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PRIVACY & COOKIE POLICY

How we collect and use personal data 


Introduction


Cornwall Climate Care is committed to maintaining transparency regarding how we collect, use, store, and protect your personal data. This privacy notice explains the journey of your personal information from the moment it enters our systems until it is no longer needed, including every step along the way. It applies to all individuals who interact with Cornwall Climate Care, including Trustees, volunteers, supporters, contractors, film participants, event attendees, subscribers, and audience members. 

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We aim to ensure compliance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and other relevant laws.


Types of Personal Data Collected

We may process the following categories of personal data:

  • Personal details: name, postal address, email address, telephone number, date of birth
  • Contact details: emergency contact information, references
  • Demographic information: gender, nationality, racial or ethnic origin, disability information, sexual orientation, educational attainment, (special category data, provided optionally in optional audience or participant surveys)
  • Bank account details (for contractual agreements or expense reimbursement)
  • Accessibility and dietary requirements (to facilitate participation in events)
  • Photographs, video recordings, and quotes (with consent)
  • Data required by the Charity Commission for Trustees, including eligibility criteria
  • Subscriber information: name and email address (for newsletters and updates)
  • Safeguarding data: references, ID and DBS checks, history of violence or convictions (where relevant)


How Personal Data is Collected and Why

  • Applications: When you apply to be involved as a Trustee, volunteer, supporter, contractor, film participant, or event participant, you provide your personal details and contact information.
  • Surveys: Demographic information may be collected through voluntary surveys to monitor equality and inclusivity under the Equality Act 2010. You may opt out of providing this data.
  • Events: Accessibility and dietary requirements may be collected to facilitate your participation at Cornwall Climate Care events.
  • Mailing Lists: When you register to receive updates, we collect your name and email address with your explicit consent.
  • Safeguarding: References and checks may be requested for volunteers, Trustees, or contractors to ensure the safety and integrity of our activities.
  • Photography and Media: Photos, videos, and quotes may be collected at events and workshops, always with subjects’ or legal guardians’ consent.


Legal Basis for Processing

Cornwall Climate Care relies on the following lawful bases for processing personal data under UK GDPR Article 6(1) and the Data Protection Act 2018:

  • Contractual Necessity (Article 6(1)(b)): For processing name and contact details of film participants, event attendees, and contractors.
  • Legal Obligation (Article 6(1)(c)): For processing Trustee information, including eligibility criteria, as required by the Charity Commission.
  • Legitimate Interests (Article 6(1)(f)): For processing names, contact details, accessibility and dietary requirements, and emergency contacts for volunteers, film participants, and event attendees; for administration, communication, event organisation, and safeguarding.
  • Consent (Article 6(1)(a), Article 9(2)(a)):  For processing bank account details, images, quotes, and for sending electronic updates. Consent is also required for special category data and publicity materials.
  • Explicit Consent (Data Protection Act 2018, Schedule 1): For processing sensitive personal data and certain safeguarding information.

How Personal Data is Used

  • Administration of the charity, including record keeping and statutory requirements
  • Communication of information, event organisation, and updates about Cornwall Climate Care activities
  • Safeguarding and monitoring diversity and inclusion
  • Publicity, including the use of photographs, videos, and quotes on our website, social media, display boards, and promotional materials
  • Reimbursement of expenses and fulfilment of contractual obligations
  • Distribution of newsletters and updates to subscribers (with consent)


Data Sharing

  • Charity Commission: Trustee personal data (name, eligibility, other charities connected) is shared for registration and displayed on the Charity Commission website.
  • Team Members: Name and contact details may be shared with Cornwall Climate Care Trustees, the project coordinator, producer, filmmaker, and external contractors for activity management.
  • External Parties: Accessibility and dietary requirements may be shared with activity coordinators and caterers; medical information may be shared with emergency services if needed.
  • Legal Requirements: Data may be shared when required by law or at the explicit request of the data subject.
  • Newsletter Subscribers: Information is not shared externally without your permission.


Data Storage

  • Digital records are securely stored on Google Drive, protected by passwords changed every six months or sooner for security reasons.
  • Google servers are located in the United States, Ireland, Netherlands, Taiwan, Singapore, Denmark, Finland, Belgium, and Chile.
  • Mailing list data is stored on Create Send servers in the United States.
  • Complete films are hosted on YouTube.
  • Paper-based documents (e.g., contributor release forms) are securely stored at Cornwall Climate Care’s office.

Access to personal data is restricted to authorised personnel (Charity Director, project coordinator, producer, filmmaker, communication contractor, Trustees).

Data Retention

  • Personal data (name, contact details, accessibility and dietary requirements, bank account details) is retained for as long as necessary for the relevant activity, or for six months after a one-off event to complete administration and assess outcomes.
  • With consent, photos, videos, and quotes may be retained and used for up to six years after an event or activity. 
  • Consent forms/contact details for film participants are retained as long as the films remain in circulation/online.
  • Subscriber data is retained as long as necessary for updates. If you unsubscribe or request no contact, your details are retained in our mailing system under ‘unsubscribed’ to ensure that you no longer receive emails from us.
  • Personal data of screening event attendees, and audience members is kept for two months after the project ends to ensure full participation and communication. Personal details are then removed from records.

Data Subject Rights

You have the following rights under data protection law:

  • Right to be Informed: You have the right to be informed about the collection and use of your personal data, processing purposes, retention periods, and sharing arrangements.
  • Right of Access: You can request copies of the data we hold about you. We will confirm if we are processing your data and provide access if requested.
  • Right to Rectification: You can ask us to correct inaccurate or incomplete personal information. If your data has been shared, we will notify recipients of corrections where possible.
  • Right to Erasure: You can request deletion of your personal data where it is no longer needed or you withdraw consent.
  • Right to Restrict Processing: You may ask us to restrict processing in certain circumstances (e.g., while accuracy is contested or objections are being considered).
  • Right to Object: You can object to processing where we rely on legitimate interests, for direct marketing, or for research purposes.
  • Right to Data Portability: You can request that your personal data be transferred to another organisation or to yourself, where applicable.

Exercising your rights is free of charge. To make a request, please contact us at cornwallclimate@gmail.com. We will respond within one calendar month.


Complaints Procedure

If you have concerns about our use of your personal data, please contact us by:

  • Email: cornwallclimate@gmail.com
  • Post: Cornwall Climate Care,
    The Old Vicarage
    St. Giles-On-The-Heath
    LAUNCESTON
    Cornwall
    PL15 9SF

If you are not satisfied with our response or remain unhappy with how we have handled your data, you may contact the Information Commissioner's Office (ICO):

  • Address: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
  • Helpline: 0303 123 1113
  • Website: https://www.ico.org.uk


Responsibility for Compliance

The Board of Trustees and the Charity Director hold responsibility for ensuring Cornwall Climate Care complies with all relevant data protection laws and regulations.

Status and Amendments

This Privacy Notice is non-contractual and may be amended from time to time. Updates will be posted on the Cornwall Climate Care website and, where appropriate, notified via email. Unless otherwise specified, changes take effect immediately upon posting.
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Information This Website Collects:

1. Contact forms and email links
The information you provide to us via email or within an enquiry form from our website will not be transferred to a database. However, your email address and the details you provided will of course be within our email client systems [such as Outlook or Mac Mail] until we delete it. We will use the information you provide to deal with your enquiry, the project we are commissioned for, or to help with our marketing efforts.

2. Cookies:

Like most websites, this one uses cookies. These are tiny files stored on your computer by your browser. They collect information about how you browse our website and provide information about your computer settings, your operating system and your IP address. They help with Google Analytics and will collect data such as: the pages you visit, dates and times, how long you spend on each page, what you click on within a page and how you found the site. These cookies don’t collect personal data such as names or addresses.

Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer (however, this may prevent you from viewing some parts of our website). If you wish to disable cookies, do a Google search for ‘How to disable cookies’ relevant to the browser you are using.

3. Third Party Data Processors:

We have a number of third parties that use data provided through our website. These are listed below along with links to their own Privacy Policies:

Google Analytics
We use Google Analytics to provide us with our website statistics.
https://www.google.com/intl/en-GB/policies/privacy/

Webflow
Our website is hosted via Webflow - https://webflow.com/legal/privacy

Social Media Platforms
If we provide links to our social media pages from this website, these platforms have their own Privacy Policies.

4. And Finally:

We take every care to protect your personal data however, we can’t guarantee total security and therefore provision of your data is done so at your own risk. Our site contains links to other sites. If you follow a link to any of these other sites, please note that each should have its own privacy policy and we are not responsible for how they manage and/or store any data provided to them.