IEA Greenhouse Gas R&D Programme

Updated and effective from 13th June 2018

WHO WE ARE

The IEA Greenhouse Gas R&D Programme (IEAGHG) of Pure Offices is an autonomous organisation within the International Energy Agency’s Energy Technology Network.   The IEA Greenhouse Gas R&D Programme trades as IEA Environmental Projects Ltd.

The registered office

Pure Offices

Cheltenham Office Park,

Hatherley Lane, Cheltenham,

GL51 6SH

 

 

Company Registration No. 2168685

VAT Registration No.

 

This Privacy Policy outlines what information the IEAGHG,  may collect about you, the ways in which we may collect that information, how and why we may use it or share it, and what your rights are in relation to your personal data* We undertake to ensure that any personal information you provide is collected and used in accordance with this Privacy Policy.

 

* Personal data means any information that can be used to identify a living individual (whether at home or at work) including, for example, name, email address, address, photographs, videos, location data and online identifiers. Identification can be by the information alone or in conjunction with any other information.

OUR COMMITTMENT TO YOU

 

We are committed to respecting your privacy and to protecting your personal data. Furthermore, we fully endorse and will adhere to all UK data protection legislation including the principles of the UK Data Protection Act 1998, any subsequent amendments thereto and all legislation implementing the General Data Protection Regulation (Regulation (EU) 2016/679) (the “Regulation”).

 

In particular, we will comply with our legal obligations to keep personal data up to date, to store and destroy it securely, to not collect or retain excessive amounts of data, to use reasonable measures to protect personal data from loss, misuse, unauthorised access and disclosure and to ensure that appropriate technical measures are in place to protect personal data.

YOUR CONSENT TO THIS PRIVACY POLICY

 

By using any of our services (including our website) and by providing us with any personal data, you are consenting to the use of that information as set out in this policy. Please do not send us any information if you do not want it to be used in this way. Please note that if you do not provide certain requested information we may be unable to provide certain of our services to you and you may be unable to access certain content via our website.

 

COLLECTION OF PERSONAL INFORMATION

1. Information that you provide to us

You provide us with personal data when you visit our website, register with us (e.g. as a network member), download reports/publications from our website, fill in one of our forms on our website, email or phone us, or meet us in person.

We will only collect ‘sensitive’ personal data (as defined in the Regulation) with your explicit consent and, if we request such information, we will explain why we are requesting it and how we intend to use it.

 

2. Information we collect about you

We collect information about you when you engage with us online or by email e.g. when you visit our website, open or forward an email sent by us, engage with us on social media networks or when you are served one of our tailored adverts. Information may be collected via cookies and similar technologies, as detailed below.

 

3. Information we receive from other sources

We may collect information about you from reputable third parties that operate in accordance with UK data protection legislation or other public sources, if this is permitted by law. This will potentially be collected from hosts and organisers of IEAGHG specific meetings.

 

4. Information your provide on behalf of others

If you give us information on behalf of someone else, you confirm that the other person has appointed you to act on his/her behalf and has agreed that you can:

(i) give consent on his/her behalf to the processing of his/her personal data

(ii) receive on his/her behalf any data protection notices.

 

 

WHY WE PROCESS PERSONAL INFORMATION AND HOW WE USE IT

 

The personal data we hold will be processed because it is necessary for our legitimate interests or the legitimate interests of a third party. Some of our processing is necessary for compliance with a legal obligation. We may also process personal data where we have your consent or if it is necessary for the performance of a contract, or to take steps to enter into a contract.

 

 

We may use your information for some or all the following purposes:

 

 

YOUR LEGAL RIGHTS

You have a number of legal rights under applicable data protection legislation in relation to the personal information that we hold about you, including:

 

(i) The right to access (a copy of) particular personal data that we hold about you and certain supplementary information (e.g. the sources from which we acquired the information, the purposes for processing the information and the persons/entities with whom we are sharing the information). We may (i) refuse to provide details and/or (ii) charge a small fee, if relevant legislation allows us to do so, in which case we will provide reasons for our decision as required by law.

(ii) The right to ask that we erase your information in certain circumstances. Please note that there may be circumstances where you ask us to erase your information but we are legally entitled to retain it.

(iii) The right to withdraw your consent to the use of your information where we are relying on that consent (for example, you can opt out of receiving email notifications from us). Please note that we may still be entitled to process your information if we have another legitimate reason (other than consent) for doing so.

(iv) In some circumstances, you have the right to receive some of your information in a usable format and/or request we transmit that data to a third party where this is technically feasible. Please note that this right of transfer only applies to information which you have provided to us.

(v) The right to ask that we update your personal information free of charge, if it is inaccurate or incomplete.

  1. (vi) The right to request that we restrict the processing of your personal information in certain circumstances. Again, there may be circumstances where you ask us to restrict the processing of your information, but we are legally entitled to refuse that request.

  2. (vii) The right to make a complaint with the Information Commissioner if, after raising your concern with us and making a privacy complaint, you think that any of your rights have been infringed by us.

 

You can exercise your rights by contacting us at This email address is being protected from spambots. You need JavaScript enabled to view it..  Please note that we usually act on requests and provide information free of charge. We may however be entitled to refuse to act on a request and we may charge a reasonable fee in relation to our administrative costs if the request is baseless, excessive or repeated.

 

SHARING YOUR PERSONAL DATA

We recognise that your information is valuable and will take all reasonable measures to protect your information while it is in our care (see how below).

Your personal data may be transferred to:

 

 

We may also share certain pieces of aggregated, non-personal information about you with third parties. For example, we may provide a third party with information such as the number of users who searched for a particular term or how many users clicked on a particular web page. This information does not identify you individually. We do not sell, rent, distribute or otherwise make personal information commercially available to any third party except as described in this policy or with your prior permission.

 

KEEPING YOUR PERSONAL DATA SECURE

 

IEAGHG uses all reasonable technical, administrative and physical controls to safeguard your personal data from unlawful use and unauthorised disclosure. For example, we store your personal data on secure servers. In all cases, we will ensure that any access or transfer of your personal information is compliant with UK data protection law.

 

Where we use third parties (see above) to provide elements of our service and/or to process data on our behalf they are bound by law or contract to protect your personal data and only use it in accordance with our instructions. We only allow such third parties to handle your personal data on the understanding that they will keep the information confidential and when we have confirmed that they apply appropriate data protection and security controls. If a service provider is located outside the European Economic Area (“EEA”) we will at all times ensure a data protection level equal to the one in the EEA.

 

All our employees and consultants who have access to personal and/or confidential information are subject to confidentiality obligations and may be subject to discipline including termination and criminal prosecution if they fail to meet these obligations.

 

While we will use all reasonable efforts to safeguard your personal data you acknowledge that the use of the internet is not entirely secure and understand that we cannot guarantee the security or integrity of any personal data that is transferred from you or to you via the internet. If you want detailed information on how to protect your information and your computers and devices against fraud, identity theft, viruses and other online problems, you can visit Get Safe Online, which is supported by HM Government and leading businesses.

 

PERSONAL DATA RETENTION

Personal data that you submit to us will only be retained for as long as is required for the purposes for which it was collected. We will also take into account our need to meet any legal, statutory or regulatory obligations. Our need to use or retain your information will be reassessed on a regular basis and information that is no longer required will be disposed of.

 

THIRD PARTY WEB SITES

This privacy policy only addresses the use and disclosure of personal information by us. Our website contains links to other websites which are related to the work we undertake.  In addition, we provide social sharing and follow buttons on our website. If you use or follow these links or buttons to any of these third party sites, please be aware that they have their own cookies and privacy policies which we recommend you read. We cannot accept any responsibility for their use of information about you.

 

YOUR RIGHT TO OPT OUT

You have the right to opt out from receiving emails and other materials from us. You can do this by contacting us at This email address is being protected from spambots. You need JavaScript enabled to view it. or by clicking on the unsubscribe link on the email itself. You may choose to opt out of one or all lists.

 

Before granting any request in this regard, we may ask you to provide proof of your identity.  If you are not able to provide proof of your identity, we reserve the right to refuse changes or deletion of the personal information in question.

 

IEAGHG does not knowingly solicit or collect, and you should not provide to IEAGHG, any information regarding your medical or health condition, race or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, genetics, biometrics or other sensitive data.

 

How to Contact Us

If you have any questions or concerns about this privacy policy or the information we hold about you or if you want to submit a written complaint about how we handle your personal information, please contact us or email us at This email address is being protected from spambots. You need JavaScript enabled to view it..

 

Making a Privacy Complaint

If want to submit a written complaint about how we handle your personal information, please email us at This email address is being protected from spambots. You need JavaScript enabled to view it.. If you make a privacy complaint, we will respond to let you know how your complaint will be handled. We may ask you for further details, consult with other parties and keep records regarding your complaint.

Alternately, If you have concerns about our information rights practices, you can report it directly to the Information Commissioners Office at https://ico.org.uk/make-a-complaint/.

 

Updating of our Privacy Policy

This privacy policy is subject to change from time to time without notice. Changes may be made when our business practices change or when data privacy laws are updated. You should therefore check this policy regularly to ensure that you are aware of any changes.

 

COOKIE POLICY

The IEA Greenhouse Gas R&D Programme (IEAGHG) use cookies on our website and in our some of our emails.

 

What is a Cookie?

 

A cookie is a small text file that is sent to and stored on your computer (or other electronic device) to identify you whenever you visit a website.

 

There are many types of cookies but broadly, they can be grouped by purpose:

 

 

 

Cookies can also be grouped according to whether they are ‘first-party’ cookies or ‘third-party’ cookies. The difference is that first-party cookies are placed and controlled by the website you are visiting whereas third-party cookies are placed and controlled by a third party.

 

Pixel tags and web beacons are tiny graphic images embedded in a web page or in emails to achieve similar purposes as those described above.

We use the following cookies and similar technologies:

 

 

Managing Cookies to Control Your Privacy

Most web browsers allow some control of most cookies through the browser settings. To find out more about cookies, including how to see what cookies have been set and how to manage and delete them, you can learn more at: www.allaboutcookies.org and www.youronlinechoices.eu.

 

For a video about cookies visit www.google.co.uk/policies/technologies/cookies.

 

You can choose to disable cookies in your internet browser but please note that if you delete cookies or decline to accept them you may not be able to use all of the features we offer, or store your preferences; in addition, some of our web pages might not display properly. If you want to turn off the more invasive cookies but leave most other functionality in working order, then a good option is to turn off third-party cookies using your browser settings.

 

In addition, we recommend that you check your privacy settings on any site which requires you to register or login, and that you never save your passwords in your browser or on your device, other than in a reputable password management system.