Sustainably Run Meetings

Privacy Policy



Corporate Social Responsibility makes a difference.

This Privacy Policy explains how Sustainably Run (Hollinwood Business Centre, Albert Street, Oldham, OL8 3QL) collects and process your personal data, including any data you may provide through this website, for example, when you create an account or download a brochure.

It is important that you read this Privacy Policy (together with any other Privacy Policy 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.

How we collect your personal data:

We collect personal data from the following sources;

  • customers signing up to use our product;
  • customers signing up for a free trial of our product;
  • the forms on our website;
  • correspondence received by email, telephone or post;
  • invitations for Sustainably Run Meetings; (only the email addresses of the meeting attendees are collected)
  • user feedback surveys. 
  • LinkedIn profiles.
  • Automated technologies or interactions. As you interact with any of our website(s), we may automatically collect Technical Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies, server logs and other similar technologies. We may also receive Technical Data about you if you visit other websites employing our cookies.  

The purposes for which we process your personal data

The table below states all the purposes for which we process your personal data, the categories of personal data we collect about you and our lawful bases for processing your data. All our processing is based on the lawful bases of legitimate interests or consent.

Website

Purpose of processing

Type of Data Processed

Lawful basis for processing

To sign you up to our product and administer your Sustainably Run Meetings account

Name, job title, company, email address and mobile number

It is within our legitimate interests to process this personal data in order to provide you with the services you have requested.

To provide you with a free trial of our product

Name, job title, company, email address and mobile number

It is within our legitimate interests to process this personal data in order to set up you up with a free trial of our product.

To organise Sustainably Run Meetings

Meeting attendees’ email addresses

It is within our legitimate interests to process meeting attendees’ personal data in order to provide our Sustainably Run Meetings service and arrange to plant trees on each attendees’ behalf.

To promote services to Sustainably Run Meeting attendees which we believe may be of interest to them

Meeting attendees’ email addresses

We will only send marketing to meeting attendees if they have given us consent to do so.

To obtain your feedback on our service where you have filled in one of our survey forms

Your name, email address and survey responses

It is within our legitimate interests to obtain feedback about our services to help us understand how we might improve our products.


LinkedIn

Purpose of processing

Type of Data processed

Lawful basis for processing

To identify new business contacts on LinkedIn. We processes this personal data in order to plant a tree on your behalf, provide you with an official tree planting certificate and to keep in touch with you and promote our services which we believe will provide value to your company.

The personal information we collect from LinkedIn profiles includes Name, job title, company, location, LinkedIn profile URL, email address, mobile number, twitter profile, website, birth day and month name, job title, email address, mobile number, location and date of birth (we only use your d.o.b to send e-birthday cards).

It is within our legitimate interests to make new business contacts and market our products to other companies which we believe will find our products will provide value

, so we can develop and grow our organisation.

To identify and potential new influencers on LinkedIn. We process this data to canvas your opinions on a range of CSR related subjects and to keep in touch with you and promote our services which we believe are of interest to your company.

The personal information we collect from LinkedIn profiles includes, name, job title, company, location, LinkedIn profile URL, email address, mobile number, Twitter profile, website, birth day and month (we only use your d.o.b to send e-birthday cards).

It is within our legitimate interests to create informative and educational content, make new business contacts and market our products to other companies which we believe our products will provide value, so we can develop and grow our organisation. 

 

If you wish to remove all personal data collected via LinkedIn and other sources, please email Support@sustainably.run stating your LinkedIn profile URL.

Who has access to your personal data?

Your personal data can be accessed by the following companies.

  • Our IT provider (for IT support purposes only)
  • Our Marketing Agency (for system administration only)

Our software developers in India and Hubspot agency in Pakistan also have access your personal data but only where this is necessary for administrative purposes or to maintain our website and databases. We have written Standard Contractual Clauses into our contracts with these companies that oblige them to apply adequate safeguards to your personal data.

Who we share your personal data with

We share personal data with payment providers when we need to collect payments from our customers.

We also share personal data with Hubspot in the USA, who host our marketing database and hold the contact details of our customers, prospective customers, Sustainably Run Meeting attendees and influencers. Hubspot complies with the EU-US Privacy Shield scheme for regulating the collection, use, and retention of personal information transferred from the United Kingdom to the USA.

Retention

We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for. 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 requirements.

Keeping us informed of changes

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.

Your Rights

You have the right to:

  • Request access to your personal data (commonly known as a “data subject access request”). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.
  • Request correction of personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.
  • Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with the law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.
  • Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes.
  • Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios: (a) if you want us to establish the data’s accuracy; (b) where our use of the data is unlawful but you do not want us to erase it; (c) where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or (d) you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.
  • Request the transfer of your personal data to yourself or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.
  • Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.

More information on how to exercise these rights can be found on the Information Commissioner’s Office’s website

Contact Details of Data Protection Officer

If you have any questions about this Privacy Policy, including any requests to exercise your rights, then you can contact Sustainably Run's Data Protection Officer at dpo@evalian.co.uk

Complaints

If you are unhappy about the manner in which Sustainably Run has processed your personal data then you have a right to complain to the Information Commissioner’s Office. Their contact details are as follows;

Information Commissioner’s Office

Wycliffe House

Water Lane

Wilmslow

SK9 5AF

Tel: 0303 123 1113

You can also submit a complaint via their online complaints form

We would, however, greatly appreciate the chance to deal with your concerns first so we would ask that you please contact us in the first instance if you have any complaints.

 

This version of our privacy policy was last updated on 23/11/2020

 

30 day free trial

As a welcome to Sustainable Meeting, the trees planted in your first 30 days are all completely free. Each tree after costs only £0.99. Start making a difference today.