Date of Last Update: 28th July 2020
The information that we hold at the Eco Innovation Centre is held on the basis so that we can provide a contractual service with the users and tenants within the building and with Peterborough City Council, the Landlord.
Those individuals and companies that are interested in keeping in touch with the activities at the Eco Innovation Centre do so on a consensual opt-in basis to the information that is sent out.
What Information we hold about you?
NPS Peterborough, on behalf of the Eco Innovation Centre, hold the following information about you that includes:
Basic Contacts details, name, email address, the company that you work for.
Activity. We also keep a record of activities that you have taken part in at the EIC. As an example; business workshops, room bookings.
What do we do with your information?
Most of the information that we hold is to provide the contractual services based in the Eco Innovation Centre, or to provide you with information about what is going on at the Centre.
For statutory financial purposes we will hold your information relating to all companies and individuals that pay for services provided by the Eco Innovation Centre as required by law on a rolling basis.
Any information that is required from a legal basis will be stored and maintained indefinitely, signed contracts as an example.
All non-statutory information will be removed from digital and paper-based systems one year after your tenancy or involvement ends with the Eco Innovation Centre.
Companies and individual that are held on our marketing databases will only be provided information relating and pertinent to the activities of Eco Innovation Centre.
What Information do we need?
Most information that we need is required by law to process contracts and financial documents.
We also need individual point of contact information from our clients and tenants to be able to complete our work and deliver our services.
Additional personal information is held to comply with Health & Safety best practise. E.g. Signing In/Out sheets.
For marketing purposes, we only hold an individuals name and email address.
Who do we share your information with?
We currently share your personal information with the following organisations:
Peterborough City Council. PCC are the landlord of Eco Innovation Centre and contract NPS Peterborough to deliver the services of the centre. Whilst they have no specific interest in individuals and work on a company level, they may from time to time require access to individuals data that is related to those companies such as email address, position in the company, and name.
Website/booking System. The website and booking system are currently maintained by Free Thinking Design. Whilst they have technical access to limited individual data they are contracted to safeguard and not to use any data held within the system.
MailChimp. The Eco Innovation Centre uses MailChimp to manage the details of individual that wish to be kept up to date for marketing purposes. This is limited to a name and email address. We use this system as it only allows people to opt-in to receiving marketing information and gives individuals to opportunity to opt-out at any point.
Microsoft. We use Microsoft to host our email systems and document store. As with all our technology partners, they technically have access to the data that is stored on their servers, however they have strict security measures in place to prevent any data breaches both internally and externally.
None of your personal information is sold or passed onto other parties without your express permission.
All organisations that we select as suppliers to provide business functions are checked for compliance with GDPR and how they look after and safeguard any data that is held on you.
We may disclose your personal information to third parties:
+ In the event that we sell or buy any business or assets, in which case we may disclose your personal data to the prospective seller or buyer of such business or assets.
Your Individual Rights
We take your privacy and the security of information that we hold about you very seriously. This policy outlines what we do with your information and why we require it. We will notify you if this policy changes.
You have the right to know what data and information we hold on you. If you would like to see this you can make a request by email or verbally and we will provide you a response within one calendar month.
If any of the information we hold about you incorrect, please let us know and we will rectify this as soon as possible.
If you feel that we hold any information about you that we shouldn’t have, or if we are using your information in a way that you do not agree with or using it for something you don’t agree with, please let us know, and we will provide a response within one calendar month.
If you require, we can provide information and data held on you in a structured, commonly used and machine-readable format.
We do not use any of your personal information for automated decision-making.
If you have any query relating to this policy, please do not hesitate to contact us via the following methods:
Post: NPS Peterborough, Peterscourt, City Road, Peterborough, PE1 1SAPrivacy Notice