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PRIVACY POLICY

Last updated: October 2024

At Be The Earth Foundation ("we", "our", "us"), we are committed to protecting your privacy and ensuring the confidentiality of your personal data. This Privacy Policy outlines what personal information we collect, how we use it, and your rights regarding your data. By interacting with our services, including our website, events, and programmes, you agree to the terms described in this policy.

1. Information We Collect and Purpose of Processing

We collect and process the following categories of personal data for specific purposes as outlined below:

  • Newsletter Sign-Up:

    • Data collected: Name and email address

    • Purpose: To send you newsletters, updates, and communications related to Be The Earth Foundation’s activities, including upcoming events and opportunities.

  • Subsidy Application:

    • Data collected: Name and email address

    • Purpose: To process and evaluate your application for subsidies provided by Be The Earth Foundation.

  • Event Onboarding:

    • Data collected: Name and email address

    • Purpose: To provide updates and relevant communications about events hosted or sponsored by Be The Earth Foundation.

  • Reciprocity Hive Application:

    • Data collected: Name and email address

    • Purpose: To process and evaluate your application to donate to the Reciprocity Hive.

  • Grant Onboarding:

    • Data collected: Name, email address, phone number, home/business address, and bank details

    • Purpose: To manage the onboarding process for grants, including communication and the transfer of grant funds.

  • Supplier Onboarding:

    • Data collected: Name, email address, phone number, home/business address, and bank details

    • Purpose: To manage the onboarding process for suppliers, including communication and the disbursement of payments.

2. Legal Basis for Processing

We collect and process your personal data based on the following legal grounds under the UK General Data Protection Regulation (UK GDPR):

  • Consent: For sending newsletters, event updates, and communications, we rely on your consent when you voluntarily sign up.

  • Contractual Necessity: For processing applications (subsidies,  grants, suppliers), we process your data as necessary to fulfil a contractual obligation or a legitimate interest in processing your application.

  • Legal Compliance: We may process certain information to comply with legal and regulatory obligations.

3. How We Share Your Data

We do not sell or rent your personal information to third parties. However, we may share your personal data in the following instances:

  • Service Providers: We may engage trusted third-party service providers to assist in the operation of our services (e.g., for newsletter distribution or financial management). These providers are bound by confidentiality agreements and are not permitted to use your information for any other purpose.

  • Legal Obligations: We may disclose your personal information when required to comply with legal obligations, such as responding to a court order or regulatory request.

4. Data Security

We implement appropriate technical and organisational measures to protect your personal data from unauthorised access, loss, misuse, or disclosure. These measures include secure servers, encryption, and restricted access to personal information.

Despite our best efforts, no method of transmission over the internet or electronic storage is completely secure. We cannot guarantee the absolute security of your information.

5. Data Retention

We will retain your personal data only for as long as necessary to fulfil the purposes for which it was collected or as required by law. Specific retention periods are as follows:

  • Newsletter Sign-Up Data: Retained until you unsubscribe or withdraw your consent.

  • Subsidy, Grant, Reciprocity Hive, and Supplier Application Data: Retained for the duration of your relationship with us and as long as necessary to meet legal, financial, or regulatory obligations after that relationship ends.

6. Your Rights

Under UK GDPR, you have the following rights with regard to your personal data:

  • Access: You may request access to the personal data we hold about you.

  • Correction: You have the right to request the correction of inaccurate or incomplete personal data.

  • Deletion: You may request the deletion of your personal data, subject to legal or contractual obligations.

  • Objection: You may object to the processing of your personal data in certain circumstances, such as for direct marketing purposes.

  • Portability: You have the right to request the transfer of your personal data to another data controller.

  • Withdrawal of Consent: Where we process data based on your consent, you may withdraw your consent at any time.

To exercise any of these rights, please contact us at ellie@betheearth.foundation.

7. International Data Transfers

If your personal data is transferred outside the UK, we will ensure appropriate safeguards are in place, such as Standard Contractual Clauses (SCCs), to protect your data in accordance with UK GDPR.

8. Children’s Privacy

We welcome individuals under the age of 18 to sign up for our newsletter and participate in our events. However, we recognise the importance of protecting children’s privacy, and we are committed to complying with applicable data protection laws regarding children.

  • Children under the age of 13: If you are under 13, you must have the permission of a parent or guardian before providing us with any personal information.

  • Children aged 13 to 17: If you are between the ages of 13 and 17, we request that you obtain permission from a parent or guardian before providing us with your personal information, such as when signing up for our newsletter or attending events.

We do not knowingly collect personal data from children under 13 without verifiable parental consent. If we become aware that we have inadvertently collected such data without proper consent, we will take steps to delete it promptly.

9. Data Breaches

In the event of a data breach, we will notify the Information Commissioner’s Office (ICO) and affected individuals if required by law, particularly where there is a high risk to your rights and freedoms.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal obligations, or services. Any updates will be posted on this page, and we will notify you of significant changes through appropriate channels, such as email.

11. Contact Us

If you have any questions or concerns about this Privacy Policy or how we handle your personal data, please contact us at:

Be The Earth Foundation
7 Cavendish Square, London, W1G 0PE
Email: ellie@betheearth.foundation

 

By using our services or providing us with your personal data, you acknowledge that you have read and understood this Privacy Policy.

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