PARTNERSHIPS FOR RENEWABLES LIMITED’S PRIVACY STATEMENT

Partnerships for Renewables Limited (PfR) is committed to protecting and respecting your privacy. This privacy statement sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us.

Please read the following carefully to understand how and why we process your personal data.

WHAT IS THIS PRIVACY STATEMENT ABOUT?

In conducting our business we sometimes need information about you, and some of that may be personal or private. For example, we may need to know your name and address, details of how you would like to be contacted (e.g. your mobile phone number or your email address).

As we do this, we would like you to take some time to read this privacy statement. It will explain what information we might collect about you, why we collect it, what we may use it for, and who we may give it to. We’ll also explain your rights regarding your information and how we look after it while we have it.

WHAT INFORMATION DO WE COLLECT ABOUT YOU AND WHY?

The information we collect about you may vary, but typically we need details like:

Your name and address so we know who you are and which PfR managed project(s) is/are near your home – if any

Your contact details including phone number or email so that we can keep in touch with you about our work and keep you informed about any issues you have raised

HOW DO WE COLLECT INFORMATION ABOUT YOU?

We may collect and store information about you when you interact with us. For example, when you submit an enquiry through our website, or apply for a job opportunity, or otherwise give us any other personal information.

We may also receive information about you from third parties for a specific purpose – but only if you have given them your permission to share your information with us.

HOW WILL WE USE THE INFORMATION WE COLLECT ABOUT YOU?

The information you provide to us will be used for the following reasons:

• to manage our relationship with you

• to improve the way we go about our business

• provide information relating to us if you indicate that you want to receive regular communications

• provide aggregate information and statistics for the purposes of monitoring website usage in order to help us develop our website and projects. These statistics will not include information that can be used to identify any individual.

WHO DO WE SHARE YOUR INFORMATION WITH?

We appreciate that you have provided your information to us and may not want us to share it with other people or organisations. We only share your information where we are permitted by you or where you have requested us to do so.

We may share your information with, for example:

• Any of your family, associates, or someone who represents you, where you have asked us to do so

• Employment and recruitment agencies, or current, past and prospective employers, where you require a reference from us

• Our employees who work on our projects

• External agencies like the police, fire service, or local councils in the event of an emergency situation, such as under the Civil Contingencies Act 2004

• Any person or organisation where we are required to because of a Court order, legal duty, or statutory obligation (such as a planning condition)

We are very careful to minimise such sharing.

HOW DO WE PROTECT YOUR INFORMATION?

When we use information about you we take all reasonable efforts to do so fairly and lawfully.

We never use information about you unless it is lawful for us to do so and we have a clearly defined purpose.

When we collect information about you we ensure that we minimise what we collect. We try to collect enough accurate and up to date information to ensure we provide you with the communication (e.g. project updates) you have requested, expect and no more. We try not to keep your information for longer than we need it and we ensure that the records we have about you are managed properly and deleted promptly and securely when we no longer need them.

We take appropriate care to secure the information we hold about you. We have robust technical security such as passwords and encryption. We also have policies and procedures to ensure your information is only available to our employees who need to see it to do their job.

In everything we do with your information we try to be fair, lawful, and open, and we take seriously our obligations towards your privacy and the protection of information we hold about you.

ON OUR WEBSITE

When visiting our website, you may also be providing us with certain information via our use of ‘cookies’. You can find out more about this by reading our statement about cookies below.

No data transmission over the internet can ever be entirely secure. While we do our best to protect your personal information, we cannot guarantee its security and you must be aware of this when using our websites.

Our website may contain links to other sites. If you follow a link to any of these websites, please note that these external resources have their own terms and conditions and privacy policies and that we cannot accept responsibility for their content.

This privacy statement applies only to Partnerships for Renewables’ website and business.

BY EMAIL AND PHONE

If you have contacted us by email, or provided an email address, we may use that to contact you if we need to.

You should also be aware that information conveyed by email could be deliberately or accidentally intercepted or corrupted. Whilst we make every effort to ensure that emails we send to you are free from viruses this cannot be guaranteed. We recommend that you scan all emails for viruses with appropriate and frequently updated virus checking software.

If you have given us your phone number (landline or mobile), we may use it to contact you if we need to, including sending texts.

Please let us know if your mobile phone number or email address changes so that we can keep this information up to date.

YOUR RIGHTS

You have certain rights under the Data Protection Act 1998 and the EU General Data Protection Regulations (GDPR). These are:

• The right to be informed via privacy statement such as this. The right of access to any personal information we hold about you.

• The right to rectification, we must correct inaccurate or incomplete data about you

• The right to erasure. You have the right to have your personal data erased and to prevent processing unless we have a legal obligation to process your personal information

• The right to restrict processing. You have the right to supress processing. We can retain just enough information about you to ensure that the restriction is respected in future

• The right to data portability. We can provide you with your personal data in a structured, commonly used, machine readable format when asked

• The right to object. You can object to your personal data being used for profiling, direct marketing or research purposes

• You have rights in relation to automated decision making and profiling, to reduce the risk that a potentially damaging decision is taken without human intervention

To request a copy of this information you must make a subject access request in writing via a letter to:

The Data Protection Officer, Partnerships for Renewables, Unit 1 Edison Way, Gapton Hall Industrial Estate, Great Yarmouth, Norfolk, NR31 0NG

Or via email to: info@pfr.co.uk

To ensure that we can deal with your request as efficiently as possible you will need to include your current name and address, proof of identity (a copy of your driving licence, passport or two different utility bills that display your name and address), as much detail as possible regarding you request so that we can identify any information we may hold about you.