Climate Cafe® is a non-profit organisation and social enterprise run by a small team of volunteers. Our aim is to connect, support and share information to support and connect new Climate Cafes, and any existing Climate Cafes that wish to be affiliated with us.
This privacy policy aims to give you information on how Climate Cafe® collects and processes your personal data through your use of this website, including any data you may provide through this website when you sign up to our newsletter, leave a comment or contact us via any online submission form on our website.
This website is not intended for children and we do not knowingly collect data relating to children.
It is important that you read this privacy policy together with any other privacy policy or fair processing policy we may provide on specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your data.
Climate Cafe® is regarded as a data controller and responsible for your personal data (collectively referred to as “Climate Cafe”, “we”, “us” or “our” in this privacy policy).
Contact Details
If you have any questions about this privacy policy or our privacy practices, please contact our data privacy manager, Jess Pepper at jess@Climate.Cafe.
You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK regulator for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.
Changes to the Privacy Policy and your Duty to Inform us of Changes
We keep our privacy policy under regular review. This version was last updated on 16 August 2021.
Climate Cafe reserve the right to make changes to this Privacy Policy. Each time you visit this site you should check this Privacy Policy to check that no changes have been made to any sections that are important to you. Where appropriate, any changes will be notified to you by email.
It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.
Third-Party Links
This website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements or their content. When you leave our website, we encourage you to read the privacy policy of every website you visit.
Where we use external websites provided by other organisations such as Twitter, Facebook, Instagram or Eventbrite, please consult their privacy policies.
What Information do we collect?
Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).
We may collect, use, store and transfer different kinds of personal data about you which we have grouped together as follows:
- Identity Data includes first name, last name, username or similar identifier.
- Contact Data includes email address.
- Technical Data includes internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform, and other technology on the devices you use to access this website.
- Profile Data includes your username and password, preferences, feedback and survey responses.
- Communications Data includes your communication preferences.
We also collect, use and share Aggregated Data such as statistical or demographic data for any purpose. Aggregated Data could be derived from your personal data but is not considered personal data in law as this data will not directly or indirectly reveal your identity. For example, we may aggregate your Usage Data to calculate the percentage of users accessing a specific website feature. However, if we combine or connect Aggregated Data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this privacy policy.
We do not collect any Special Categories of Personal Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health, and genetic and biometric data). Nor do we collect any information about criminal convictions and offences.
How is your Personal Data Collected?
We use different methods to collect data from and about you including through:
Direct interactions. You may give us your Identity and Contact Data by filling in forms or by corresponding with us by email. phone, post or otherwise. This includes personal data you provide if you:
- create an account on our website;
- subscribe to our service or publications;
- request marketing to be sent to you;
- give us feedback or contact us.
Automated technologies or interactions. As you interact with our website, we may automatically collect Technical Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies, server logs and other similar technologies.
How do we use your personal information?
We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:
- Where we need to perform the contract we are about to enter into or have entered into with you;
- Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests;
- Where we need to comply with a legal obligation; or
- Where you have consented to us doing so.
Most commonly, we will collect personal data when you register to subscribe to our e-newsletter, in which case the personal data has been provided by you.
Climate Cafe® use a mailing list service, Mailchimp to share information for and about Climate Cafes with those who have connected with us as well as updates and news about Climate Cafe® by e-newsletters. Mail chimp currently meets GDPR’s requirements, for more information click: https://kb.mailchimp.com/accounts/management/about-the-general-data-protection-regulation
Mailchimp’s privacy notice outlines how they collect, use, share and process personal information: https://mailchimp.com/legal/privacy/
We also retain emailing lists in our private email account.
We will not:
- sell or rent your data to third parties
- share your data with third parties for marketing purposes
We’ll share your data if we’re required to do so by law. For example, by court order, or to prevent fraud or other crime.
Who has access to my personal information?
There may be occasions where your details are processed by companies or organisations that are providing services on our behalf, such a Mailchimp.
We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.
Within Climate Cafe access to personal data will be limited to only those individuals who require such information to fulfill their role in the organisation.
International Transfers
We do not transfer your personal data outside the UK, with the exception of our use of the Mailchimp mailing list service. Mailchimp is based in the United States of America and that is where its servers are based. This means personal data Mailchimp process may be transferred to, stored, or processed in the United States. Where that is the case it will be subject to legal protection through the use of UK/EU Standard Contractual Clauses.
What Security Exists?
We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.
We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
How long do we keep your information?
We will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements. We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you.
To determine the appropriate retention period for personal data, we consider the amount, nature and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal, regulatory, tax, accounting or other requirements.
You are able to unsubscribe from the e-newsletter updates at any time by clicking ‘unsubscribe from this list’ at the bottom of the email.
You may also email Jess: Jess@Climate.Cafe to unsubscribe.
How will we contact you?
We will only ever contact you through email unless you have provided a phone number and asked us to contact you in this way.
Your rights
Under certain circumstances, you have rights under data protection laws in relation to your personal data, these are as follows:
the right to be informed;
the right of access;
the right to rectification;
the right to erasure;
the right to restrict processing;
the right to data portability;
the right to object; and
the right not to be subject to automated decision-making including profiling
More details can be found here: https://ico.org.uk/for-organisations/guide-to-data-protection/guide-to-the-general-data-protection-regulation-gdpr/individual-rights/
If you wish to exercise any of your rights, as listed above please email: jess@Climate.Cafe or info@Climate.Cafe
We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.
We try to respond to all legitimate requests within one month. Occasionally it could take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.