Main Policy Statement

 

The Local Electricity Project, takes its responsibility as a Data Controller, seriously.  We want you to know that we do not sell, trade or rent any personal data that we store.  This document describes the data that we do hold and why, and what we do with that data.

 

1.     What personal data does The Local Electricity Project collect?

 

Clients/Prospective Clients	o   Contacts names and job titles – this includes contacts from legal teams, project leads, IT, finance as well as the service leads. o   Contact details: work address, telephone, mobile, email o   Email History o   Log of contacts made to  The Local Electricity Project including support calls or enquiries o   Complaints/Compliments
Employees/Prospective Employees	o   Full name, o   DOB o   Contact details: telephone, mobile, email, home address o   Contract, with salary, job title, annual leave details o   Emergency contact person details o   National insurance number o   Bank details o   CV/application forms o   DBS if applicable o   References o   Training/Qualifications o   Appraisals o   Sickness records o   Email History
Suppliers/Prospective Suppliers	o   Contact Name o   Contact details, address, telephone, mobile, email o   Quotes/proposals o   Contract o   References o   Bank details o   Email History

 

 

Email List	o   Details of when and how you signed up to our mailing list o   Email address o   Open history of emails
Website Users	We use cookies to help us understand and save your preferences for future visits and compile aggregate data about site traffic and site interaction

 

2.     How does The Local Electricity Project use my data?

 

The Local Electricity Project only uses your data to enable us to carry out the services we are contracted to with you or to answer queries about possibly working together for prospective clients, employees and suppliers.

 

 

Clients/Prospective Clients	o   To provide information about our services and products to you o   To keep our financial and legal records up to date o   To improve our service and products o   To provide you with up to date marketing information and offers
Employees/Prospective Employees	o   To guide you through the recruitment process with us o   To fulfill our obligations as your Employer including payment o   When we need to comply with legal obligations o   To provide you with up to date job opportunities
Suppliers/Prospective Suppliers	o   To discuss the opportunities to work together o   To fulfill our obligations under our contract with you including payment o   When we need to comply with legal obligations o   To provide you with up to date opportunities to work with us
Email List	o   To provide you with personalised up to date information about our goods and services
Website Users	o   So that we can offer better website experiences and tools in the future.

 

 

 

 

 

 

 

3.     Where does The Local Electricity Project store this data?

 

 

Clients/Prospective Clients	o   Details are held on The Local Electricity Project computers or cloud based systems, which are accessible only to The Local Electricity Project personnel, with password protection. o   Paper copies of contracts and any other relevant data is held in locked filing cabinets.
Employees/Prospective Employees	o   Details such as references, CVs and appraisals are stored on The Local Electricity Project computers or cloud based systems, with password protection. o   Personal contact records and contracts are kept in a secure locked cabinet at all times
Suppliers/Prospective Suppliers	o   Data is held on The Local Electricity Project computers or cloud based systems, which are accessible only to The Local Electricity Project personnel, with password protection. o   Paper copies of contracts are kept in a locked filling cabinet at all times.
Email List	o   Data is held in a cloud based email platform.
Website Users	o   We use analytics software

 

 

1. Which platforms do you use to store my data?

 

Like many small businesses, The Local Electricity Project uses external platforms to run its business.  This means that some of your data may be held in the EEA, and some may be held in services in the USA (with suitable data privacy shields) or elsewhere.  Below is a list of them with links to their privacy polices.

 

Platform Name	Purpose	Privacy Policy Link

 

5.     Does The Local Electricity Project share my data?

 

The Local Electricity Project would never rent, sell or trade your personal data.  We would only ever share data with a third party if there was a business need or legal requirement to do this.  Such organisations include:

 

• Solicitors
• Accountants
• Bank (for payments)
• IT Support
• Business insurance company

 

6.     How long will The Local Electricity Project hold my data for?

 

The Local Electricity Project does not hold personal data for longer than is necessary.  If you want to find out more you can contact us for a copy of our Data Retention and Destruction Policy

 

 

Clients	o   The Local Electricity Project Client records are archived for a period of up to x years once a Client is no longer active. Then a decision is made for final destruction, unless the client asked to be forgotten before this allocated time period.
Employees	o   The Local Electricity Project employee records are archived for a period of up to x years once Staff members are no longer active. Then a decision is made for final destruction, unless the worker asked to be forgotten before this allocated time period.
Suppliers	o   The Local Electricity Project Supplier records are archived for a period of up to x years once a Supplier is no longer active. Then a decision is made for final destruction, unless the supplier asked to be forgotten before this allocated time period.
Prospective Clients, Employees, Suppliers	o   Records are archived after x years.  Then a decision is made for final destruction, unless the supplier asked to be forgotten before this allocated time period.
Email List	o   Until you unsubscribe from our mailing list.
Website Users	o   You can set your browser not to accept cookies and the above websites tell you how to remove cookies from your browser. However in a few cases some of our website features may not function as a result. All of these cookies can be turned off or removed through your browser settings.

 

7.     How can I access my personal data?

 

You are entitled to view, amend, or delete your personal data that we hold.  Email any requests to hello@localelectricity.org

8.     Changes to this document

 

The Local Electricity Project will review this document at least annually and when and if it is updated we will let you know and provide access to a copy of the updated document.

 

 

 

 

1. I want to find out more

 

If you have any queries about this document, the data we store or your rights as a data subject, please do contact us at:

 

hello@localelectricity.org

Or view more information via Information Commissioner’s Office, ICO, https://ico.org.uk/