Who we are
Hope Valley Climate Action is a registered charity (CIO). Our website address is: http:hopevalleyclimateaction.org.uk.
What personal data we collect and why we collect it
1) Communications and newsletter sign up
We collect and store the following personal data from people who sign up (either via our website or on a paper form) to receive communications from us: First name, Last name, Email, Home Village
We also collect and store additional information to help us send you more relevant communications, for example if you wish to volunteer with us. We use Mailchimp and Hubspot to collect and store this data. These platforms are used to send you communications from time to time.
2) Website
Comments
When visitors leave comments on the site, we collect the data shown in the comments form, and also the visitor’s IP address and browser user agent string to help spam detection.
Cookies
When you log in to our site, we will set a temporary cookie to determine if your browser accepts cookies. This cookie contains no personal data and is discarded when you close your browser. We will also set up several cookies to save your login information and your screen display choices. Login cookies last for two days, and screen options cookies last for a year.
Embedded content from other websites
Articles on this site may include embedded content (e.g., videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.
Analytics
We use Google Analytics to monitor traffic on our site.
3) Action Network: Volunteering, Project involvement, Event attendance
When you sign up to attend an event, to get involved with a particular project, or to volunteer, we may use Action Network to facilitate our communications with you.
We collect the personal data shown in the relevant form or survey and use this to contact you, as well as tailor our communications with you, about the event or the project you have signed up to be part of.
We also give you the opportunity to sign up to receive communications from us as outlined in (1). If you agree to us doing so, we will then transfer the essential details (First name, Last name, Village, Email address) to the relevant team within Hope Valley Climate Action to be added to their regular communications.
Action Network also collects your personal data as defined in their privacy policy.
4) Commonplace: Community Engagement and Community Climate Conversations
If you take part in any community engagement or community conversations, we may use Commonplace to collect your data. We collect the personal data shown in the relevant form or survey and use this in a variety of ways.
Comments and answers captured will be shared anonymously with other participants. You must limit your response to the question being asked and not reveal any private or personal data about yourself. If you do include personal data in a response then you will be consenting for it to be shared publicly.
Where you provide personal contact and communication information, we will use this to contact you as well as tailor our communications with you, in line with your stated preferences.
Where you provide sensitive personal data (Race or ethnicity, Health and Disability, Gender, Sexual Orientation, Religion, Employment status) we will use this data on an aggregated basis to monitor which communities we have been able to engage with, and to identify patterns that are specific to a particular group. Where we identify gaps or lower levels of engagement, we will use the absence of data to amend our approach in order to engage with different groups within the community.
We may ask for your specific and express consent to communicate with you about any sensitive personal data you have provided (Race or ethnicity, Health and Disability, Gender, Sexual Orientation, Religion, Employment status). If you provide this consent, we will contact you to find out more information. Any data captured will only be shared in an anonymised format, to raise awareness of the different experiences of people within the community.
Commonplace also collects your personal data as defined in their privacy policy.
Who we share your data with
Save as mentioned above, we do not share your data with any third parties.
How long we retain your data
If you leave a comment, the comment and its metadata are retained indefinitely. This is so we can recognize and approve any follow-up comments automatically instead of holding them in a moderation queue.
For users that register on our website (if any), we also store the personal information they provide in their user profile. All users can see, edit, or delete their personal information at any time (except they cannot change their username). Website administrators can also see and edit that information.
Data will be retained on Action Network for up to a year after the event or project has ended, at which point it will be deleted.
Data will be retained on Commonplace for up to 2 years after the event or project has ended, at which point personal data will be removed but data may be retained longer if it is no longer classed as personal (e.g., if it is anonymised) and thus is no longer subject to data protection regulations.
What rights you have over your data
If you have an account on this site, or have left comments, you can request to receive an exported file of the personal data we hold about you, including any data you have provided to us. You can also request that we erase any personal data we hold about you. This does not include any data we are obliged to keep for administrative, legal, or security purposes.
Where we send your data
Visitor comments may be checked through an automated spam detection service. Data in Hubspot is stored on servers based in the EU in line with GDPR.
How we protect your data
Your data is stored securely with access granted only to relevant users in the organisation. Cloud services are accessed via encrypted connections. User access to Hubspot is additionally protected by two factor authentication.
What automated decision making and/or profiling we do with user data
We use your location (e.g., village), project interests and level of engagement (e.g., if you’re a volunteer) data to help us target groups of supporters with more relevant communications.
To help us plan campaigns, we may analyse anonymised user data (for example, to find out how many volunteers across villages) which may help us better target a campaign.
Date of Approval by Trustees: July 2023
Date of review: July 2024
