top of page

Zero Carbon Guildford Privacy Policy

​

This privacy policy will explain how Zero Carbon Guildford uses the personal data we collect from you when you use our website.

Topics:

  • What data do we collect?

  • How do we collect your data?

  • How will we use your data?

  • How do we store your data?

  • Marketing

  • What are your data protection rights?

  • Privacy policies of other websites

  • Changes to our privacy policy

  • How to contact us

  • How to contact the appropriate authorities

 

What data do we collect?

Zero Carbon Guildford collects the following data:

  • Personal identification information (Name, email address, phone number, etc.)

  • Special Category Data under conditions specified by UK GDPR law. That means we will always ask for your explicit consent and explain the purpose it will be used for (for example, to assess eligibility for a service, fulfil funder requirements or enable us to understand and improve the accessibility of our services to different demographic groups).
     

How do we collect your data?

You directly provide Zero Carbon Guildford with data when you:

  • Register online for our mailing lists.

  • Voluntarily complete a customer survey or provide feedback via email.

  • Register for a specific service (eg Library of Things, HEAT)

  • Register to volunteer with us.

 

Zero Carbon Guildford also collects data via third parties, including via Fairer Warmth, which is the platform currently used to register for a Home Energy Advice Team energy visit.

 

How will we use your data?

Zero Carbon Guildford collects your data so that we can:

  • Email you with information on the activity of Zero Carbon Guildford

  • Contact you about volunteering opportunities and events.

  • Check your eligibility for a service you have registered for (eg Home Energy Advice Team service)

  • Contact you with information about a specific activity or service that you have registered for, and to enable us to provide you with that service. 

  • Understand more about the people using our services and enable us to improve access for specific demographics. 

  • Provide anonymised data to funders on the demographics of the people involved in the charity.
     

Who do we share your data with?

Zero Carbon Guildford works in partnership with a range of other organisations to run projects and provide services. In some cases we need to share data with these partner organisations:

  • The Home Energy Advice Team service is run in partnership with Energy Action Redhill and Reigate, Circular Dorking and Surrey Climate Commission. We share (send and receive) data with these organisations with the purpose of delivering the service effectively. 

  • We also share data with Surrey County Council when referring individuals for the Warm Homes Local Grant scheme.

 

How do we store your data?

Data acquired via the Zero Carbon Guildford website is hosted on secure platforms such as MailChimp and Airtable. These platforms enable us to process your data effectively. These platforms store your data on secure servers behind a firewall. 

 

We will only keep your personal information for as long as is necessary for the purpose for which it is collected, which may include the purpose of satisfying any legal, accounting or reporting requirements.

​

Marketing

Zero Carbon Guildford would like to send you information about activities of ours that we think you might like.

If you have agreed to receive marketing, you may always opt out at a later date.
 

You have the right at any time to stop Zero Carbon Guildford from contacting you for marketing purposes.

If you no longer wish to be contacted for marketing purposes, please email unsubscribe@zerocarbonguildford.org.

​

What are your data protection rights?

Zero Carbon Guildford would like to make sure you are fully aware of all of your data protection rights. Every user is entitled to the following:

  • The right to access – You have the right to request Zero Carbon Guildford for copies of your personal data. We may charge you a small fee for this service.

  • The right to rectification – You have the right to request that Zero Carbon Guildford correct any information you believe is inaccurate. You also have the right to request Zero Carbon Guildford to complete the information you believe is incomplete.

  • The right to erasure – You have the right to request that Zero Carbon Guildford erase your personal data, under certain conditions.

  • The right to restrict processing – You have the right to request that Zero Carbon Guildford restrict the processing of your personal data, under certain conditions.

  • The right to object to processing – You have the right to object to Zero Carbon Guildford’s processing of your personal data, under certain conditions.

  • The right to data portability – You have the right to request that Zero Carbon Guildford transfer the data that we have collected to another organization, or directly to you, under certain conditions.
     

If you make a request, we have one month to respond to you. If you would like to exercise any of these rights, please contact us at our email: privacy@zerocarbonguildford.org

​

Privacy policies of other websites

The Zero Carbon Guildford website contains links to other websites. Our privacy policy applies only to our website, so if you click on a link to another website, you should read their privacy policy.

​

Changes to our privacy policy

Zero Carbon Guildford keeps its privacy policy under regular review and places any updates on this web page. This privacy policy was last updated and approved by Trustees in October 2025.

​

How to contact us

If you have any questions about Zero Carbon Guildford’s privacy policy, the data we hold on you, or you would like to exercise one of your data protection rights, please do not hesitate to contact us.

Email us at: privacy@zerocarbonguildford.org

​

How to contact the appropriate authority

Should you wish to report a complaint or if you feel that Zero Carbon Guildford has not addressed your concern in a satisfactory manner, you may contact the Information Commissioner’s Office. See https://ico.org.uk for contact information.
 

Special Category Data 

We have confirmed the processing of special category data is necessary for the effective delivery of our Home Energy Advice Team service, in order to identify eligibility for referrals and grants. 

 

Questions involving Special Category Data are not mandatory, and as such the data subject has given explicit consent to the processing of their personal data for the specific purposes of the HEAT service, and as such the legitimate interests of the Charity, to the benefit of the data subject. 

 

The Article 9 condition for processing the special data category is:

  • (d) Not-for-profit bodies 

  • Zero Carbon Guildford is a registered CIO, Charity Number 1192880

  • No alternative use of this data by Zero Carbon Guildford will be permitted​​

​​

bottom of page