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Data Protection Notice

Introduction

Planet Patrol CIC respects your privacy and is committed to protecting your personal data. This Data Protection Notice will inform you as to how we look after your personal data when you interact with Planet Patrol CIC, including: when you: visit https://planetpatrol.co/, or download our Planet Patrol mobile app, sign up for an event, sign up to our newsletter, make a donation, take part in the water quality testing or other citizen science project, make a purchase from our online shop, or enter a competition or that you otherwise provide to us (collectively our “Services”).

This Data Protection Notice applies in addition to any relevant Terms and Conditions that may apply to the Services we are providing and is provided in a layered format so you can click through to the specific areas set out below.


1......... IMPORTANT INFORMATION AND WHO WE ARE

2......... THE DATA WE COLLECT ABOUT YOU

3......... IF YOU FAIL TO PROVIDE PERSONAL DATA

4......... HOW IS YOUR PERSONAL DATA COLLECTED?

5......... HOW WE USE YOUR PERSONAL DATA

6......... DISCLOSURES OF YOUR PERSONAL DATA

7......... INTERNATIONAL TRANSFERS

8......... DATA RETENTION

9......... YOUR LEGAL RIGHTS

10....... CONTACT US


1. IMPORTANT INFORMATION AND WHO WE ARE

1.1 Purpose of this Data Protection Notice

1.1.1 This Data Protection Notice aims to give you information on how we collect and process your personal data through your use of our Services.

Our Services are not intended for children and we do not knowingly collect data relating to children.

1.1.2 It is important that you read this Data Protection Notice together with any other Data Protection Notice or fair processing notice 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. This Data Protection Notice supplements other notices and is not intended to override them.

1.2 Controller

1.2.1 Planet Patrol CIC (a private company limited by guarantee without share capital and registered in England and Wales with company number 11417810) is the controller and responsible for your personal data (collectively referred to as “we“, “us” or “our” in this Data Protection Notice).

You have the right to make a complaint at any time to the Information Commissioner’s Office (“ICO”), the UK supervisory authority 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 using the contact details at the end of this Data Protection Notice.

1.3 Changes to our Data Protection Notice and your duty to inform us of changes

1.3.1 We keep our Data Protection Notice under regular review. We may amend this Data Protection Notice at any time. This version was last updated on 23.08.22.

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.

1.4 Third-party links

1.4.1 Our Services 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. When you leave our Services, we encourage you to read the data protection notice of every website or app that you visit.


2. THE DATA WE COLLECT ABOUT YOU

2.1 Personal data, or personal information, means any information relating to an identified or identifiable living individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).

We may collect and otherwise process different types of personal data from multiple sources, including: (i) collecting personal data directly from you; (ii) personal data that is automatically generated about you; and (iii) personal data that we receive about you from third parties.

2.2 We may collect, use, store and transfer different kinds of personal data about you which we have grouped together as follows:

2.2.1 Identity Data includes first name, maiden name, last name, username or similar identifier, title, date of birth.

Contact Data includes billing address, delivery address, home address, email address and telephone numbers (including emergency contact information).

2.2.2 Financial Data includes bank account and payment card details.

Profile Data includes username and password, financial donations made by you, your interests, preferences, feedback and survey responses.

2.2.3 Service Usage Data includes information about how you use our Services and responses to questions given as part of projects.

Marketing and Communications Data includes preferences in receiving marketing from us and our third parties and your communication preferences.

2.2.4 Geolocation Data includes location data that is automatically collected via the app or provided by the user .

Demographics Data includes information about your identity, including your gender and ethnicity.

2.2.5 Heath Related Data includes information about your health that may be collected in medical questionnaires, e.g. around medical conditions.

Social Media Data includes your social media profile handles and information obtained from your social media profiles and/or personal/group websites.

2.2.6 Transaction Data includes details about payments to and from you and other details of financial donations that you have made to us.

Technical Data includes internet protocol (IP) address, your login data, browser type and version, time zone setting and location, language settings, mobile device operating system, browser plug-in types and versions, operating system and platform and other technology on the devices you use to access this website.

2.2.7 Criminal Convictions Data includes information related to criminal convictions and offences.

2.3 We also collect, use and share Aggregated Data such as statistical or demographic data for any purpose. Aggregated Data may be derived from your personal data but is not considered personal data in law as this data does 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 Data Protection Notice.

We do not collect any information about criminal convictions and offences.


3. IF YOU FAIL TO PROVIDE PERSONAL DATA

3.1 Where we need to collect personal data by law, or under the terms of a contract we have with you, and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to provide our Services). In that case, we may have to cancel a service you have with us (such as a scheduled clean-up event) but we will notify you if that is the case at the time.


4. HOW IS YOUR PERSONAL DATA COLLECTED?

4.1 We use different methods to collect data from and about you including through:

4.1.1 Direct interactions. You may give us your Identity Data, Contact Data, Financial Data, Profile Data and Marketing and Communications Data by corresponding with us by post, phone, email, filling in forms on our website, or otherwise. This includes personal data you provide when you:

(a) make a financial donation via our website;

create an account on our app;

(b) subscribe to our newsletter;

request marketing information to be sent to you;

(c) confirm to us that you would like to be contacted by a third party who may be able to provide you with goods and/or services;

sign up an/or take part in an event;

(d) enter a competition, promotion or survey; or

give us feedback or contact us.

4.1.2 Automated technologies or interactions. As you interact with our website and app we will automatically collect Technical Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies, and other similar technologies. We may also receive Technical Data about you if you visit other websites employing our cookies. Please see our Cookies Notice for further details.

Third parties or publicly available sources . We may receive personal data about you from third parties as set out below:

(a) Identity Data, Contact Data, Financial Data and Transaction Data from our providers of technical, payment and delivery services.

Technical Data and Social Media Data from providers of our website analytics services, social media platforms and advertising networks.

(b) Identity Data and Contact Data from publicly available sources such as Companies House and the Electoral Register.


5. HOW WE USE YOUR PERSONAL DATA

5.1 The nature of your interaction with us will determine how we process your personal data.

For reference, most commonly, we will use your personal data in the following circumstances:

(a) Where you have consented to our use of your personal data. You have the right to withdraw such consent at any time by contacting us.

Where we need to perform the contract we are about to enter into or have entered into with you.

(b) 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 or regulatory obligation.

5.2 We have set out below, in a table format, a description of all the ways we plan to use your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate. We will only use your personal data for the purposes for which it was collected (as identified below), unless we reasonably consider that such data needs to be used for another reason which is compatible with the original purpose. If we need to use your personal data for an unrelated purpose, we will notify you and explain the legal basis relied upon.

Purpose/Activity

Type of data

Lawful basis for processing including basis of legitimate interest

To sign you up to the event

(a) Identity

(b) Contact

(c) Profile

(d) Demographics

(a) Performance of a contract with you (including sharing certain data with reps so that you can attend the event)

(b) Necessary to comply with a legal obligation

(c) Explicit consent (demographics data is collected optionally so that we can understand our community better and to help us increase diversity and inclusivity)

To on-board you as a rep and provide you with relevant information for that role

(a) Identity

(b) Contact

(c) Social Media Data

(d) Profile

(e) Criminal Convictions

(a) Performance of a contract with you

(b) Necessary to comply with a legal obligation

(c) Necessary for our legitimate interests (in order to ensure the quality and safety of an event and for record and contact purposes for future interaction)

(d) Consent

To ask you to leave a review or take a survey after the event

(a) Contact

(b) Demographics

(a) Necessary for our legitimate interests (to study how customers use our products and/or services; and to seek feedback to improve our services)

(b) Explicit consent (demographics data is collected optionally so that we can understand our community better and to help us increase diversity and inclusivity)

To take a deposit from you prior to the event and refund your deposit after the event or, if you have opted to do so, use the funds to make a donation

(a) Identity

(b) Financial

(c) Transaction

(a) Performance of a contract with you

Purpose/Activity

Type of data

Lawful basis for processing including basis of legitimate interest

To sign you up to the event

(a) Identity

(b) Contact

(c) Profile

(d) Demographics

(a) Performance of a contract with you (including sharing certain data with reps so that you can attend the event)

(b) Necessary to comply with a legal obligation

(c) Explicit consent (demographics data is collected optionally so that we can understand our community better and to help us increase diversity and inclusivity)

To on-board you as a rep and provide you with relevant information for that role

(a) Identity

(b) Contact

(c) Social Media Data

(d) Profile

(e) Criminal Convictions

(a) Performance of a contract with you

(b) Necessary to comply with a legal obligation

(c) Necessary for our legitimate interests (in order to ensure the quality and safety of an event and for record and contact purposes for future interaction)

(d) Consent

To ask you to leave a review or take a survey after the event

(a) Contact

(b) Demographics

(a) Necessary for our legitimate interests (to study how customers use our products and/or services; and to seek feedback to improve our services)

(b) Explicit consent (demographics data is collected optionally so that we can understand our community better and to help us increase diversity and inclusivity)

To take a deposit from you prior to the event and refund your deposit after the event or, if you have opted to do so, use the funds to make a donation

(a) Identity

(b) Financial

(c) Transaction

(a) Performance of a contract with you

Purpose/Activity

Type of data

Lawful basis for processing including basis of legitimate interest

To conduct electronic direct marketing and to respond to requests

(a) Marketing and Communications

(a) You have provided your consent

Purpose/Activity

Type of data

Lawful basis for processing including basis of legitimate interest

To administer our Services (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data)

(a) Identity

(b) Contact

(c) Technical

(a) Necessary for our legitimate interests (for network security and network management to protect the business)

To install the app and register you as a new user

(a) Identity

(b) Contact

(a) Performance of a contract with you

To deliver relevant website or app content to you and measure or understand the effectiveness of the advertising we serve to you

(a) Identity

(b) Contact

(c) Profile

(d) Usage

(e) Marketing and Communications

(f) Technical

(a) Necessary for our legitimate interests (to study how customers use our products/services, to develop them, to grow our business and to inform our marketing strategy)

To use data analytics to improve our website, marketing, community relationships and experiences

(a) Technical

(b) Usage

(a) Necessary for our legitimate interests (to define types of customers for our products and services, to keep our website updated and relevant, to develop our business and to inform our marketing strategy)

Purpose/Activity

Type of data

Lawful basis for processing including basis of legitimate interest

To process donations from you or support your fundraising

(a) Identity

(b) Contact

(c) Financial

(d) Transaction

(a) Performance of a contract with you

Purpose/Activity

Type of data

Lawful basis for processing including basis of legitimate interest

To enable purchases to be made from the online shop

(a) Identity

(b) Contact

(c) Financial

(a) Performance of a contract with you

Purpose of Processing

Category of personal data

Lawful Basis

To conduct business with you/the business you represent

Identity & Contact data

Necessary for our legitimate interests (to contact you and manage the relationship

To invoice you

(a) Identity

(b) Contact

(a) Performance of a contract with or with the entity you represent

(b) Or, if not where it is necessary for our legitimate interests (to invoice you or an entity that you represent).

Purpose of Processing

Category of personal data

Lawful Basis

To meet legal and regulatory obligations.

(a) Identity

(b) Contact

(c) Financial

(a) Necessary to comply with a legal obligation, including KYC.

(b) Or, if not where it is necessary for our legitimate interests (including (i) to comply with applicable regulations and guidance as well as internal policies and procedures; and (ii) to respond to requests from legal, regulatory, judicial, administrative, governmental and other official bodies)

To protect our rights, including initiating and defending claims

(a) Identity

(b) Contact

(c) Financial

(d) Service Usage

(a) Where it is necessary for our legitimate interests ((i) collecting amounts from you; (ii) enforcing our legal rights; (iii) initiating claims; (iv) defending claims; (v) preventing and detecting crime, fraud and other abuses; (vi) investigating and attending to enquiries.)

In case of sale, merger, investment or similar

Identity & Contact data

Services data

(a) Where it is necessary for our legitimate interests to manage and develop the business by enabling transactions, including the preparatory steps prior.

5.3 Opting-out

You can ask us or third parties to stop sending you marketing messages at any time by following the unsubscribe links on any marketing message sent to you or by contacting us at any time.

5.4 Cookies

You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. If you disable or refuse cookies, please note that some parts of this website may become inaccessible or not function properly. For more information about the cookies we use, please see our Cookie Notice.

5.5 Change of purpose

5.5.1 We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us.

If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.

5.5.2 Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.


6. DISCLOSURES OF YOUR PERSONAL DATA

6.1 We may have to share your personal data with the parties set out below for the purposes set out in the table in paragraph 4.3.2 above.

6.1.1 To “Reps” who are holding/hosting events, e.g. Clean Ups, to ensure that they have details of who is attending the events (e.g. to manage the event and for health and safety reasons).

Service providers acting as data processors who provide us with cloud computing, analytics, payment, project management, marketing, and hosting service, to enable our Services to operate.

6.1.2 Professional advisers including academic advisers lawyers, bankers, auditors and insurers who provide consultancy, banking, legal, insurance and accounting services to support out Services and mission.

HM Revenue & Customs and other authorities who require reporting of processing activities in certain circumstances.

6.1.3 Third parties to whom we may choose to sell, transfer or merge parts of our business or our assets. Alternatively, we may seek to acquire other businesses or merge with them. If a change happens to our business, then the new owners may use your personal data in the same way as set out in this Data Protection Notice.

Specific third parties such as sponsors or partners or brand partners where you have consented to the sharing of your personal data.

6.2 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.


7. INTERNATIONAL TRANSFERS

7.1 Some of our external third parties may be based or process data outside the UK so the processing of your personal data will involve a transfer of data outside the UK.

Whenever we transfer your personal data out of the UK, we ensure a similar degree of protection is afforded to it by ensuring at least one of the following safeguards is implemented:

7.1.1 We will only transfer your personal data to a country that has been deemed to provide an adequate level of protection for personal data by the ICO.

Where we use a service provider, we may use specific contracts approved by the relevant authorities which give your personal data the same protection it has in the UK.


8. DATA RETENTION

8.1 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.

8.2 In some circumstances you can ask us to delete your data: see paragraph 9.1.3 below for further information.

In some circumstances we will anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes in which case we may use this information indefinitely without further notice to you.


9. YOUR LEGAL RIGHTS

9.1 Under certain circumstances, you have rights under data protection laws in relation to your personal data. You may have the right to request us to:

9.1.1 provide access to personal data we hold about you;

rectify any inaccuracies in your personal data that we hold;

9.1.2 delete any of your personal data that we no longer have a legitimate interest to process;

where we process your personal data based on your consent, withdraw your consent so that we stop that particular processing;

9.1.3 port your personal data and to request the transmission of such data to another organization;

object to any processing of your personal data based on our "legitimate interests" unless our reasons for undertaking that processing outweigh any prejudice to your data protection rights;

9.1.4 object to any processing of your personal data for direct marketing purposes (including any profiling activities in connection with direct marketing); or

restrict how we process your personal data whilst a data protection complaint is being investigated.

9.2 If you wish to exercise any of the rights set out above, please contact us using the details below.

No fee usually required

You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances.

9.3 What we may need from you

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.

9.4 Time limit to respond

We try to respond to all legitimate requests within one month. Occasionally it may 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.


10. CONTACT US

If you have any query or concern or complaint in relation to this Data Protection Notice and Planet Patrol's processing of your personal data, please contact: https://planetpatrol.co/contact-us/

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