Ecomotive Privacy Policy - Shaldon Road Project

Background

Ecomotive Limited understands that your privacy is important to you and that you care about how your personal data is used and shared. We respect and value the privacy of everyone who participates in projects that We operate, and will only collect and use personal data in ways that are described here, and in a manner that is consistent with Our obligations and your rights under the law. 

Please read this Privacy Policy carefully and ensure that you understand it. You will be required to read and accept this Privacy Policy when giving Us your details to enable Us to supply you with services. 

Definitions and interpretation  

In this Policy, we use the following terms and meanings:   

  “Cookie” 

means a small text file placed on your computer or device by Our Site when you visit certain parts of Our Site and/or when you use certain features of Our Site. Details of the Cookies used by Our Site are set out in the Cookies section below; 

  “Cookie Law” 

means the relevant parts of the Privacy and Electronic Communications (EC Directive) Regulations 2003, as amended from time to time; 

“Personal data” 

means any and all data that relates to an identifiable person who can be directly or indirectly identified from that data. In this case, it means personal data that you give to Us via Our Site or other contact and communication with Us. This definition shall, where applicable, incorporate the definitions provided in the EU Regulation 2016/679 – the General Data Protection Regulation (“GDPR”);  

“Self Finish Group” 

means the group of prospective residents and their supporters who are participating in the building works associated with The Shaldon Road Self Finish Project; 

“The Time Tracker” 

means the digital time tracking application set up by Us to track progress of work per work site and work activity, and hours of work accrued per plot / household, to inform sweat equity calculations; 

“The Shaldon Road Project” 

means the Shaldon Road Self Finish Project, in which We are delivering services to you under contract to Brighter Places (formerly United Communities); and 

“We/Us/Our” 

means Ecomotive Limited, a society registered in England under the Co-operative and Community Benefit Societies Act 2014 under number 32087R, whose registered address is at Unit 2 Wild Goose Space, 228 Mina Road, St Werburghs, Bristol BS2 9YP. 

 

Information about Us 

Our Site is owned and operated by Us and you can find out more about us by visiting the Ecomotive website www.ecomotive.org. 

Our Data Protection Officer is Anna Hope, and you can contact her by email at anna@ecomotive.org, by telephone on 0117 924 1263, or by post at Unit 2 Wild Goose Space, 228 Mina Road, St Werburghs, Bristol BS2 9YP. 

We are a social enterprise working to create more sustainable communities through supporting and enabling self-build and self-finish projects that have environmental, social and economic sustainability at their core. 

 

What does this policy cover? 

This policy explains how We use your personal data in relation to your participation in the Shaldon Road Project: how it is collected, how it is held, and how it is processed. This Privacy Policy also applies to your use of The Time Tracker.  

The Time Tracker is hosted on Our Site. To view and use Our Site, including The Time Tracker, you will need to separately read and agree to the Terms and Conditions set out in the Ecomotive Privacy Policy.  

 

Your rights 

As a data subject under data protection law, you have the following rights under the GDPR, which this Policy and Our use of personal data have been designed to uphold: 

  • The right to be informed about Our collection and use of personal data. This Privacy Policy should tell you everything you need to know, but you can always contact Us to find out more or to ask any questions; 

  • The right of access to the personal data We hold about you (see the How Can You Access Your Data section below); 

  • The right to rectification if any personal data We hold about you is inaccurate or incomplete (please contact Us using the details in the Contacting Us section below); 

  • The right to be forgotten – i.e. the right to ask Us to delete any personal data We hold about you (We only hold your personal data for a limited time, as explained in the How Do We Use Your Data section below but if you would like Us to delete it sooner, please contact Us using the details in the Contacting Us section); 

  • The right to restrict (i.e. prevent) the processing of your personal data; 

  • The right to data portability (obtaining a copy of your personal data to re-use with another service or organisation); 

  • The right to object to Us using your personal data for particular purposes; and 

  • Rights with respect to automated decision making and profiling. 

If you have any cause for complaint about Our use of your personal data, please contact Us using the details provided below and We will do Our best to solve the problem for you. If We are unable to help, you also have the right to lodge a complaint with the UK’s supervisory authority, the Information Commissioner’s Office (the “ICO”). 

For further information about your rights, please contact the Information Commissioner’s Office or your local Citizens Advice Bureau. 

 

What data do We collect? 

In order to provide the necessary services to you as part of The Shaldon Road Project, We may collect some or all of the following personal and non-personal data (please also see the Our Use of Cookies section below on Our use of Cookies and similar technologies): 

  • name; 

  • date of birth; 

  • contact information such as address, email address and telephone numbers;  

  • name and telephone numbers of your emergency contacts (e.g. next of kin); 

  • information relating to your participation in The Shaldon Road Project, such as plot number, tenure, training courses attended, certificates attained from participating in relevant training courses, hours worked, details of any accidents or injuries incurred while participating in training or self finish works;  

  • medical information, such as any pre-existing health conditions or medication you are taking, for use by first aiders in case of a medical emergency while working on site; 

  • IP address; 

  • web browser type and version; 

  • operating system; 

  • a list of URLs starting with a referring site, your activity on Our Site, and the site you exit to. 

How do We use your data? 

All personal data is processed and stored securely, for no longer than is necessary in light of the reason(s) for which it was first collected. We will comply with Our obligations and safeguard your rights under the GDPR at all times. For more details on security see the How and Where Do We Store Your Data section below. 

Our use of your personal data will always have a lawful basis. For the purposes of The Shaldon Road Project, Our lawful basis is Contract, because it is necessary for Our delivery of the Self Finish Project Management service to you, as stipulated in Our contract with Brighter Places. Specifically, We may use your data for the following purposes: 

  • Supplying you with emails relating to your participation in The Shaldon Road Project; 

  • Supplying support services to you; 

  • Replying to emails and/or phone calls from you; 

  • Recording details of any accidents or injuries you are involved in during your participation in training or self finish works; 

  • Ensuring that site first aiders have relevant medical information about you in case of an emergency;  

  • Providing the full functionality of The Time Tracker, including recording of your time working on The Shaldon Road Project and your sweat equity; 

  • Analysing your use of The Time Tracker to enable Us to continually improve The Time Tracker and your user experience. 

Since it is essential for us to use your personal data for the delivery of services to you via The Shaldon Road Project, you do not have the right to withdraw your consent to Us using your personal data or to request it to be deleted during your participation in the project and Our performance of Our contract with Brighter Places. 

 

How long will We keep your data?

We do not keep your personal data for any longer than is necessary in light of the reason(s) for which it was first collected. Data will therefore be retained until completion of Our contract for The Shaldon Road Project.  If you withdraw from The Shaldon Road Project for any reason prior to completion of Our contract, we will delete your personal data with immediate effect. 

 

How and where do We store your data? 

We only keep your personal data for as long as We need to in order to use it as described above in the section How Do We Use Your Data. 

Your data will only be stored within the European Economic Area (“the EEA”) (The EEA consists of all EU member states, plus Norway, Iceland, and Liechtenstein) with the exception of our Cloud-based storage system, which is hosted in the USA and is compliant with the GDPR. 

Data security is very important to Us, and to protect your data We have taken suitable measures to safeguard and secure data. 

Steps We take to secure and protect your data include: 

  • All emails containing personal data are marked “confidential”; 

  • Personal data is transmitted over secure networks only using password-protected access; transmission over unsecured networks is not used in any circumstances; 

  • All electronic copies of personal data are stored securely using passwords for access; 

  • All hard copies of personal data are stored in a locked filing cabinet when not in use; 

  • When any personal data is to be erased or otherwise disposed of for any reason (including where copies have been made and are no longer needed), it is securely deleted and disposed of. 

 

Do We share your data? 

We are collecting and processing your personal data in order to deliver a contract with Brighter Places to provide services in relation to The Shaldon Road Project. To enable verification and allocation of the sweat equity you earn through the participation in this project, we will need to share your name; unit number; and details of your household’s hours worked and sweat equity earned, with Brighter Places. 

When you sign up to The Time Tracker, you will be asked to submit personal data including your name, plot number, phone number and medical information.  

Your name, plot number and phone number will be shared with Our site management staff and all other members of the Self Finish Group. This is to enable site management staff and/or other members of the Self Finish Group to know who will be on site at what times, and to contact you in relation to your participation on site. Sharing your phone number on The Time Tracker is optional and you may choose not to share it.  

Your medical information will be shared with all registered first aiders in the Shaldon Road Project, including the site management staff and members of the Self Finish Group. This is to enable first aiders to be able to care for you appropriately in case of a medical emergency while on site. 

All members of the Self Finish Group are required to sign a GDPR agreement to confirm that they will handle the personal data viewable within The Time Tracker safely and securely, and will not share it with any third parties. 

We will not share any of your data with any other third parties, except for certain legal requirements outlined below. 

We may sometimes contract with third parties to supply products and services to you on Our behalf. In some cases, the third parties may require access to some or all of your data. Where any of your data is required for such a purpose, We will take all reasonable steps to ensure that your data will be handled safely, securely, and in accordance with your rights, Our obligations, and the obligations of the third party under the law. 

We may compile statistics about the use of The Time Tracker, including data on traffic, usage patterns, user numbers and other information. All such data will be anonymised and will not include any personally identifying data, or any anonymised data that can be combined with other data and used to identify you. We may from time to time share such data with third parties such as prospective investors, affiliates, partners, and advertisers. Data will only be shared and used within the bounds of the law. 

In certain circumstances, We may be legally required to share certain data held by Us, which may include your personal data, for example, where We are involved in legal proceedings, where We are complying with legal requirements, a court order, or a governmental authority. 

 

What happens if Our business changes hands? 

We may, from time to time, expand or reduce Our business and this may involve the sale and/or the transfer of control of all or part of Our business. Any personal data that you have provided will, where it is relevant to any part of Our business that is being transferred, be transferred along with that part and the new owner or newly controlling party will, under the terms of this Privacy Policy, be permitted to use that data only for the same purposes for which it was originally collected by Us. 

In the event that any of your data is to be transferred in such a manner, you will be contacted in advance and informed of the changes. When contacted you will be given the choice to have your data deleted or withheld from the new owner or controller. 

 

How can You control your data? 

When you share personal data with Us, We may only use it for the purposes that We have outlined above. Because Our lawful basis for processing is Contract, it is a requirement for you to share the requested personal data with Us in order for us to fulfil the terms of Our contract to deliver specific services to you.  

When you use The Time Tracker, you will be given the option to share your phone number and your medical information. This is not compulsory, and you can delete your phone number and/or medical information from The Time Tracker at any time should you wish to do so.  

 

Your right to withhold information 

To allow us to supply specific services to you in relation to The Shaldon Road Project, you will be required to submit or allow for the collection of certain data. We will always state clearly which information is mandatory to submit and which is optional. 

 

How can you access your data? 

You have the right to ask for a copy of any of your personal data held by Us (where such data is held) and this is known as a “subject access request”.  Under the GDPR, no fee is payable and We will provide any and all information in response to your request free of charge.  We will respond to your subject access request within one month of receiving it from you. 

Please contact Us for more details at info@ecomotive.org, or using the contact details below in the Contacting Us section below. 

 

Our use of cookies 

The Time Tracker, which is hosted on Our Site, may place and access certain first party Cookies on your computer or device. First party Cookies are those placed directly by Us and are used only by Us. We use Cookies to facilitate and improve your experience of Our Site and to provide and improve Our service. We have carefully chosen these Cookies and have taken steps to ensure that your privacy and personal data is protected and respected at all times. 

All Cookies used by and on Our Site are used in accordance with current Cookie Law. 

Before Cookies are placed on your computer or device, you will be shown a prompt or pop-up box requesting your consent to set those Cookies. By giving your consent to the placing of Cookies you are enabling Us to provide the best possible experience and service to you. You may, if you wish, deny consent to the placing of Cookies; however certain features of Our Site may not function fully or as intended.  

Our Site uses website analytics services. Website analytics refers to a set of tools used to collect and analyse anonymous usage information, enabling Us to better understand how Our Site is used. This, in turn, enables Us to improve Our Site and the services offered through it. You do not have to allow Us to use these Cookies, however whilst Our use of them does not pose any risk to your privacy or your safe use of Our Site, it does enable Us to continually improve Our Site, making it a better and more useful experience for you. 

The analytics service(s) used by Our Site use(s) Cookies to gather the required information. 

In addition to the controls that We provide, you can choose to enable or disable Cookies in your internet browser. Most internet browsers also enable you to choose whether you wish to disable all cookies or only third party Cookies. By default, most internet browsers accept Cookies but this can be changed. For further details, please consult the Help menu in your internet browser or the documentation that came with your device. 

You can choose to delete Cookies on your computer or device at any time, however you may lose any information that enables you to access Our Site more quickly and efficiently. 

It is recommended that you keep your internet browser and operating system up-to-date and that you consult the help and guidance provided by the developer of your internet browser and manufacturer of your computer or device if you are unsure about adjusting your privacy settings. 

The links below provide instructions on how to control Cookies in all mainstream browsers: 

 

Contacting Us 

If you have any questions about Us, Our Site or this Privacy Policy, please contact Us by email at info@ecomotive.org, by telephone on 0117 924 1263, or by post at Unit 2 Wild Goose Space, 228 Mina Road, St Werburghs, Bristol BS2 9YP. Please ensure that your query is clear, particularly if it is a request for information about the data We hold about you (as under the How Can You Access Your Data section above). 

 

Changes to Our Privacy Policy 

We may change this Privacy Policy from time to time (for example, if the law changes). Any changes will be immediately posted on Our Site and you will be deemed to have accepted the terms of the Privacy Policy on your first use of Our Site following the alterations. We recommend that you check this page regularly to keep up-to-date.