed above. These services are not owned or managed by BGCP CIC. Although efforts have been taken to use services that are secure and provide safeguarding for information, we do not accept any responsibility or liability for the policies.
BGCP CIC makes every effort to maintain the accuracy of the information on this website and in our digital communications but cannot accept responsibility for any loss or damage which may occur from use of the information. This website and our digital communications may contain links to external websites managed and maintained by external companies. We are not responsible for the privacy practices, cookie policies or the content of such websites or of other third parties. BGCP CIC does not provide quality control of external links; the inclusion of any company’s name within the pages or digital communications should not be construed as a recommendation of that company’s products and / or services.
4. Information about your rights
You have a number of rights in relation to your personal data. These include the right to:
- find out how we process your personal data
- request that your personal data is corrected if you believe it is incorrect or inaccurate
- obtain restriction on our, or object to, processing of your personal data
- withdraw your consent to our processing of your personal data
- obtain a copy of the personal information which we hold about you.
If you would like to make a subject access request and obtain a copy of the personal information that we hold about you, we are more than happy to do so free of charge – with the exception of requests that are manifestly unfounded, excessive or repetitive. If we determine this to be the case, we may charge a reasonable fee or refuse to act on the request.
We will respond and provide the information within 28 days of receiving your request. Please send your request to Vicki Woolley, BGCP CIC Operations Manager, at email@example.com with ‘Subject Access Request’ in the subject line. We may take steps to verify your identity before responding to your request.