SustainabilityWorks Privacy Statement
SustainabilityWorks Privacy Notice
Our Contact Details:
Name: SustainabilityWorks Limited
This is the privacy notice of SustainabilityWorks Limited. In this document “we”, “our”, or “us” refer to SustainabilityWorks.
This is a notice to inform you of our policy regarding the information that we record about you. It sets out the conditions under which we may process any information that we collect from you, or that you provide to us. It covers information that could identify you (“personal information”) and information that could not. In the context of the legislation and this notice, “process” means collect, store, transfer, use or otherwise act on information.
We take seriously the protection of your privacy and confidentiality. We understand that all visitors to our website are entitled to know that their personal data will not be used for any purpose unintended by them and will not accidentally fall into the hands of a third party.
The law requires us to tell you about your rights and our obligations to you in regard to the processing and control of your personal data. We do this now, by requesting that you read the information provided at www.dataprotection.ie
Except as set out below, we do not share, or sell, or disclose to a third party, any information collected through our website.
What type of information we have:
We currently collect and process the following information:
Personal identifiers, contacts and characteristics (for example, name, address, email and contact number)
Website user stats
How we get the information and why we have it
Most of the personal information we process is provided to us directly by you, however we also receive personal information indirectly, from the following sources in the following scenarios:
Google tag, Facebook pixel, Strikingly
From interacting with our pages you are passing information on to us via the above platforms.
If you buy something from our website, your information (email, name, address and contact number) is stored with us and our purchasing service provider.
If you sign up to our newsletter, you are providing us with information so that we can interact with you.
You may also provide us with information when in contact with us by phone, email or other forms of interaction.
We are required to determine the basis for which we process different categories of your personal information, and to notify you of the basis for each category.
Most of the personal information we process is provided to us directly by you for one of the following reasons:
Information we process because we have a contractual obligation with you.
When you create an account on our website, buy a product or service from us, or otherwise agree to our terms and conditions, a contract is formed between you and us.
In order to carry out our obligations under that contract we must process the information you give us. Some of this information may be personal information.
We may use it in order to:
- verify your identity for security purposes
- sell products to you
- provide you with our services
- provide you with suggestions and advice on products, services and how to obtain the most from using our website.
We process this information on the basis there is a contract between us, or that you have requested we use the information before we enter into a legal contract
Additionally, we may aggregate this information in a general way and use it to provide class information, for example to monitor our performance with respect to a particular service we provide. If we use it for this purpose, you as an individual will not be personally identifiable.
We share this information with third parties in order to process the purchasing transaction of our services. These companies must also adhere to the same data protection legislation.
We shall continue to process this information until the contract between us ends or is terminated by either party under the terms of the contract.
Information we process with your consent:
Through certain actions when otherwise there is no contractual relationship between us, such as when you browse our website or ask us to provide with more information about our business, including job opportunities, our products and services, you provide your consent to us to process information that may be personal information.
Sometimes you might give your consent implicitly, such as when you send us a message by email to which you would reasonably expect us to reply.
You may also consent to have your data used in order to receive information such as our newsletter
Except where you have consented to our use of your information for a specific purpose, we do not use your information in any way that would identify you personally.
If you have given us explicit permission to do so, we may from time to time pass your name and contact information to selected associates whom we consider may provide services or products you would find useful.
We continue to process your information on this basis until you withdraw your consent, or it can be reasonably assumed that your consent no longer exists.
You may withdraw your consent at any time by instructing us at firstname.lastname@example.org
Information we process for the purposes of legitimate interests:
We may process information on the basis there is a legitimate interest, either to you or to us, of doing so.
Where we process your information on this basis, we do so after having given careful consideration to:
- whether the same objective could be achieved through other means
- whether processing (or not processing) might cause you harm
- whether you would expect us to process your data, and whether you would consider it reasonable to do so
For example, we may process your data on this basis for the purposes of:
- record-keeping for the proper and necessary administration of our business
- responding to unsolicited communication from you to which we believe you would expect a response
- protecting and asserting the legal rights of any party
- insuring against or obtaining professional advice that is required to manage
- protecting your interests where we believe we have a duty to do so.
Information we process because we have a legal obligation:
We may be required to give information to legal authorities if they so request and subject to the correct authorisation.
What we do with the information:
- provide you with suggestions and advice on products, services and how to obtain the most from using our website
We may share your personal data with selected business associates, suppliers and contractors to provide you with our services. For example, these business partners may include our web hosting provider and our IT Cloud service providers.
We take the following measures to protect your payment information:
Payment information is never taken by us or transferred to us either through our website or otherwise. Our employees and contractors never have access to it.
At the point of payment, you are transferred to a secure page on the website of SagePay / PayPal / Stripe / Strikingly or some other reputable payment service provider. That page may be branded to look like a page on our website, but it is not controlled by us.
SustainabilityWorks maintains reasonable safeguards combining administrative, technical, and physical measures to provide protection to the personal information you provide against accidental, unlawful or unauthorised destruction, loss, alteration, access, interference, modification, disclosure or misuse.
We use Secure Socket Layer (SSL) encryption on our website when transmitting information and use other commercially reasonable efforts to protect your information.
Your data protection rights
Under data protection law, you have rights including:
Your right of access – You have the right to ask us for copies of your personal information
Your right to rectification – You have the right to ask us to rectify information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
Your right to erasure – You have the right to ask us to erase your personal information in certain circumstances
Your right to restriction of processing – You have the right to object to the processing of your personal data in certain circumstances
Your right to data portability – You have the right to ask that we transfer the information you gave us to another organisation, or to you, in certain circumstances.
You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.
Please contact us at karen@SustainabilityWorks.com, if you wish to make a request.
How to complain
You can also complain to the Data Protection Commission if you are unhappy with how we have used your data.
The Data Protection Commission address:
21 Fitzwilliam Square South
© 2020 SustainabilityWorks. All rights reserved.
Designed and Developed by
Sustainability Works endeavours to comply with the General Data Protection Regulation, Data Protection Acts, ePrivacy Regulation and data protection best practices. This Policy informs individuals how Sustainability Works processes personal data in accordance with the principles of data protection identified in data protection legislation.
We will process any personal information provided to us by individuals, whether it be provided through our website (www.sustainabilityworks.ie), by any form, correspondence, telephone, email or by any other means, or otherwise held by us in relation to you in the manner set out in this policy.
Information collected by us
Sustainability Works provide consultancy, guidance and support concerning sustainability for business, communities, public bodies and the public at large, depending on the needs of our clients.
We may collect, use and store (process) the following categories of personal data:
• Information necessary to reply to any query you may put to us and or provide services at your request. Such personal data includes a data subject’s name, address, phone number, email address and role in an organisation (if contacting us as part of their work or employment).
• Information necessary in order to facilitate, process, deliver, bill or charge monies for an agreed business transaction (e.g., name, payment details, etc.)
• Information you provide to us by filling out any forms on the website or by way of emailing us.
• Records of correspondences whether by email, telephone, through any form on our website or by any other means,
• Information you provide to us in person.
• Details of any business or commercial activities or transactions you carry out with us, whether through email, the website, telephone, or by any other means.
How we use your personal information
We may use your personal information for the purposes of:
i. Processing any enquiry requested by you;
ii. Entering into and or completing any sales, recruitment or training services as requested by you;
iii. Setting up, operating and managing any account or line of credit, if applicable;
iv. Setting up, operating and managing any marketing and or fundraising services subject to your explicit consent (please see Marketing & Fundraising below);
v. Complying with our legal duties and responsibilities;
vi. Debt collection and the collection of outstanding monies;
viii. Monitoring any billing or credit transactions for the purpose of preventing fraud;
ix. Provision of security to, and ensuring the health and safety of, employees and or visitors to company offices.
Sustainability Works may on occasion, and on a case-by-case basis, process some health and or medical data in order to make reasonable accommodation under equality legislation and or the Employment Equity Acts. We would only do so with explicit consent from a data subject and only for the purposes of making reasonable accommodation. Such data will be destroyed or deleted once is it no longer necessary (in accordance with our data retention policy).
Sustainability Works does not engage in any automated decision-making processes, nor do we use any personal data as a basis for any such automated decisions.
Sustainability Works does not transfer personal data outside the EU or outside the jurisdiction of the General Data Protection Regulation. However, Sustainability Works may use some external services providers to provide business functions. For example, should you consent to the use of your information for marketing then we may use Mailchimp to send you marketing emails (discussed below). Some of these service providers may be located outside the EU or EEA. In such cases, personal data is protected by use of binding corporate rules or EU-US privacy shield to ensure continued compliant with the General Data Protection Regulation and uphold the privacy rights of all data subject.
Some of these service providers may be located within another EU member state, and any that are, are subject to the One Stop Shop Mechanism as identified by the Irish Data Protection Commission.
For more information about binding corporate rules, EU-US Privacy Shield and the One Stop Shop Mechanism please visit the Data Protection Commission website at www.dataprotection.ie
Marketing & Advertising Policy
As a private company, Sustainability Works sometimes engages in marketing and advertising to increase awareness of our brand and encourage the use of our services.
In terms of data processing, subject to your explicit consent, we may use your personal information for the purpose of:
i. Marketing and Sales promotions;
ii. Providing you with information about promotional offers on our products and services;
iii. Carrying out any client research, survey and analysis;
At some interactions with Sustainability Works you may be asked to consent to your data being used for marketing and or advertising purposes. In such cases, consent will require a positive action on your part. For example, on a client form you would have to tick a box stating that you consent to your data being processed for marketing and or advertising purposes.
Sustainability Works is committed to privacy by design and privacy by default. As such, you will never have to ‘opt-out’ of our marketing or advertising processes; you will only ever have the option of ‘opting in’ if you’d like to be included. We do not engage in ‘pre-ticked’ boxes on consent forms, nor do we ever assume you would consent to your data being processed. You are free to withdraw consent for any marketing and or advertising related matters at any time you want.
Sustainability Works engages in a number of social media services, and we strive to uphold privacy rights online. However, sometimes members of the public may post something objectionable and beyond our control to Sustainability Works’ social media pages/forums. In such cases, we will act to rectify any difficulties as soon as we are notified or become aware of the problem. We do not provide a continuous monitoring of social media sites/forums so there may be a slight delay from the initial post to when become aware of a problem.
Sustainability Works may on occasion hold marketing or fundraising events in which members of Sustainability Works and the general public may be present. Such events are often held at public locations such as a trade show or launch event. Sometimes we may wish to take a photograph at such events to promote our brand or event on social media. In such cases, it is our policy for our photographer/social media handler to announce their presence and provide additional instructions and assistance. However, we do not have any control over private individuals or their social media accounts, and we cannot stop members of the public from posting pictures of events online without the consent of all participants.
We will take reasonable steps to ensure that personal data is kept secure and protected, including but not limited to, electronic data being protected using appropriate software, relevant networks safety and security checks, and, where applicable, physical data is stored in a physically secure environment with restricted access to only those employees who require access to the data in order to complete any tasks or functions.
We have a general data retention policy that relates to the retention of relevant data for seven years. Personal data that is no longer required will be destroyed and or deleted in a secure manner.
We do not process personal data that is not required nor necessary for any of our stated purposes.
Disclosure of data
We may outsource certain commercial functions to external third parties, e.g., debt collection, accounting auditors, etc. and in such cases where your personal data is required for the purposes of completing those functions then an appropriate data processing agreement, with relevant safeguards, will be in place to ensure our ongoing obligations under GDPR is upheld.
We may also have to disclose certain personal data in accordance with any legal obligation imposed on us. Any such disclosure would be in accordance with the law, e.g., disclosed on foot of a court order, etc.
Requesting your data
Any person has the right to find out whether an organisation has any personal data about them, what they use the personal data for and ask for copies of personal information held by that organisation.
If you wish to make a data access request in order to get a copy of any personal data we may process, please write a letter stating that you wish to make a data access request and address it to:
39 Colpe Park
Or email email@example.com.
In order to process your request, we may request that you send us a copy of your identification (passport, drivers licence, etc.).
The reason we ask for personal identification is to ensure that you are the correct person making the request for your personal data.
Unfortunately, verbal access request requests cannot be entertained.
In response to any data access request, you have the right to refer the matter to the Data Protection Commission if you are unhappy with the outcome, however, we ask that you notify us first of any issue so that we may help resolve it as quickly as possible.
You have the right to rectify any incorrect or inaccurate personal data at no cost to you.
If you believe that we are incorrectly processing any of your personal data, please inform us by emailing firstname.lastname@example.org.
Queries or complaints
Individuals have the right to refer any matter to the Data Protection Commission by contacting them at www.dataprotection.ie or by writing to:
Data Protection Commission
21 Fitzwilliam Square South
If you are, for whatever reason, considering contacting the Data Protection Commission about us we would ask that you inform us of your difficulty first so that we can try to resolve it to your satisfaction.