Privacy notice of the Technical Governance Committee

We know that you care how information about you is used and shared, and we appreciate your trust in us to do that carefully and sensibly. This Privacy notice of the Technical Governance Committee describes how we collect and process your personal information through the BidCarbon Foundation website and services.

1. Controllers of Data Protection Officer

The Technical Governance Committee’s controller is the Chair of the Technical Governance Committee, supported by the Secretariat. please submit your enquiry to the Data Protection Officer at www.bidcarbon.com/legal-privacy-contact.

The Data Protection Officer is the Head of Information Compliance at BidCarbon Foundation.

This notice relates to personal data processed by the Secretariat of BidCarbon Foundation on behalf of the Technical Governance Committee. This notice does not apply to personal data in cases where individual members of the Committee or other governance bodies are the controller of the data.

In some instances, we process personal data jointly with partner organisations. In these cases, the Secretariat, acting on behalf of the Technical Governance Committee, and the counterpart data controller from the partner organisation act as joint controllers. There may occasionally be other situations in which the Technical Governance Committee acts as a joint controller with a third party, such as accredited verification bodies or technical standard-setters.

2. Personal data collected, purpose and legal basis for processing

When personal data are collected

Corresponding with BidCarbon Foundation

You may give us your information when you send correspondence to our Secretariat, the Technical Governance Committee, or another office within the BidCarbon Foundation administration. If you have previously provided your personal data to the Foundation as part of governance or technical review proceedings, we may be storing your personal data within our archival records.

Engaging with the Technical Governance Committee

We may collect personal information about you when you:

● register for an account on our platform

● submit a project for registration

● submit a project report and crediting application

● submit a project variation request

● apply for membership or nomination to the Technical Governance Committee

● submit comments or feedback on technical standards or methodologies

● respond to public consultations issued by the Committee

● participate in working groups or expert panels convened by the Committee

Attending events or visiting our premises

We may collect personal information about you when you attend an event organised directly by us, or when you contact us for the purposes of arranging a visit to our offices or event venues. This could include:

● attending a public or invite-only event hosted by BidCarbon Foundation

● applying to attend a workshop or technical consultation

● visiting our premises for meetings or other official purposes

We may sometimes receive information about you from third parties, for example when a partner organisation has arranged an event and provides us with your details in order to facilitate your participation, or when you have been nominated to attend an event. Where information about you is provided to us by a third party, we advise the organisation or person concerned to make you aware of this privacy notice.

Images of visitors may be captured by security cameras on our premises. Our security camera policy is available upon request.

Requesting publications or signing up for updates

We collect and process your personal information when you order publications from us, download resources, or sign up to receive newsletters or updates from us.

Participating in technical governance activities

We may collect and process personal data about you when you participate in technical governance activities, including:

● serving as a member of the Technical Governance Committee or its sub-groups

● acting as an external reviewer or expert contributor

● submitting proposals or applications for consideration by the Committee

We may also wish to collect and process special category data (such as equality and diversity information) for monitoring purposes. Such data will only be collected and processed with your explicit consent. More information about the way such data is processed is provided at the point of collection.

Types of personal data collected

The personal data we process about you may include your:

● name, address, phone number, email address, other personal contact details

● bank account or payment details (where applicable)

● photograph

● CCTV images

● dietary or access requirements (where attending events)

Purpose

We process your personal data so we can:

● provide you with information, services, or access to events

● support the functioning of the Technical Governance Committee and the Foundation’s governance activities

● explain and promote the work of the Foundation and its technical governance functions

● manage membership, nominations, and expert contributions

● comply with legal and regulatory obligations

Legal bases

The legal bases allowing us to process your personal data are that it is necessary for us to do so for:

● performing a contract (see Article 6(1)(b) of the UK General Data Protection Regulation – “the UK GDPR”)

● complying with a legal obligation (see Articles 6(1)(c)

● protecting the vital interests of the data subject or of another natural person (see Article 6(1)(d))

● furthering our legitimate interests (see Article 6(1)(f)), in particular, to publicise and promote our activities, manage governance processes, and to bring or defend any legal proceedings

Consent

In some cases, we process your personal data because you have given your consent to allow us to do so (see Articles 6(1)(a) of the UK GDPR), for example when you sign up to receive our newsletters, or when you provide information about your dietary or access requirements for an event.

3. Who we share personal data with

Where necessary, we may share personal data with:

● partner organisations with whom we jointly deliver programmes or technical services

● providers of goods and services contracted by BidCarbon Foundation

● the Register of Greenhouse and Energy Auditors

● organisations hosting or co-hosting events which you are attending

● third parties where necessary for the purpose of investigating or addressing complaints regarding governance matters or the conduct of committee members or participants

If you make a complaint regarding the conduct of a member of the Technical Governance Committee or any participant in our governance processes, we may need to share your personal data with the respondent for the purpose of investigating and resolving the complaint. Further guidance on how complaints are managed is available upon request.

We may also share your data when permitted to do so by law, or when there is a legal obligation to do so.

4. Transfer to third countries

Some personal data we control are held outside the UK. These data are predominantly held in data centres within the mainland of China, for the purpose of hosting and maintenance. If personal data are transferred to third countries outside the mainland of China, the adequacy of the data protection regimes of those countries and organisations holding the data is assessed to ensure appropriate safeguards are in place.

5. How long we keep personal data

Personal data collected about you are kept in accordance with BidCarbon’s Authorised Retention and Disposal Policy (ARDP). The length of time different types of personal data are kept depends on the purpose of their collection and legal requirements. The ARDP is published here.

6. Data subject rights

You have the right to:

● access

● request rectification of

● request erasure of

● restrict the processing of

● object to the processing of

● data portability of

your personal data held by the Technical Governance Committee. This is subject to the exceptions in the Data Protection Act 2018. 

7. Right to withdraw consent

Where the Technical Governance Committee has relied on your consent to process your personal data, you have the right to withdraw that consent at any time. Withdrawal of consent will not affect the lawfulness of processing based on consent before its withdrawal.

To withdraw consent, please submit your enquiry to the Data Protection Officer at www.bidcarbon.com/legal-privacy-contact.

8. What if you do not provide your data?

There are certain circumstances where we rely on your personal data to facilitate services to you. Whilst there is no obligation to provide your personal information, it may affect the range of services you can access.

9. Right to complain

If you are unhappy with the use of your personal data by the Technical Governance Committee, you should contact our Data Protection Officer in the first instance at at www.bidcarbon.com/legal-privacy-contact.

You also have the right to lodge a complaint with the supervisory authority if you consider that we are in breach of our data protection obligations. The supervisory authority in the United Kingdom is the Information Commissioner’s Office (ICO) :

Information Commissioner’s Office

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

The ICO’s website is available at https://ico.org.uk.