Privacy Policy

1. Our contact details

Name: Chris Smart
Address: Stanley House, 69/71 Hamilton Road, Motherwell, Lanarkshire, ML1 3DG

E-mail: grantsadmin@environmentalkeyfund.com
Website: www.environmentalkeyfund.com
Date: 30 September 2020

Welcome to the EKF website.

We are a data controller for the purposes of data protection laws applicable in the UK.  This policy, together with our and any other documents referred to in it, sets out the basis on which any personal information we hold about you will be processed by us. By clicking ‘I Accept’ on the Privacy Policy pop-up, which will appear upon your first visit to our Website, you are accepting and consenting to the practices described in this policy. You have the right to withdraw your consent to our processing of your personal information at any time, unless processing your personal information is required in order for us to fulfil our contractual obligations to you, for example under a funding agreement.  If you wish to do so, please contact us using the details listed at the beginning of this policy.

2. The type of personal information we collect

From time to time, we may collect and process certain personal information about you. You may give us information about you by filling forms on our Website or by corresponding with us by phone, -mail or otherwise. This includes information you provide when you register to use our Website, apply to us to receive the Funding and when you report a problem with our Website. The information you give us may include your name, address, e-mail address, phone number and photographs.
We may also collect details of your visit to our Website, including, for example, the length of time you spend browsing certain pages of our Website.

You have the right to withdraw your consent to our processing of your personal information at any time, unless processing your personal information is required in order for us to fulfil our contractual obligations to you, for example under a funding agreement.  You can see what constitutes personal information on the Information Commissioners Office (ICO) website. If you wish to do so, please contact us using the details listed at the start of this policy.

3. How we get the personal information and why we have it

Most of the personal information we process is provided to us directly by you for one of the following reasons:

• Your consent;
• The necessity for us to do so in contemplation and fulfilment of any grant applications or other contracts between you and us; or
• Our legitimate interest, where these interests will have a minimal impact on your privacy and your interest does not override our legitimate interests.

We collect and use the information that you have given us in order to:

• Carry out our obligations arising from any contracts entered into between you and us and to provide you with the Funding (if applicable) and with information regarding our services that you request from us;
• Share research and other information relevant to your work and interests in order to inform the development of policy and practice;
• Notify you about changes to our service; and
• Help us better understand the needs and interests of the visitors to our Website and to improve the Website’s functionality.

Where a contract for Funding is contemplated between you and us, we may require you to provide us with certain information about you. If you do not do so, this may mean we are unable to enter into a contract for Funding with you.
We may share your personal information with selected third parties, including:

Our suppliers who assist us by hosting and managing data uploaded to our Website;

Where requested by you, our business partners and other third parties for the purposes of assisting you in finding funding; and
Analytics and search engine providers that assist us in the improvement and optimisation of our Website.

You are able to remove your consent at any time. You can do this by contacting grantsadmin@environmentalkeyfund.com

This means under the General Data Protection Regulation (GDPR), we will hold your personal information only for as long as it is necessary to carry out the data processing purposes stated above, following which we will securely destroy your personal information. Your personal information will be kept securely to prevent unauthorised access by other people. You must inform us of any changes to your personal information so that we can keep it up to date. Should you notify us of such changes, we will notify any of the above-mentioned third parties (if we have disclosed your personal information to them) of these changes, to ensure your records are rectified and remain accurate.

4. How we store your personal information

Data that we collect about you may be held by us, and also by third-party suppliers of software and/or cloud solutions providers to us (and sub-contractors to those third parties).  Those third parties include cookies as described in the cookies policy below.

However, we are the data controller of that data and all questions about what data is held, and how it is processed, should be addressed to us (using the contact details below). Your personal information will only be stored within the European Economic Area. Where we have given you (or where you have chosen) a password which enables you to access certain parts of the Website, you are responsible for keeping this password confidential. We ask you not to share this password with anyone.
We do our best to protect your personal information, but unfortunately, the transmission of information over the internet is not completely secure. We cannot guarantee secure transmission of your information to our Website and any transmission is at your own risk. Once we are in receipt of your personal information we use strict procedures and security features to try to prevent unauthorised access.
We keep name, address, e-mail address, phone number and photographs for up to seven years after the project has ended. We will then dispose of your information.

5. Website Analytics

Our website uses Google Analytics, a web analytics service provided by Google, Inc. (“Google”). When someone visits our website, through the use of Google Analytics cookies, we collect standard internet log information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to the various parts of the site. This information is only processed in a way which does not identify anyone. We do not make any attempt to find out the identities of those visiting our website. If we do want to collect personally identifiable information through our website, we will be upfront about this and ask for your explicit consent. We will make it clear when we collect personal information and will explain what we intend to do with it. Google’s privacy policy is available at: http://www.google.com/privacypolicy.html.

Google Analytics Google Signals

We have enabled Google Signals in Google Analytics to collect visitation information and associate it with Google information from accounts of signed-in users who have consented to this association for ads personalisation. This Google information may include end user location, cross-device tracking, audiences and insights, search history, YouTube history and data from sites that partner with Google – and is used to provide aggregated and anonymised insights into your users’ cross-device behaviours.

Through this, any existing Google Analytics functions (advertising reports, remarketing, cross-device reports and reports on interests and demographic characteristics) are updated, to result in the summary and anonymisation of your data, should you have permitted personalised ads in your Google Account.

As a result, we receive improved Google Analytics reports and more helpful information on your interests and demographic characteristics. These include your age, your language, where you live and what your gender is. All these characteristics help Google Analytics to define groups of persons or target audiences.

Please consider, that this data is only collected if you have agreed to personalised advertisement in your Google Account. The retained information is always exclusively summarised and anonymous data, and never any data on individual persons. You can access or delete this data in your Google Account.

6. Your data protection rights

Under data protection law, you have rights including:
You have the right to access the information we hold about you, free of charge.
You have the right to withdraw your consent to the practices described in this policy at any time by contacting us using the contact details listed under section 1 above, unless processing your personal information is required in order for us to fulfil our contractual obligations to you, for example under a funding agreement.
You have the right to ask us (and third parties to whom we transfer your personal data) to rectify your personal information if it becomes inaccurate.
You have the right to ask us to transfer your personal information to another data controller of your choice unless we are relying on legitimate interests as the lawful basis for processing.
You have the right to ask us to erase your personal information if:

• you withdraw your consent to our processing of your personal data; or
• your personal data have been processed unlawfully by us; or
• your personal data are no longer necessary for the purposes for which it was collected by us.

We do not have to comply with a request to erase your personal data if we need to use that personal data for statistical purposes or as may otherwise be permitted by law.
You have the right to restrict our processing of your personal data if:

• you contest the accuracy of the personal data held by us (for a period enabling us to verify the accuracy of the data);
• our processing activities are unlawful; or
• we no longer need your personal data but you would like us to retain it to ensure its continued availability to you in connection with any legal claims.

In each case listed above, we will only process your personal data with your consent or as otherwise permitted by law
You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.
Please contact us at grantsadmin@environmentalkeyfund.com if you wish to make a request.

7. How to complain

If you have any concerns about our use of your personal information, you can make a complaint to us at grantsadmin@environmentalkeyfund.com
You can also complain to the ICO if you are unhappy with how we have used your data.
The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113
ICO website: https://www.ico.org.uk