Privacy Notice

Bristol Climate & Nature Partnership Community Interest Company (the Partnership CIC), the not-for-profit organisation which supports the membership network, is committed to protecting your privacy and processing your information in a fair, lawful and transparent way.

This notice explains how we (the Partnership 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 zero carbon, socially just Bristol where all our communities and nature thrive. This notice was most recently updated on 6 December 2023 in line with the EU General Data Protection Regulations (GDPR).

The notice is split into four sections:

  • Information for members of the Partnership
  • Information for 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 zero carbon, socially just Bristol where all our communities and nature thrive.

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 email address for membership purposes.

We also collect information about the organisations who have joined as members. This includes sector, number of employees, and annual turnover. 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 news, information and opportunities from the Partnership CIC, its member organisations and the city or wider city-region.
  • Send you ad hoc emails with invitations for you and your colleagues to participate in relevant events and initiatives which the Partnership CIC are delivering, supporting or associated with.
  • Notify you about any membership processes, updates or organisational changes from the Partnership 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 member 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, projects, 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 emailing contact@bristolclimatenature.org.

Methods of communication

We primarily communicate using email via Mailchimp (a third-party) service. Please review their terms and conditions and Privacy Policy. From time-to-time we may use a member organisation’s address or phone number to get in touch with member contacts if we have any essential administrative queries regarding your membership.

How we store your personal data and for how long

We 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 email 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. 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.bristolclimatenature.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 emailing us directly at contact@bristolclimatenature.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 contact@bristolclimatenature.org.

2. Information for newsletter subscribers

Our lawful basis for processing your data for the purposes of sending newsletters is consent.
These 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 sector in Bristol, and the Partnership’s vision of a zero carbon, socially just and nature rich city. The newsletters will include specific opportunities from the Partnership CIC and those offered by its member organisations. Your consent for us to use your information in this way is gained when you ‘opt-in’ to receive emails via an online form (linked to from our website) or by opting in when signing up to attend one of our 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.
This information is stored securely using Mailchimp (a third-party service) which we use to send out newsletters. Please review their terms and conditions and Privacy Policy.

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 newsletter. You will be given an opportunity to unsubscribe in every email we send.

3. Events and website privacy information

Humanitix

We use Humanitix (a third-party service) to manage bookings for events that we manage. You are advised to refer to their terms and conditions and Privacy Policy before proceeding with your booking.

At the point of booking, all bookers are notified that the information provided in the form will be used by Bristol Climate & Nature 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.

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.

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 contact@bristolclimatenature.org.

If you wish to attend one of our events but cannot or do not wish to use Humanitix to book a place, please contact us. Note: We sometimes film and photograph events.

Our website

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.

Disclaimer

Please note that the Partnership 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 the Partnership 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.

The Partnership 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. The Partnership 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, or object to, our 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 within 28 days of receiving your request. Please send your request to contact@bristolclimatenature.org with ‘Subject Access Request’ in the subject line. We may take steps to verify your identity before responding to your request.