Who we are
Clean Air in London is a company limited by guarantee, registered in England and Wales (number 07413769) whose registered office is at Thames House, Mere Park, Dedmere Road, Marlow, Bucks SL7 1PB.
We are committed to protecting and respecting your privacy. This policy explains how Clean Air in London collects, uses your personal data through use of this website, including any data you provide when you register with us or sign up to our updates, blogs and other communications.
Controller
Clean Air in London is the controller and responsible for your personal data (collectively referred to as “CAL”, “we”, “us” or “our” in this privacy policy).
If you have questions about this privacy policy, including any requests to exercise your legal rights, please contact us using the information set out in the contact details section.
Information that we may collect from you, how we will use it and why
Personal data means any information about an individual from which that person can be identified.
We may collect, use, store and transfer different kinds of personal data about you which we have grouped together as follows:
- Identity data includes first name, last name, any previous names, username or similar identifier, title, date of birth and gender.
- Contact data includes email address and telephone numbers.
- Technical data includes internet protocol (IP) address, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform, device ID and other technology on the devices you use to access this website.
- Profile data includes your interests, preferences, feedback and survey responses.
- Usage data includes information about how you interact with and use our website, products and services.
- Marketing and Communications Data includes your preferences in receiving marketing from us and our third parties and your communication preferences.
We also collect, use and share aggregated data such as statistical or demographic data which is not personal data as it does not directly (or indirectly) reveal your identity. For example, we may aggregate individuals’ Usage Data to calculate the percentage of users accessing a specific website feature in order to analyse general trends in how users are interacting with our website to help improve the website and our service offering. Please see ‘Who do we share your personal data with’ section for more details.
How is your personal data collected and the legal basis we use?
We use different methods to collect personal data about you including as follows:
- If you fill in forms on our website, we will collect the information you provide in the form. Information which we collect under these circumstances will be used to contact you about CAL’s activities (e.g. events or meetings), news about CAL or opportunities to help with our events on the basis that we have a legitimate interest to do so (e.g. to raise public awareness about clean air and to increase public participation with CAL).
- If you contact us by any other means (e.g. email), we may keep a record of that contact and the information you provide at that time on the basis that we have a legitimate interest and/or legal obligation to do so.
- If we contact you for marketing purposes, we will use this information to provide you with information and legal notices on the basis that we have your consent or a legitimate interest and/or legal obligation to do so.
- If you contact us with an enquiry, we will use the information provided to deal with that enquiry, on the basis that we have a legitimate interest to do so (e.g. to follow up prospective membership enquiries as well as for ancillary record keeping and internal management purposes).
- If you complete any of our surveys, we will collect the information you provide in the survey, on the basis that we have a legitimate interest to do so (e.g. to enhance the success of CAL and to increase public participation in our work).
- If you contact us to make a complaint, we will use the information provided to respond to the complaint, on the basis that we have a legitimate interest to do so (e.g. to ensure that you are satisfied by the work carried out by CAL).
- If you visit our website we may also collect personal data about your visit through the use of website cookies (for more information see the section below entitled Cookies). We will do so on the basis that we have a legitimate interest to do so (to improve your experience of our website).
- We may use information which is provided to us to comply with legal requirements we may have.
- As you interact with our website, we will automatically collect Technical Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies and other similar technologies. Please see our Cookie Policy for further details.
- We will receive Technical Data about you from analytics provider Google based outside the UK.
We will not use your personal data for any purpose not explained in this privacy policy.
Direct marketing
During the registration process on our website when your personal data is collected, you may be asked to indicate your preferences for receiving direct marketing communications via email, SMS, telephone, push notifications or post.
You will receive marking communications from us if you have requested information from us and you have not opted out of receiving the marketing.
We may also analyse your Identity, Contact, Technical, Usage and Profile Data to form a view which products and services may be of interest to you so that we can then send you relevant marketing communications.
Third party marketing
We will get your express consent before we share your personal data with any third party for their own direct marketing purposes.
Opting out of marketing
You can ask us to stop sending you marketing communications at any time by following the opt-out links within any marketing communication sent to you or by contacting us at: cleanair.london/contact/.
If you opt out of receiving marketing communications, you will still receive service-related communications that are essential for administrative or customer service purposes for example relating to any meeting or event reminders, updates to our Terms and Conditions, checking that your contact details are correct.
Other information collected via our website and cookies
If you visit our website, we may collect information about your visit, namely IP address, traffic data, location data and the resources that you access.
For more information about the cookies we use and how to change your cookie preferences, please see our Cookies Policy.
Who do we share your personal data with?
We may share your personal data with our supporters. Please note that we do not disclose information about identifiable individuals to our supporters, but we may provide them with aggregate information about our users (for example, we may inform them that 430 people from London aged under 30 have clicked on our website on any given day). We may also use such aggregate information to help supporters reach the kind of audience they want to target (for example, men in SW2). We may make use of the personal data we have collected from you to enable us to display our communications to that target audience.
We may disclose your personal data to third parties if we are under a duty to disclose or share it in order to comply with any legal obligation.
We may share your personal data to third parties to whom we may choose to sell, transfer or merge parts of our business or our assets. Alternatively, we may seek to acquire other businesses or merge with them. If a change happens to our business, then our new owners may use your personal data in the same way as set out in this privacy policy.
We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow out third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.
Except as set out above, we will not share your personal data with any other party.
International transfers
Whenever we transfer your personal data out of the UK to countries which has laws that do not provide the same level of data protection as UK law, we always ensure that a similar degree of protection is afforded to it by ensuring that the following safeguards are implemented.
We may transfer your personal data to service providers that carry out certain functions on our behalf. This may involve transferring personal data outside the UK to countries which have laws that do not provide the same level of data protection as UK law.
Whenever we transfer your data out of the UK to service providers we ensure a similar degree of protection is afforded to it by ensuring that the following safeguards are in place:
- We will only transfer your personal data to countries that have been deemed by the UK to provide an adequate level of protection for personal data.
- We may use specific standard contractual terms approved for use in the UK which give the transferred personal data the same protection as it has in the UK, namely the International Data Transfer Agreement or the International Data Transfer Addendum to the European Commission’s standard contractual clauses for international data transfers.
How long will we keep your personal information?
We will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements. We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect of our relationship with you.
As a general rule, we will keep information for the following periods of time:
‘Purpose for which personal data’ was given and ‘How long do we keep it?’:
Information submitted via website form (e.g. newsletter)
12 months after an individual unsubscribes
Contact by other means (e.g. e-mail)
Three years following the last correspondence with the individual
Information submitted via survey
Three years
To receive marketing information
Three years
All other personal data
Seven years
Where do we store your personal data and how is it kept secure?
All information you provide to us is stored on our secure servers located in the UK. No information you provide to us is transferred to, or stored at, a destination outside the European Economic Area.
In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.
We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure, we have put in place suitable security measures to safeguard and secure the information we collect.
Your rights
Under the data protection laws, you have the right to request access to, deletion of or correction of the personal data we hold about you. You can also request that we transfer your personal data to another person. You can object to our processing of your personal data or you can request that we restrict the processing of your personal data. You can also object to your personal data being used by us for automated decision making and profiling. You may, at any time, withdraw your consent to our processing of your personal data (where our processing is based on your consent). The exercise of these rights is subject to our obligations to comply with all applicable data protection laws.
No fee usually required
We don’t usually charge you for accessing your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request if clearly unfounded, repetitive or excessive. Alternatively, we could refuse to comply with your request in these circumstances.
What we may need from you
We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask for further information in relation to your request to speed up our response.
Time limit to respond
We try to respond to all legitimate requests within one month. Occasionally it could take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.
If you would like a copy of some or all of your personal data please contact us via our website, at the address above or via our Contact page.
Contacting us
If you have any queries about this privacy statement, or any complaints about the way in which we handle your personal data, please contact us using one of the following options:
- Website: cleanair.london/contact/.
- Post: Clean Air in London, Thames House, Mere Park, Dedmere Road, Marlow, Bucks SL7 1PB.
We will investigate any complaint promptly with a view to resolving the matter as swiftly as possible.
Complaints
You have the right to complain to the Information Commissioner about the way in which we collect and use your personal data: www.ico.org.uk/concerns or telephone 0303 123 1113.
We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.
Changes to this privacy policy and your duty to inform us of changes
This policy is effective from 6 April 2024. We may change this privacy policy from time to time by updating this webpage.
