EEEGR Privacy Statement

As a membership organisation, EEEGR is committed to protecting the privacy of individuals and the responsible use of direct and email marketing. Where we ask you to provide certain information by which you can be identified when using this website and other channels, be assured that it will only be used in accordance with this privacy statement.

This policy explains how we use and secure personal information you provide to us through this website and other channels. It should be read in conjunction with our Cookies Policy, which provides details of how we use cookies and similar technologies to enable you to browse our website effectively.

About us

We are the East of England Energy Group (EEEGR), a company registered in England and Wales (Company No. 04117847) with its office at Unit 4 Ground Floor, Wellington Park, Excalibur Road, Great Yarmouth, NR31 7BB. We are listed on the Information Commissioner’s Register of Data Controllers under number: Z5599464.

EEEGR represents some 300 members across the region, ranging from energy producer, supply chain companies and skills providers.

Our mission is to provide knowledge, support and opportunities to enable members to strategically grow their businesses.

EEEGR is also a key voice for the sector, putting the region and its expertise on the radar of major international players and influential politicians at regional and national levels.

EEEGR also has close links with a variety of individuals and organisations through its Skills for Energy (SfE) programme. This programme is led by industry and its primary aim is to ensure the ongoing diversity and volume of skilled individuals for the current and future wellbeing of the energy sector.

The Information We Collect

If you purchase membership, event tickets and other services from us, communicate with us, or do business with us, this will result in us collecting personal data about you (for example, your name, address, email, and telephone number of business contacts).

We also collect information provided if you fill in a form, complete a survey, etc., which may include contact information, with your consent, for subsequent use for marketing purposes (please see ‘Consent and Marketing’ below). We do not normally collect sensitive personal data in our business activities. In the event you provide us with any sensitive personal data, we will take extra care to ensure your rights are protected.

Third party sources.

We sometimes collect additional information about actual or prospective members and delegates from third party sources. Most of the time this won’t be personal data (for example, we might obtain information about a company’s business and performance), though on occasion we may receive personal data (such as a person’s work email or telephone number, or details of their role within a business).

How We Use Your Information

We only ever use your personal data with legitimate business interest to:

Perform duties commensurate with membership of the organisation or attendance at events;
Inform in-scope businesses and their employees of upcoming events or initiatives that may be beneficial to them;
Comply with a legal duty;
Remember your preferences e.g. if you ask not to receive marketing material, we will keep a record of this, or
For our own lawful interests (such as internal record keeping and deletion, market research or to improve our services) provided your rights don’t override these.

We will only use personal information for the purpose it was collected for (or for similar/related purposes). For our members and delegates, this includes using personal data to the extent necessary to perform our contractual obligations (such as administering their accounts and providing them with services).

We will never sell, lease or distribute your personal data or share it with third parties who might use it for their own purposes unless you have given us specific permission to share your company and/or employee data e.g. for brokering commercially beneficial introductions.

Marketing and Removing Consent

We use personal information (such as email addresses) in our legitimate interests to market business to business and promote our services to members, prospective members and consumers of our newsletters and mailing lists. We do not market to consumers or sell products and services to minors.

You can opt in to marketing communications such as specific mailing lists via the website.

You can choose to ‘opt out’ of EEEGR’s e-shots by clicking the ‘unsubscribe’ link at the bottom of our emails or emailing us at gdpr@eeegr.com.

If you wish to change or remove your contact details from our database (see Databases and Data Retention below) or change or remove marketing preferences, please email us at gdpr@eeegr.com.

Security

We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect online.

Databases and Data Retention

We use a secure Customer Relationship Management System (CRM) to store and manage your personal information. We also utilise the secure SAGE system for accounting purposes, and this will store limited personal information for accountancy contact purposes.

We regularly remove personal information from the CRM:

When an organisation cancels membership and if record removal is requested, accounting and legal documents will be retained in line with UK law prior to disposal;
When contact information is modified/ deleted through the membership renewal process;
When an individual leaves and organisation, and EEEGR are informed;
If EEEGR received a request for removal.

Data will cycle out of backups up to 2 weeks later. EEEGR store logs of outbound emails for up to 30 days after the email is sent.

We will continue to store limited information about the client (including transaction records) for up to seven years for accounting, record keeping and administrative purposes. If we consider there is a need to store records for longer (for example, the transaction has been the subject of a dispute or claim) then we will retain the data for as long as is necessary.

Your Rights

We want to ensure businesses employees remain in control of their personal data. Part of this is making sure you understand your legal rights, which (for individuals) are as follows:

the right to confirmation as to whether or not we have your personal data and, if we do, to obtain a copy of it (this is known as a subject access request);
the right to have inaccurate data rectified; and
the right to object to your data being used for marketing or profiling.

If you would like further information on your rights or wish to exercise them, please email gdpr@eeegr.com.

You may choose to restrict the collection or use of your personal information in the following ways:

If you have previously agreed to us using your personal information for direct marketing purposes, you may change your mind at any time by emailing us at gdpr@eeegr.com;
You can ask us to remove your personal data from our CRM at any time by emailing us at gdpr@eeegr.com.

Please keep in mind that there are exceptions to the rights above and, though we will always try to respond to your satisfaction, there may be situations where we are unable to do so. If you are not happy with our response, or you believe that your data protection or privacy rights have been infringed, you should contact the UK Information Commissioner’s Office, which oversees data protection compliance in the UK. Details of how to do this can be found at www.ico.org.uk.

Links to Other Websites

Our website may contain links to other websites. We do not control those other sites and we cannot be responsible for the content of those sites or for the protection of any information you provide to other sites (which are not governed by this privacy policy). We accept no responsibility or liability for such other websites. You should exercise caution when entering personal information online and look at the privacy statement applicable to the website in question.

Questions

If you have any questions about your personal data or this policy, then please email us at gdpr@eeegr.com.

Changes to this statement

Our privacy policy may be updated from time to time and the latest version will always appear on the EEEGR website.

Last modified: 15/08/2018