Privacy and Cookie Policy

Introduction

We, Cloud Sustainability Limited, a company registered in England and Wales with company number and our registered office at Leeds Innovation Centre, 103 Clarendon Road, Leeds, LS2 9DF (“Cloud Sustainability”, “we” and “us”), take the privacy of your information very seriously. This privacy and cookie policy (the “Policy”) explains how and for what purposes we use the information collected about you via our websites at www.cloudsustainability.com and any other websites that we operate from time to time (the “Websites”) which provide you with access to content and tools in areas of sustainability that include waste management, carbon and energy, environmental management systems, sustainable procurement, and corporate social responsibility to help you build your knowledge and assist you in becoming self-sufficient in all aspects of sustainability management (our “Services”).

This Policy applies to you whether you simply browse the Websites to learn more about our Services or you register with us as a member either in an individual capacity or as an employee, student or other authorised user of one of our clients to use our Services.

For ease of reference, we refer to all information we collect about you as ‘personal data’ although not all information that we collect and use will personally identify you.

All such information will be processed and used in accordance with the Data Protection Act 1998 and the Privacy and Electronic Communications (EC Directive) Regulations 2003. Our registration as data controller on the data protection register is ZA012204.

If you have any queries about the Policy, please get in touch with us using the contact details set out below and we will do its best to answer your questions.

Changes to this Policy

Any changes we may make to our Policy in the future will be posted on this page [and, where appropriate, notified to you by e-mail.

Personal data we collect

We will collect the following personal data from you: (a) first name; (b) last name; (c) e-mail address; (d) password; and (e) mobile or telephone number.  When you register and open your account with us, we ask you to provide a password to enable you to securely use the Website. Please keep this password safe and secure.

Once you have opened your Account you can start to learn about and participate in our Services and submit content.  Personal data contained within the content you submit may be in the form of postings, messages, text, files, images, photos, videos, sounds, or other materials you upload (“Information”).  You hereby consent to Cloud Sustainability using this Information with your express permission.  For example, to include the content you submit and this Information on the Website and in promotional materials. 

Your use of personal data

We recognise that you may wish to include references to individuals in the content you submit that can be used to identify them and that might constitute personal data.  We deem you to be both data controller and data processor in relation to such personal data and to be solely responsible for the way in which you process it using the Website.  We refer you to the following website to assist you in ensuring that you comply with your obligations to third parties when using personal data about them under the Data Protection Act 1998: www.ico.gov.uk.

How we use your personal data you introduce to our Websites if you submit Information

We will use your personal data in order to:

  • administer your account;
  • process orders submitted by you and carry out our obligations arising from any contracts entered into between you and us;
  • communicate with you as you participate in our Services and submit Information by, for example, providing you with information about our Services that we feel may be of interest to you or asking you to complete a survey;
  • contact you by email, SMS/text message or a phone call to tell you further information about our Services including special deals, sales and promotions;
  • contact you by email, SMS/text message or a phone call to recommend products and/or services of our carefully selected business partners that we believe may be of interest to you;
  • verify your identity in conjunction with credit reference agencies and fraud prevention agencies;
  • carry out marketing analysis and make general improvements to the Website;
  • monitor details of your visits to our Websites including traffic data, location data, weblogs and other communication data, whether this is required for our own billing purposes or otherwise and the resources that you access;
  • obtain your views or comments on our Services including dealing with any complaint you might make.

You can tell us to stop using your personal data for any of the above reasons at any time by using any tick box functionality that we offer within the Websites or by sending an e-mail to info@cloudsustainability.com or calling  0845 287 3850 or writing to Cloud Sustainability Limited, Leeds Innovation Centre, 103 Clarendon Road, Leeds, LS2 9DF.

We may transfer your personal data to a third party as part of a sale of some or all of our business and assets to any third party or as part of any business restructuring or reorganisation, but we will take steps with the aim of ensuring that your data protection and privacy rights continue to be protected and have an overriding obligation only ever to do so in accordance with applicable data protection legislation.

Other than as set out above, we will not disclose any of your personal data without your permission to anyone unless we are required by law to do so (for example, if required to do so by a court order or for the purposes of prevention of fraud or other crime).

Your Rights and Access to your Information: The Data Protection Act 1998 (“the Act”) gives you the right to access information held about you. Your right of access can be exercised in accordance with the Act. Any access request may be subject to a fee of £10 to meet our costs in providing you with details of the information we hold about you.

Advertising Partners:  We may institute programs with advertising partners and other websites in which they share information with us. For example, we may ask advertisers to tell us how you respond to the ads we show you (and for comparison purposes, how other users who didn’t see the ads acted on their website).  This data sharing, commonly known as “conversion tracking,” helps us measure our advertising effectiveness and improve the quality of the advertisements you see.  We may receive information about whether or not you’ve seen or interacted with certain ads on other websites in order to measure the effectiveness of those ads.  If in any of these cases we receive data that we do not already have, we will “anonymise” it within 180 days, meaning we will stop associating the information with any particular user. 

Cookies

When you visit our website, we may place what are commonly known as “cookies” on your computer to assist us in tracking how you use our Websites and our Services. Cookies are computer files that a website transfers to your hard drive to store and sometimes track information about you. Cookies are specific to the server that created them and cannot be accessed by other servers, which means that they cannot be used to track your movements around the web. Passwords and credit card numbers are not stored in cookies. We believe that cookies and similar technologies help you get the best out of our Websites and our Services and helps us to provide you with a more customised service. We use cookies for the following purposes:

  • So that you do not have to re-enter your details each time you visit our websites and use our services
  • To track how our websites and services are used and to improve and up-date them.
  • To make our shopping basket and check-out work.
  • To remember whether or not you have accepted our Terms and Conditions.
  • To remember your settings during and between visits.
  • To enable scoring and tracking of e-Learning material.

We use the following cookies and similar technologies on our Websites:

Cookie Type Purpose
Google Analytics We use cookies to compile visitor statistics such as how many people have visited our website, what type of technology they are using (e.g. Mac or Windows which helps to identify when our site isn't working as it should for particular technologies), how long they spend on the site, what page they look at etc. This helps us to continuously improve our website. These so called analytics programs also tell us if, on an anonymous basis, how people reached this site (e.g. from a search engine) and whether they have been here before helping us to put more money into developing our services for you instead of marketing spend.
Session This stores temporary data during one browser visit. Session data clears when the browser closes.
NOP Commerce This is used to link you to a customer ID in the NOP Commerce system. It is required for shopping cart functionality and the My Account area.
Moodle This is used to link you to a user in the E-learning system. It is required for the elearning material to be viewed and scored.
NOP Recently viewed products This tracks the products that you have viewed on the website to show recommendations while browsing the website.

You can block or erase cookies from your computer if you want to (your browser’s help screen or manual should tell you how to do this), but certain parts of the Website are reliant on the use of cookies to operate correctly and may not work correctly if you set your browser not to accept cookies.

The Information Advertising Bureau provides in-depth information about cookies. Their website at www.allaboutcookies.org also tells you how to remove cookies from your browser.

Where we store your personal data

The personal data that we collect from you may be transferred to, and stored at, a destination outside the European Economic Area (“EEA”). It may also be processed by staff operating outside the EEA who work for us or for one of our suppliers. Such staff maybe engaged in, among other things, the fulfilment of your order, the processing of your payment details and the provision of support services. By submitting your personal data, you agree to this transfer, storing or processing. We will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this privacy policy.

All information you provide to us is stored on our secure servers. Any payment transactions will be encrypted using SSL technology. Where we have given you (or where you have chosen) a password which enables you to access certain parts of our site, you are responsible for keeping this password confidential. We ask you not to share a password with anyone.

Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our site; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.

Data Security & Hosting

We are aware of our obligations under the Data Protection Act 1998 and the legal requirement placed on us to have in place appropriate technical and organisational measures against unauthorised or unlawful processing of your personal data and against accidental loss or destruction of, or damage to, it. We have implemented technology and policies to safeguard your personal data against this.

The security of your information is a top priority for Cloud Sustainability.  Cloud Sustainability use a system which provides automatic backups and are undertaken daily at each of the UK-based datacentres we use. Cloud Sustainability also uses a system of RAID technology and hot standby backups meaning that our primary and secondary backup servers run simultaneously, enabling all data from our primary server to be mirrored to our secondary server in real time.  This provides us with two secure server systems which will contain identical copies of your data.  Our hosting provider guarantees 99%+ uptime. In the very rare event that we require a reboot or one server doesn’t backup, you can be assured that all your data will still be securely saved.

If you would like to know more information about data security at Cloud Sustainability then please contact our technical support team at support@cloudsustainability.com.

Changes to your details

We aim to keep its information about you as accurate as possible. If you would like to review or change the details you have supplied us with, please contact us as set out below or use the “Profile” section of your account on our Website.

Use of forums or chat rooms

Our Websites may from time to time include chat rooms, forums, message boards, and/ or news groups on which you can post information. Any information that you post in these areas becomes public information and you should always be careful when deciding to disclose your personal details as part of that information.

Links

Where the Website contains links to other websites and resources provided by third parties, these links are provided for your information only. We have no control over the content of those websites or resources, and accept no responsibility for them or for any loss or damage that may arise from your use of them. We are not responsible for the privacy practices of other websites and we encourage you to read their privacy policies.

Contacting Us

If at any time you would like to contact us with your views about our privacy practices, or with any enquiry relating to your personal data, you can do so by sending an e-mail to info@cloudsustainability.com.

Version1.2: Cloud Sustainability Limited: November 2014