Last Updated: 03/06/2026
Climate Hebrides CIC is committed to protecting your privacy and handling your personal information responsibly.
This Privacy Policy explains what information we collect, how we use it, how we keep it secure, and your rights under UK data protection law.
Who We Are
Climate Hebrides CIC is a Community Interest Company working to support climate action, community engagement, education, and sustainability initiatives across the Outer Hebrides.
If you have any questions about this Privacy Policy or how we use your information, please contact:
Climate Hebrides CIC
Email: info@climatehebrides.com
Website: climatehebrides.com
What Information We Collect
Depending on how you interact with us, we may collect personal information including:
Contact Information
- Name
- Postal address
- Email address
- Telephone number
Membership Information
If you become a member of the Outer Hebrides Climate Hub, we may collect:
- Name
- Address
- Details about your organisation (where provided)
- Email address
- Membership status
- Communication preferences
- Motivations and details for joining the hub
- Participation in Hub activities, meetings, consultations, and events
Online Learning Information
If you register for one of our online training courses, we may collect:
- Name
- Email address
- Account registration details
- Course enrolment information
- Course progress and completion records
Climate Hebrides CIC does not have access to your password. Passwords are managed securely by our learning platform provider.
Event and Activity Information
If you attend our events, workshops, training sessions, or community activities, we may collect:
- Registration details
- Attendance records
- Emergency contact information
- Accessibility requirements
- Dietary requirements
- Feedback provided
Volunteer Information
If you volunteer with us, we may collect information necessary to support your involvement, including:
- Contact details
- Emergency contact information
- Training records
- Relevant references where required
Website Information
When you use our website, we may collect:
- Information submitted through contact forms
- Newsletter sign-up information
- Basic website usage information through cookies and analytics tools
How We Use Your Information
We use personal information to:
- Administer membership of the Outer Hebrides Climate Hub
- Communicate with members, volunteers, participants, and supporters
- Organise events, workshops, and activities
- Deliver online training and learning programmes
- Monitor participation and course progress
- Respond to enquiries
- Manage volunteers and staff
- Meet legal and regulatory obligations
- Apply for and manage funding
- Evaluate projects and report outcomes
- Improve our services and activities
- Similar activities
Where possible, information used for reporting and evaluation will be anonymised.
Membership Communications
If you are a member of the Outer Hebrides Climate Hub, we may contact you regarding:
- Membership administration
- Meetings and governance matters
- Climate Hub activities
- Community consultations
- Events and workshops
- Funding opportunities
- News and updates
You can update your communication preferences or unsubscribe from non-essential communications at any time.
Online Learning
Some of our training programmes are delivered through LearnWorlds.
When you register for a course, your information may be processed by LearnWorlds on our behalf so that you can access learning materials and track your progress.
We may view course participation and completion information to:
- Support learners
- Monitor engagement
- Evaluate programme effectiveness
- Meet funding and reporting requirements
Our Legal Basis for Processing Information
We process personal information using one or more of the following lawful bases:
- Your consent
- Performance of a contract or agreement
- Compliance with legal obligations
- Legitimate interests in operating and improving our activities
- Protection of vital interests where necessary
Sharing Information
We do not sell personal information.
We may share information where necessary with:
- Funding bodies
- Professional advisers
- Service providers acting on our behalf
- Local authorities
- Emergency services
- Regulatory authorities
- Safeguarding agencies where required
- Event partners
Information will only be shared where there is a lawful basis for doing so.
Photography and Media
We may take photographs, video recordings, or audio recordings during events and activities.
These may be used in:
- Reports
- Funding applications
- Newsletters
- Social media
- Promotional materials
- Website content
Where appropriate, we will seek consent before using identifiable images.
Parents or guardians will normally be asked to provide consent for children under 18.
How Long We Keep Information
We only keep personal information for as long as necessary.
Typical retention periods include:
- General enquiries: up to 2 years
- Membership records: duration of membership plus 6 years
- Volunteer records: up to 6 years after volunteering ends
- Online learning records: duration of participation plus 3 years
- Financial records: minimum 6 years
- Event records: up to 6 years
Information is securely deleted or destroyed when no longer required.
Keeping Your Information Secure
We take reasonable steps to protect personal information, including:
- Password-protected systems
- Restricted access to information
- Secure cloud-based storage
- Secure disposal of records
- Staff and volunteer awareness of data protection responsibilities
Your Rights
Under UK data protection law, you have the right to:
- Know how your information is being used
- Access the information we hold about you
- Request correction of inaccurate information
- Request deletion of information in certain circumstances
- Restrict or object to certain processing activities
- Withdraw consent where consent is relied upon
To exercise any of these rights, please contact us using the details above.
Cookies
Our website may use cookies and analytics tools to understand how visitors use the site and to improve user experience.
You can control cookie settings through your browser.
Further information about cookies may be provided through our website cookie banner or cookie notice.
Safeguarding and Legal Obligations
In certain circumstances, we may share information without consent where required by law or where necessary to protect a child, young person, protected adult, or other individual from harm.
Changes to This Policy
We may update this Privacy Policy from time to time.
The latest version will always be available on our website.
Complaints
If you are concerned about how we have handled your personal information, please contact us first so we can try to resolve the issue.