References to “you” or “your” means any individual whose personal data we process in connection with the users of this website and provision of the Sustainable Futures Platform and includes individuals employed by our members and affiliate audit companies and individuals whose personal data is processed in connection with the provision of information to members.
Who can you contact for privacy questions or concerns?
How do we collect personal data?
We obtain personal data directly from individuals in a variety of ways, including obtaining personal data from individuals who provide us their information on the Sustainable Futures portal, complete our online forms, subscribe to our newsletters and preference center, register for webinars, attend meetings or events we host, visit our offices or apply for open roles. We may also obtain personal data directly when, for example, we are establishing a business relationship, or through our hosted software applications.
We obtain personal data indirectly about individuals from a variety of sources, including recruitment services and our members. We may attach personal data to our customer relationship management records to better understand and serve our members, subscribers and individuals, satisfy a legal obligation, or pursue our legitimate interests. This personal data includes names and email details of those individuals
What categories of personal data do we collect?
How do we process your personal data?
Under data protection legislation we can only use your personal data if we have a proper reason to do so (this is also known as a legal basis). We have set out our reasons for using your personal data below. You have the right to object to our use of your personal information at any time. Please see the ‘What are your data protection rights?’ section below for a summary of your right to object and the details of who to contact if you want to exercise them. Please see the ‘Who can you contact for privacy questions or concerns?’ section if you need to get in touch.
We may rely on the following lawful reasons when we collect and use personal data to operate our business and provide our products and services:
We may process personal data in order to perform our contractual obligations where we have a contract with an individual.
We may rely on your freely given consent at the time you provided your personal data to us.
c) Legitimate interests:
We may rely on legitimate interests based on our evaluation that the processing is fair, reasonable and balanced. These include:
d) Legal obligations and public interests:
We may process personal data in order to meet regulatory and public interest obligations or mandates. Where we process your personal data on the legal basis of our legitimate interests, we have carefully considered and assessed your rights and freedoms which require protection of your personal data in respect of each specific purpose. Having undertaken this assessment, we have determined that our legitimate interests are not overridden by your rights under data protection legislation. If you would like further information about how we have balanced your rights and freedoms against our legitimate interests, please get in touch using the details in the ‘Who can you contact’ for privacy questions or concerns? section above.
We may be required to obtain your personal data to comply with our legal requirements, to enable us to fulfill the terms of our contract with you or in preparation of us entering into a contract with you. If you do not provide the relevant personal data to us, we may not be able to provide you with membership services or otherwise interact with you. If you wish to change your marketing preferences and you do not wish to hear from us, please let us know by contacting us on the details provided in the Who can you contact for privacy questions or concerns? section above.
Why do we need personal data?
It’s important to us that we are transparent when we collect and use personal data, and that we tell you why we need it and more specifically the purposes for which we process it. These typically include:
Do we share personal data with third parties?
We may occasionally share personal data with trusted third parties for the purposes set out above. These recipients are contractually bound to safeguard the data we entrust to them. We may engage with several or all of the following categories of recipients:
We may share your personal data with other third parties, for example- in the event that we sell or buy any business or assets, we may disclose your personal data to the prospective seller or buyer of such business or assets;
What are your data protection rights?
You have certain rights with respect to your personal data. The rights will only apply in certain circumstances and are subject to certain exemption. Your rights are highlighted below:
You have the right to suspend our use of your personal data in certain circumstances. For example:
You have the right to obtain your personal data in a structured, commonly used and machine-readable format and for it to be transferred to another organisation, where it is technically feasible.
The right only applies:
Right to object:
Right to object to the use of your personal data (including to object to direct marketing, automated decision making and profiling)
Right to Withdraw Consent:
You have the right to withdraw your consent, to one or more forms of processing, at any time where we rely on consent to use your personal data. This will not affect the lawfulness of any processing carried out before you withdraw your consent. It may mean we are not able to provide certain products or services to you and we will advise you if this is the case.
Right to complain to the relevant data protection authority:
If you think that we have processed your personal data in a manner that is not in accordance with data protection legislation, you can make a complaint to the data protection regulator.
We may need to request specific information from you to help us confirm your identity and ensure your right to access the information or to exercise any of your other rights. This helps us to ensure that personal data is not disclosed to any person who has no right to receive it. No fee is required to make a request unless your request is clearly unfounded or excessive. Depending on the circumstances, we may be unable to comply with your request based on other lawful grounds.
What about personal data security?
We have put appropriate technical and organisational security policies and procedures in place to protect personal data (including sensitive personal data) from loss, misuse, alteration or destruction. We aim to ensure that access to your personal data is limited only to those who need to access it. Those individuals who have access to the data are required to maintain the confidentiality of such information. If you have access to parts of our website or use our services, you remain responsible for keeping your user ID and password confidential. Please be aware that the transmission of data via the internet is not completely secure. Whilst we do our best to try to protect the security of your personal data, we cannot ensure or guarantee the security of your data transmitted to our site, and any transmission is at your own risk.
How long do we retain personal data?
We retain personal data to provide our services, stay in contact with you and to comply with applicable laws, regulations and professional obligations that we are subject to. Unless a different time frame applies as a result of business need or specific legal, regulatory or contractual requirements, where we retain personal data in accordance with these uses, we retain personal data for two years. We will dispose of personal data in a secure manner when we no longer need it.
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