GDPR Privacy Notice & Retention Policy: YLDP and Leaders Network
This boring but important page contains our privacy policy as it relates to people who participate in our Young Leaders Development Program and/or our Leaders Network, or who have applied to do so.
2050 Climate Group is committed to protecting the privacy and security of your personal information that we collect as a "data controller". This privacy notice describes how we collect and use personal information about you in relation to the Young Leaders Development Programme (YLDP) and Leaders Network, in accordance with the UK General Data Protection Regulation (GDPR) and Data Protection Act 2018.
It applies to all applicants for and participants in the YLDP, and members of the Leaders Network. It is important that you read this policy, together with any updates or other privacy notice we may provide. We may update this privacy notice from time to time as required by law or due to changes in practice. This statement is effective from May 2019 and was last updated in May 2021.
The kind of information we hold about you
Personal data, or personal information, means any information about an individual from which that person can be identified. We may collect, store, and use the following categories of personal information about you:
Personal details such as name, age, email address, phone number, workplace sector, employment status, level of education, postcode, local authority area, dependants, and gender.
Records of the 2050 Climate Group events you have attended, and your feedback about them.
If needed to reimburse expenses, bank account details and information about journeys undertaken.
Application information as recorded in your application form.
We may also collect, store and use "special categories" of more sensitive personal information, including information about your race or ethnicity, religious beliefs, sexual orientation, marital status, political opinions, and health/disability status. This would only ever be used on an anonymous basis for diversity monitoring.
How is your personal information collected?
We typically collect personal information about you through the application process and through feedback you give us at events.
How we will use information about you
We will only use your personal information when the law allows us to. Most commonly, we will use your personal information where we need to comply with a legal or regulatory obligation, and/or where it is necessary for our legitimate interests (or those of a third party) in the effective running of the YLDP and Leaders Network. We may also use your personal information where we need to protect your interests (or someone else's interests), or where it is needed in the public interest or for official purposes. These circumstances are likely to be rare.Examples of situations in which we will use your personal information:
To maintain accurate records.
To reimburse expenses under funds, e.g. the travel fund and 2050x (if applicable).
To contact next of kin in an emergency.
For business management and planning, including accounting, auditing, and equal opportunities monitoring.
To comply with requests from HMRC and any other statutory regulatory bodies.
Please note that we may process your personal information without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law or regulation.We will use your particularly sensitive personal information, if you choose to provide it to us, in the following ways:
We will use information about your physical or mental health, or disability status, to ensure your health and safety and to provide appropriate adjustments.
We will use information about your race or national or ethnic origin, religious, philosophical or moral beliefs, your educational level and postcode, or your sexual life or sexual orientation, to ensure meaningful equal opportunity monitoring and reporting. Any information used to ensure meaningful equal opportunity monitoring and reporting will be carried out on an anonymous basis.
Do we need your consent?
In applying to be on the YLDP you are acknowledging that we need the information requested so that we can use it for the effective running of the programme. If you request that we stop processing your data for this purpose, the consequence would be that you could no longer participate on the YLDP or be part of the Leaders Network.
In relation to special categories of data and any additional questions such as educational level and postcode, you have the option not to provide details if you would rather not - this is your choice. You can withdraw your consent to providing these categories of data without any consequence - please email compliance@2050.scot if you would like to do so.
Data sharing
We may have to share your data with third parties, including third-party service providers. We require third parties to respect the security of your data and to treat it in accordance with the law. We may transfer your personal information outside the EU. If we do, you can expect a similar degree of protection in respect of your personal information.
The main place where data is stored electronically (and therefore theoretically shared with third-party service providers) is on Google Drive, Mailchimp, and SurveyMonkey. Access to this data is locked down to people within the organisation who need access to it to perform their role.
Data retention
We will only retain your personal information for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements, for the defence of any legal claims and for the legitimate interests of the organisation as applicable. We will retain and securely destroy your personal information in accordance with this privacy notice, and applicable laws and regulations.
For non-successful applicants, we will keep application information for up to three months following the close of the selection process.
For successful applicants, we will keep your personal information for as long as you remain part of the YLDP and for up to three months following the end of the programme. At the end of the YLDP you will be asked if you would like to sign up to our mailing list to be part of the Leaders Network, in which case we will hold your name, year of graduation from YLDP, and email address for as long as you are part of the Leaders Network - if you tell us that you would not like to be a part of the Leaders Network then we will remove your email address from our database. If you want to get involved as part of the Operations Team or Board of Trustees then a separate privacy notice will apply - see here. We will keep your name and a note of the year you attended YLDP indefinitely for historical record-keeping purposes.
Rights of access, correction, erasure, and restriction
It is important that the personal information we hold about you is accurate and current. You have a duty to keep us informed if your personal information changes during your relationship with us.Your rights in connection with personal information.
Under certain circumstances, by law you have the right to:
Request access to your personal information (known as a "data subject access request").
Request correction of the personal information that we hold about you.
Request the erasure of your personal information, or ask us to stop processing personal information where we are relying on a legitimate interest and you object to processing on this ground, or where you wish to withdraw your consent to our processing of your data.
Request the suspension or restriction of processing of your personal information.
Request the transfer of your personal information to another party.
If you have any questions about this privacy notice, or to exercise any rights under it, please contact compliance@2050.scot. If you believe that 2050 Climate Group has not complied with your data protection rights, you have the right to complain to the Information Commissioner.