Privacy Notice

Community Energy Scotland Privacy Notice

Who we are

Community Energy Scotland, a Registered Scottish Charity (No. SC039673) and company limited by guarantee, registered in Scotland (No. SC333698), whose registered address is 67a Castle Street Castle Street, Inverness, IV2 3DU (“CES”, “our”, “us” or “we”) is the Data Controller of your personal data we process about you. This privacy notice is for CES customers and clients that engage with us in relation to helping communities to own, control and benefit from their local renewable energy resources, control and reduce their energy costs, regenerate their communities and play their part in the low carbon transition (‘Services’) and outlines what personal data CES collects and processes about you and why.

We may update this privacy notice from time to time and we’ll post the changes on this page. If we make an important change that we need to tell you about, we’ll email you to let you know.  If you have any questions about this notice, please contact rona.mackay@nullcommunityenergyscotland.org.uk

Our commitment to you

We process your personal data in accordance with the overarching principles and requirements set out in the UK General Data Protection Regulation and the Data Protection Act 2018 (‘Data Protection Law’). Where we might process personal data to deliver services to individuals in the EU, we comply with the requirements of EU GDPR. What this means is that we process your personal data in a way that is:

• Lawful, fair and transparent;
• Compatible with the purposes that we have told you about;
• Adequate and necessary, we only use the data we need to use for the reason we told you;
• Accurate and up to date;
• Not excessive, we only keep your data for as long as we need it; and
• Secure and protected.

How and why does CES use your personal data?

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 compatible with the original purpose. 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.

We use your personal data for the following purposes:

• to provide services to our members
• to manage our employees and volunteers
• to maintain our own accounts and records
• to operate the Community Energy Scotland website and associated project websites
• to inform individuals of our news, events, activities or services related to Community Energy Scotland, its projects and membership
• to contact members via surveys to conduct research about their organisation, their opinions of Community Energy Scotland’s services or potential new services

The primary reason for which we will process your personal data will be because it is necessary for us to do so to provide Services to you. The types of personal data we process for this purpose include your name, email address, location and phone number. Our lawful basis for doing so is that it is necessary for us in order to fulfil our contract with you.

When you visit the CES website, we will collect information including your IP address and details of your computer operating system automatically. We do so on the basis of our legitimate interest. Our website uses cookies to ensure that our website works properly and, with your consent, will use non-essential cookies to collect information about how you use our site to improve your browsing experience.

If you submit an enquiry via our website, social media or by phone, we will process information including your name, email address, phone number and social media handle to response to your query. We do so on the basis of our legitimate interests.

If you, or your organisation enters into an agreement with us to use an Electric Vehicle, we will process your personal data and we may also process telematics data, which we collect via a tracking device installed in the vehicle. The type of information captured may include information about the vehicle location, speed, fuel consumption and vehicle faults. Where we capture information about the location of the vehicle, this information may be considered personal data and our lawful basis for processing this information is legitimate interest. If you are participating in an Electric Vehicle Scheme as a member of the ReFLEX Orkney Project your personal data may be processed under the terms set out in the ReFLEX Orkney Privacy Statement which can be accessed here.

If you provide your consent, we will process your personal data to provide you with marketing materials about products and services offered by us. You can withdraw consent at any time by contacting rona.mackay@nullcommunityenergyscotland.org.uk

Who do we share your personal data with?

We may share your personal data with trusted partners that support us with the provision of our Services. We will only share your data if it is necessary for us to do so and we have contractual arrangements in place to govern the use of your data. We do so on the basis that it is necessary for us to fulfil our contract with you.

Additionally, we may employ third party technology companies to assist us with the development and maintenance of our systems. These third parties may have access to your personal information in the course of providing us with their services. Where third parties process data on our behalf, they won’t use your personal information for their own purposes and we only permit them to use it in accordance with our instructions and the law.

We ensure appropriate safeguards are in place to protect personal data transferred outside the UK.

We may be required to share your personal data in accordance with law or any regulatory requirements to which CES is subject or where we are undergoing a corporate restructure.

Use of Cookies

The table below details the cookies used on our website.

Third Party Links

Our website may, from time to time, contain links to and from the websites of third parties. If you follow a link to any of these websites, please note that these websites and any services that may be accessible through them have their own privacy notices and that we do not accept any responsibility or liability for these notices or for any personal data that may be collected through these websites or services, such as contact and location data. Please check these notices before you submit any personal data to these websites or use these services.

Is my personal data safe?

CES works hard to protect your personal data and has adopted appropriate technical and organisational measures to keep it safe from unauthorised disclosure, alteration or destruction.

How long will CES retain my personal data?

CES will keep your personal data for no longer than is necessary for the purpose we obtained it for or until such time that you withdraw your consent and exercise your right to request that CES stops processing your personal data. Your enquiry will be stored for 2 years and then deleted.

Does CES make any automated decisions about me or profile my personal data?

CES does not make automated decisions about you and also does not profile your personal data.

Your legal rights

You have a number of rights under data protection law in relation to your personal information and if you want to exercise any of these rights, please contact us at rona.mackay@nullcommunityenergyscotland.org.uk and we’ll be happy to help. These rights are as follows:

• right to request access to your personal information – you can request a copy of the personal information we hold on you;
• right to request correction of your personal information – if any personal information we hold on you is incorrect, you can request to have it corrected;
• right to request erasure of your personal information – you can ask us to delete your personal information in certain circumstances;
• right to object to processing or restrict processing of your personal information – you may object to our processing of your personal data in certain circumstances;
• right to request the transfer of your personal information – to provide you, or a third party you have chosen, with your personal information; and
• right to withdraw consent – where we process your data on the basis of consent, you can notify us that you want to withdraw consent any time.

If you have any data protection complaints, you may contact the Information Commissioner’s Office (ICO) by post at Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF. Email: casework@nullico.org.uk Telephone: 0303 123 1113

We’d like to try and help with any concerns you may have before you contact the ICO, so please get in touch with rona.mackay@nullcommunityenergyscotland.org.uk in the first instance.

Contact

Questions, comments and requests regarding this privacy notice are welcomed and should be addressed to: rona.mackay@nullcommunityenergyscotland.org.uk

Next review of this document is scheduled for November 2021

Community Energy Scotland is a registered Scottish Charity (No. SC039673) and company limited by guarantee, registered in Scotland (No. 333698)