Privacy Policy

Policy prepared by: Lawrence Welsby, Data & Insight Manager

Approved on: 27/11/2017

Policy effective from: 27/11/2017

Review Date: 01/06/2018

Cool Earth needs to gather and use certain information about individuals. These can include donors, customers, suppliers, business contacts, employees and other people the organisation has a relationship with or may need to contact.

Personal information means information which relates to a living individual who can be identified from that information such as names, e-mail addresses, personal home addresses, personal phone numbers, personal bank account details, personal description and photograph, etc. (“Personal Information”).

This policy describes how this personal data must be collected, handled and stored to meet the company’s data protection standards — and to comply with the law.

Cool Earth (“we”, “our”, “us”) are committed to protecting and respecting Personal Information. We will treat Personal Information securely.

We are the data controller for the purpose of the Data Protection Act 1998 and the General Data Protection Regulation (Regulation (EU) 2016/679) (“Data Protection Legislation”).

If you have any questions, comments and requests regarding your Personal Information (including how to object to us processing your Personal Information) please contact: [email protected]

If you are unhappy with how we handle your Personal Information, you can notify the Information Commissioner’s Office (ICO) by calling their helpline on: 0303 123 1113.

WHY THIS POLICY EXISTS

This data protection policy ensures Cool Earth:

  1. Complies with data protection law and follow good practice
  2. Protects the rights of supporters, customers, staff and partners
  3. Is open about how it stores and processes individuals’ data
  4. Protects itself from the risks of a data breach

 

DATA PROTECTION LAW

The Data Protection Act 1998 describes how organisations — including Cool Earth— must collect, handle and store personal information.

These rules apply regardless of whether data is stored electronically, on paper or on other materials.

To comply with the law, personal information must be collected and used fairly, stored safely and not disclosed unlawfully.

The Data Protection Act is underpinned by eight important principles. These say that personal data must:

  1. Be processed fairly and lawfully
  2. Be obtained only for specific, lawful purposes
  3. Be adequate, relevant and not excessive
  4. Be accurate and kept up to date
  5. Not be held for any longer than necessary
  6. Processed in accordance with the rights of data subjects
  7. Be protected in appropriate ways
  8. Not be transferred outside the European Economic Area (EEA), unless that country or territory also ensures an adequate level of protection

 

SHARING YOUR DATA WITH COOL EARTH

The following sections detail the various ways that you can share your data with Cool Earth and the personal data collected, the purpose(s) we use the data for and the legal basis for processing your data for the intended purpose(s).

In some cases Legitimate Interest is used as the Legal Basis and if you would like to know more about how we came to this conclusion please contact [email protected].

MAKING A DONATION TO COOL EARTH

This section sets out the Personal Information we collect about our donors, the purpose(s) we use your Personal Information for and the legal basis for processing your data.

 

PERSONAL INFORMATION COLLECTED

CARD & BANK ACCOUNT DETAILS

Card & bank account details are collected and passed to our payment processors (Note that for security reasons card and bank details are not stored in our systems).

DONATION INFORMATION

The amount, date and method of your donation.

CONTACT DETAILS

Your Email Address.

GIFT AID INFORMATION

Should you wish to claim gift aid on your donation we collect your name, address, and declaration of eligibility.

GIFTEE INFORMATION

Should you wish to gift your donation we collect contact details of the giftee.

 

WHAT WE DO WITH YOUR DATA

CARD & BANK ACCOUNT DETAILS

This data is used to process your donation. (Note that for security reasons & PCI Compliance; card and bank details are not stored in our systems).

DONATION INFORMATION – THE AMOUNT, DATE AND METHOD OF YOUR DONATION

This information is used as a record of your donation and to enable us to provide receipts and certificates of your donations. We also want to send the most effective messages that we can in the most efficient way possible, so in order to work out who to contact, what to say and when to get in touch, we analyse your donation information. If you also sign up for a Cool Earth account we may also combine this with demographic information gathered by Google Analytics. Finally, we may also append generalised information from other sources; this information will not be specific to you. Analysing your information as just described is called “segmentation” or “profiling” and it helps us to provide people with the most relevant information in order to identify additional opportunities for them to get involved. We may also use the information provided in aggregate (so that no individuals are identified) for marketing and strategic purposes.

CONTACT DETAILS

  1. Your email address is used so the payment processor can send you your receipt.
  2. If you have provided your consent, your contact details are also used to provide you with updates on our projects and fundraising activities.
  3. We may also use your email address to link your record on our database with information on your use of Cool Earth’s website and demographic information gathered by Google Analytics. See the Use of Cookies section for more information on the data collected and how we use it.

GIFT AID INFORMATION

This data is used to claim gift aid on your donation(s).

GIFTEE INFORMATION

This data will be used to send the giftee their certificate.

 

LEGAL BASIS

CARD & BANK ACCOUNT DETAILS

Necessary for the performance of a contract.

DONATION INFORMATION – THE AMOUNT, DATE AND METHOD OF YOUR DONATION

Legitimate Interest: We believe based on our assessments that it is in our legitimate interests to process your donation information for the purposes outlined and that your fundamental rights are not harmed in doing so.

CONTACT DETAILS

  1. Legitimate Interest: We believe based on our assessments that it is in our legitimate interests to process your Contact information for the purposes outlined and that your fundamental rights are not harmed in doing so.
  2. Consent: On the basis of your consent only.
  3. Legitimate Interest: We believe based on our assessments that it is in our legitimate interests to process your Contact information for the purposes outlined and that your fundamental rights are not harmed in doing so.

GIFT AID INFORMATION

In accordance with HMRC’s Gift Aid rules.

GIFTEE INFORMATION

The email is solicited marketing so does not require consent.

 

SUBSCRIBING TO COOL EARTH’S EMAIL UPDATES

This section sets out the Personal Information we collect about our subscribers, the purpose(s) we use your Personal Information for and the legal basis for processing your data.

 

PERSONAL INFORMATION COLLECTED

CONTACT DETAILS

  1. Your first and last name.
  2. Your Email address.

 

WHAT WE DO WITH YOUR DATA

CONTACT DETAILS

  1. We use your name so that we can address you personally when we get in contact.
  2. We use this to send you our communications (note we are a digital only organisation).
  3. We may also use your email address to link your record on our database with information on your use of Cool Earth’s website and demographic information gathered by Google Analytics. See the Use of Cookies section for more information on the data collected and how we use it.

 

LEGAL BASIS

CONTACT DETAILS

  1. Legitimate Interest: We believe based on our assessments that it is in our legitimate interests to process your donation information for the purposes outlined and that your fundamental rights are not harmed in doing so.
  2. Consent: On the basis of your consent only.
  3. Legitimate Interest: We believe based on our assessments that it is in our legitimate interests to process your Contact details for the purposes outlined and that your fundamental rights are not harmed in doing so.

 

BUYING SOMETHING FROM COOL EARTH’S ONLINE SHOP

This section sets out the Personal Information we collect about our shop purchasers, the purpose(s) we use your Personal Information for and the legal basis for processing your data.

 

PERSONAL INFORMATION COLLECTED

PERSONAL INFORMATION COLLECTED

Card & bank account details are collected and passed to our payment processors (Note that for security reasons card and bank details are not stored in our systems).

DONATION INFORMATION

The amount, date and method of your purchase.

CONTACT DETAILS

  1. Your Email Address.
  2. Your phone number.
  3. Your billing address.
  4. Your delivery address if a physical item.

 

GIFTEE INFORMATION

In the case of virtual gifts, if you wish to gift your donation we collect contact details of the giftee.

 

WHAT WE DO WITH YOUR DATA

CARD & BANK ACCOUNT DETAILS

This data is used to process your purchase.

DONATION INFORMATION

This information is used as a record of your purchase and to enable us to provide receipts and certificates. We also want to send the most effective messages that we can in the most efficient way possible, so in order to work out who to contact, what to say and when to get in touch, we analyse your purchase information. If you also sign up for a Cool Earth account we may also combine this with demographic information gathered by Google Analytics. Finally, we may also append generalised information from other sources; this information will not be specific to you. Analysing your information as just described is called “segmentation” or “profiling” and it helps us to provide people with the most relevant information in order to identify additional opportunities for them to get involved. We may also use the information provided in aggregate (so that no individuals are identified) for marketing and strategic purposes.

CONTACT DETAILS

  1. Your email address is used so the payment processor can send you your receipt. If you have provided your consent, your email address is also used to provide you with updates on our projects and fundraising activities. We may also use your email address to link your record on our database with information on your use of Cool Earth’s website and demographic information gathered by Google Analytics. See the Use of Cookies section for more information on the data collected and how we use it.
  2. Solely for the purpose of fulfilling your order.
  3. Solely for the purpose of fulfilling your order.
  4. Solely for the purpose of fulfilling your order.

GIFTEE INFORMATION

Solely for the purpose of fulfilling your order.

 

LEGAL BASIS

CARD & BANK ACCOUNT DETAILS

Necessary for the performance of a contract.

DONATION INFORMATION

Legitimate Interest: We believe based on our assessments that it is in our legitimate interests to process your purchase information for the purposes outlined and that your fundamental rights are not harmed in doing so.

CONTACT DETAILS

  1. Legitimate Interest: We believe based on our assessments that it is in our legitimate interests to use your contact information for the purposes outlined and that your fundamental rights are not harmed in doing so.  Your contact information will be used for marketing purposes on the basis of your consent only.
  2. Necessary for the performance of a contract.
  3. Necessary for the performance of a contract.
  4. Necessary for the performance of a contract.

 GIFTEE INFORMATION

The email is solicited marketing so does not require consent.

 

CREATING AN ACCOUNT

This section sets out the Personal Information we collect about our account holders, the purpose(s) we use your Personal Information for and the legal basis for processing your data.

PERSONAL INFORMATION COLLECTED

CONTACT DETAILS

  1. Your first and last name.
  2. Your Email address

 

WHAT WE DO WITH YOUR DATA

CONTACT DETAILS

  1. We use your name so that we can address you personally when we you are logged into your account.
  2. Your email address is used to link your website account to your record in our database. We may also link your account with information on your use of Cool Earth’s website and demographic information gathered by Google Analytics. See the Use of Cookies section for more information on the data collected and how we use it.

 

LEGAL BASIS

CONTACT DETAILS

  1. Legitimate Interest: We believe based on our assessments that it is in our legitimate interests to process your donation information for the purposes outlined and that your fundamental rights are not harmed in doing so.
  2. Consent: On the basis of your consent only.

 

SUBMITTING A CONTACT FORM TO COOL EARTH

This section sets out the Personal Information we collect when you submit a contact us form to Cool Earth, the purpose(s) we use your Personal Information for and the legal basis for processing your data.

 

PERSONAL INFORMATION COLLECTED

CONTACT DETAILS

  1. Your first and last name.
  2. Your Email address
  3. Your Message

 

WHAT WE DO WITH YOUR DATA

CONTACT DETAILS

  1. We use your name so that we can address you personally when we respond to your message.
  2. Your email address is used to reply to your enquiry. If you have provided your consent, your contact details are also used to provide you with updates on our projects and fundraising activities.

 

LEGAL BASIS

CONTACT DETAILS

  1. Legitimate Interest: We believe based on our assessments that it is in our legitimate interests to process your name for the purposes outlined and that your fundamental rights are not harmed in doing so.
  2. This is not a marketing email so does not require your consent. Your email address will only be used to send you marketing emails if you have given your consent.

APPLYING FOR A JOB AT COOL EARTH

This section sets out the Personal Information we collect about our job applicants, the purpose(s) we use your Personal Information for and the legal basis for processing your data.

 

PERSONAL INFORMATION COLLECTED

INTRODUCTION

  1. Name
  2. Contact details including email, telephone and home address.

SKILLS AND EXPERIENCE

  1. Education and previous employment details.

FURTHER INFORMATION

  1. Disability status
  2. legal entitlement to work in the UK
  3. Notice period.

REFERENCES

  1. Names and contact details of two referees.

 

WHAT WE DO WITH YOUR DATA

INTRODUCTION

  1. For the purpose of contacting you about your application. If you give consent, your email address will also be used to send you our email updates.

SKILLS AND EXPERIENCE

  1. For the purpose of evaluating your application only.

FURTHER INFORMATION

  1. For the purpose of evaluating your application only.

REFERENCES

  1. For the purpose of evaluating your application only.

 

 

LEGAL BASIS

Introduction

  1. Legitimate Interest: We believe based on our assessments that it is in our legitimate interests to process your information for the purposes outlined and that your fundamental rights are not harmed in doing so.
  2. Consent: We will only use your email address for marketing purpose on the basis of your consent.

Skills and Experience

  1. Legitimate Interest: We believe based on our assessments that it is in our legitimate interests to process your information for the purposes outlined and that your fundamental rights are not harmed in doing so.

Further Information

  1. Legal Obligation: We are legally obliged to ask about your disability status and entitlement to work in the UK.
  2. Legitimate Interest: We believe based on our assessments that it is in our legitimate interests to request your notice period for the purposes outlined and that your fundamental rights are not harmed in doing so.

References

  1. Legitimate Interest: We believe based on our assessments that it is in our legitimate interests to request this information for the purposes outlined and that your fundamental rights are not harmed in doing so.

 

SHARING PERSONAL INFORMATION

 

Depending on the context we may share your Personal Information with the following organisations:

  1. Stripe Payments UK LTD, a company incorporated under the Companies Acts in England (Company Number: 08480771) with its Registered Office address at 9th Floor, 107 Cheapside, London, EC2V 6DN to process your donation and send you a receipt.
  2. Payment Solutions Limited trading as Smart Debit UK LTD,  a company incorporated under the Companies Acts in England (Company Number: 03493808 ) with its Registered Office address at Windlesham Court, 51 Guildford Road, Bagshot, Surrey, GU19 5NG to process your donation and send you a receipt.
  3. Cool Earth Action USA, a charity in the USA (EIN-26-3688173) with its registered office address at One Hanson Place, 17D, Brooklyn , NY 11243 as we share our customer relationship management database in order to reduce administration time and cost. Access is granted to one individual who needs to record information in the database.
  4. Dotmailer, a company incorporated under the Companies Acts in England (Company Number: 03762341) with its registered address at No 1 London Bridge, London, SE1 9BG if you submit an email address.
  5. The Adventurists, a company incorporated under the Companies Acts in England (Company Number: 5995303) with its Registered Office address at 14 Whitehouse Street, Bristol, BS3 4AY only where you have a pre-existing relationship with The Adventurists.
  6. Appropriate contractual agreements are in place to ensure all personal information is stored and processed securely.

 

TRANSFER OF PERSONAL INFORMATION OUTSIDE OF THE EEA

Cool Earth is an International charity and on occasion, your personal data may be transferred outside of the EEA. Such transfers will only occur where strictly necessary and either contractual clauses or data sharing agreements will ensure that your data will be processed with the same protections in place as in the EEA.

 

RETENTION PERIODS

We will not hold your Personal Information for any longer than is necessary for the “uses” outlined above, unless we are required to keep your Personal Data to comply with the law and any regulatory requirements.

 

YOUR RIGHTS

Under the Data Protection Legislation you have certain rights in relation to your Personal Data:

  1. You have the right to access the Personal Information we hold about you by making a subject access request in accordance with the Data Protection Legislation. Until 25 May 2018 we may charge a fee of £10 for any requests. After 25 May 2018 we may charge a reasonable fee when a request is manifestly unfounded or excessive. You can make your request to: [email protected]
  2. You have the right to have your Personal Data rectified if it is inaccurate or incomplete.  You can exercise your request by contacting: [email protected]
  3. You have the right to have your Personal Information deleted in certain specific circumstances.
  4. You have the right to restrict the processing of your Personal Information in certain specific circumstances.
  5. You have the right to withdraw your consent at any time.

To use your rights, please contact: [email protected]

 

USE OF COOKIES

A cookie is a tiny element of data that our site can send to your browser, which enables the server to collect information from the browser and may then be stored on your hard drive. This small amount of information does not contain any private information stored on your computer. For more information about cookies, please go to http://www.cookiecentral.com.

The Cool Earth Action website uses cookies to identify you when you visit the website and to keep track of your browsing patterns, including how you came onto the site, and build up a demographic profile. This data is anonymous in that it is not linked to any other data we hold about you. However, if you create an account then we may link this data with your account and record in our CRM database. Our use of cookies also allows registered users to be presented with a personalised version of the site, carry out transactions and have access to information about their account.

You can access our website without disclosing your personal data but if you set your web browser to disable cookies altogether, this will restrict your use of the website.

For more information on the specific Cookies Cool Earth uses please see our full Cookie Policy.

 

ADVERTISING

So that any advertising we engage in is as effective as possible, we make use of Google and Facebook services to create audiences where we focus our efforts. These audiences are created based upon use of our website and information individuals have shared with Google and Facebook.

 

DISCLOSURES

When you provide us with personal information you are sharing that information with us alone unless stated otherwise. We will only disclose personal information to successors in title to our business and suppliers we engage to process data on our behalf. We will not share your information with any other third parties, outside of those specified in this policy, unless you opt-in and authorise us to do so.

 

OTHER WEBSITES

Our website may contain links to other websites which are outside our control and are not covered by this Privacy Policy. If you access other sites using the links provided, the operators of these sites may collect information from you which will be used by them in accordance with their privacy policy, which may differ from ours.

 

CHILDREN’S PRIVACY

No information should be given on this website by children under the age of 13 without prior parental consent. No sharing of data collected from children with any third parties is permitted at any time under any circumstances and all applicable laws with respect to data collection from children are followed.

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