Privacy policy
We take seriously the privacy of visitors to our web site and the security of their personal information. For the purposes of the Data Protection Act, the East of England Development Agency (EEDA) controls the processing of your personal data supplied through this web site. References in this policy to "we", "us" and "our" refer to EEDA. By using this web site, and by contacting us via this website, you agree to the terms of this privacy policy. Please read this privacy policy carefully as it explains how personally identifiable information is collected and used by EEDA. From time to time our privacy policy may change so please check it occasionally to ensure you are aware of the most recent version which will apply each time you access this web site. By visiting cutyourcarbon.org.uk, or any other domain name which may be used to direct you to this site, you are accepting and consenting to the practices described in this privacy policy.
Statement of intent
From time to time, you will be asked to submit personal information about yourself (e.g. name, address and email address etc) in order to receive information or use services on this web site. You may also be asked if you agree to be sent emails by us. By entering your details in the fields requested, you enable the EEDA and its service providers to provide you with the information you request or the services you select. Whenever you provide such personal information, we will treat that information in accordance with this policy. Our services are designed to give you the information that you want to receive.
Aggregate information
This web site may monitor web site visitor statistics for use by EEDA and other relevant third parties.
Personal information
Where you make contact via this web site we will collect personally identifiable information about you such as your name, e-mail address and other information you voluntarily submit. Should you contact us requesting information which we cannot provide, or is beyond the remit of this web site, we reserve the right to pass your enquiry and personal information to an EEDA regional partner organisation who may be able to assist you with your enquiry. We do this only to provide help and assistance to you with your enquiry. If you would prefer us not to pass your enquiry on in this manner, please state your wish in any correspondence.
Confidentiality and data protection
The following information (2.1 to 2.9) is taken from our Terms and Conditions document for the Cut your Carbon campaign and competition.
2.1 Community data supplied by entrants in the registration form and any other documents relating to the Campaign and/or the Competition will be held by EEDA in accordance with its data protection policy available on EEDA’s website at www.eeda.org.uk/ In the case of conflict between those terms and these terms, these terms will prevail. You acknowledge that such information will be processed by EEDA for the purposes of the Campaign and the Competition and that such processing constitutes a legitimate business use and is proportionate in the circumstances. By participating in the Campaign and/or the Competition you are deemed to accept and consent to the proposed use of your data as set out in the policy and these terms.
2.2 The details of a Community’s plan and information submitted to the Calculator will be held securely by EEDA in compliance with EEDA’s data protection policy and IT security policy. EEDA is committed to the security of its IT systems and is working towards obtaining the ISO 27001:2005 accreditation.
2.3 EEDA will store and use such information and supply such information to EEDA’s affiliated partners, and judges and any of their agents, directors or employees (“Partners”) as is reasonably necessary for the purposes of operating, managing and judging the Campaign and/or Competition (as applicable) and planning future support for communities, competitions, and events including:
(i) name of lead contact and those of members of your Community
(ii) contact address, telephone numbers, fax numbers and e-mail address
(iii) all other information contained within the registration form and calculator (e.g. carbon footprint, Community size, carbon reduction activities taken) and such information shall only be retained by EEDA for the duration of the Campaign and in the event your Community enters the Competition for the duration of the Competition (including if successful, completion of any funded project) and for a reasonable period afterwards, as permitted by law. EEDA may retain anonymous data for use in research and the provision of statistical data.
2.4 EEDA and any of its directors, employees and all other persons contracted to the Agency, either on a permanent or temporary basis, including secondees and contractors may use any information supplied by you to contact you regarding:
(i) future campaigns, competitions or events organised by EEDA or in which EEDA participates or which it funds; and
(ii) other information that may be of interest to you such as other EEDA offers and initiatives that could help you obtain alternative funding or assistance.
2.5 EEDA and its Partners may contact you by e-mail, telephone or post to offer you help and advice or guide you to Community support aimed at addressing your needs. Completion and submission of the Project Proposal Form and/or Business Case will expressly confirm your consent to such contact.
2.6 You or any member of your Community may withdraw consent to EEDA or its partners contacting you or such member(s) of your Community by e-mail or telephone by notifying EEDA by e-mail to cutyourcarbon@eeda.org.uk
2.7 In the event that you subsequently withdraw your consent to be contacted by e-mail or telephone prior to the final judging of the Competition, EEDA reserves the right to disqualify any entry you have made in to the Competition as these means of communication facilitate the speedy and efficient administration of the Campaign and Competition and any inability to use them may jeopardise the timetable.
2.8 Any Personal Data supplied to EEDA for the purposes of the Campaign and/or the Competition will be processed by EEDA as data controller in accordance with the data protection principles set out in the Data Protection Act 1998.
2.9 You will ensure that any information supplied to EEDA for the purposes of the Campaign and/or the Competition does not contain any Personal Data other than that stated at Clause 2.3 (i) and (ii) above unless necessary for the purposes of any application for funding or submission of any document in relation to the Competition. In particular, you agree not to submit any sensitive personal data to EEDA e.g. on individual disabilities of community members.
How we use your information
We will only use information we hold about you in line with this privacy policy and the Data Protection Act. We may, if you have given us permission, from time to time, contact you by e-mail, phone or post with information to meet your requests for information which may be of interest to you. If you no longer wish to receive such communications you can opt-out of receiving further information by contacting us. You should clearly state that you do not wish to receive such communications together with your name, company, address and/or e-mail address and/or telephone number.
How we protect your information
We store your personal data securely. We have in place security policies which are intended to ensure, as far as possible, the security and integrity of all personally identifiable information.
An important note to visitors to this web site who are under the age of 18 years old
Information available on this web site is available to all visitors, but we ask that persons under the age of 18 do not submit any personal information to us. If you are under 18 years old, and this web site offers services or information which may be of interest, please only provide information in conjunction with, and under the supervision of, a parent or guardian.
Use of cookies and IP addresses
Cookies are small files which are sent to your web browser and stored on your computer's hard disk. These are sometimes created and transferred to your hard once you visit a web site, they are subsequently used to identify your computer. A cookie may be used to speed up your access to the web site and the information you wish to view, and also to enable us to measure visits to our web site. The majority of web browsers accept cookies, but you can usually change the browser settings to prevent the transfer. However, please be aware that, if you do so some functionality may be lost when you visit and use this web site. We may also log your IP address which will help us to log visits to our web site.
Agents and service providers
We employ other companies and individuals to perform functions on our behalf. They may need access to your personal information in order to perform their functions. You are assured, however, they may not use your personal information for any other purposes.
Improper conduct
We may use the information we gather and/or receive about you to investigate and help prevent unlawful activity or activity that threatens our network or otherwise jeopardises the provision of this web site.
External websites
This site may include links to external websites which are not the responsibility of EEDA and not covered by this privacy policy. Be sure to check the privacy policy of these sites if asked to provide information.
Forums
We provide access to a Forum for you to communicate with other members of the website. You agree not to post any material that is defamatory, vulgar, inaccurate or violates any laws. You also agree not to post any copyrighted material. EEDA will become copyright holder of any material you post in our forums. You remain solely responsible for the content of your messages, and you agree to indemnify and hold harmless this forum and their agents with respect to any claim based upon any post you may make. We also reserve the right to reveal whatever information we know about you in the event of a complaint or legal action arising from any message posted by yourself. We reserve the right to edit or delete any message for any or no reason whatsoever. If you find any posts that are objectionable, then please contact us.
Access and corrections
Under European data protection law, you have a right to request a copy of personal data which we hold about you upon payment of a small administration fee. You also have a right to require any inaccuracies in your information to be corrected free of charge. You can ask us for a copy of such personal data or to modify your details using our contact form. Please clearly state your name, company, address and/or e-mail address and/or telephone number. We will endeavour to implement your requests as quickly as possible, but cannot guarantee a time frame for the removal or modification of your details.