ELECTRICAL INDUSTRIES CHARITY 

WEBSITE TERMS AND CONDITIONS 

PLEASE READ THESE TERMS AND CONDITIONS CAREFULLY BEFORE USING THIS SITE 

1. What’s in these terms? 

These terms tell you the rules for using our website https://www.electricalcharity.org (“site”). 

1. Who we are and how to contact us 

https://www.electricalcharity.org and https://eictradingco.org/ are sites that are operated by The Electrical Industries Charity Limited, a company registered in England and Wales under number 02726030, whose registered office is at Rotherwick House, 3 Thomas More Street, London, England, E1W 1YZ (“we”, “our”, “us” or “the Company”). 

To contact us, please email support@electricalcharity.org or telephone us on 0800 652 1618. 

1. By using our site, you accept these terms 

By using our site, you confirm that you accept these terms of use and that you agree to comply with them. If you do not agree to these terms, you must not use our site.  You may want to print a copy of these terms for future reference. 

There are other terms that may apply to you. These terms of use refer to the following additional terms, which also apply to your use of our site: 

• Our Privacy Policy https://electricalcharity.org/policy/ See further under How we may use your personal information. 

• Our Cookie Policy https://electricalcharity.org/policy/ which sets out information about the cookies on our site. 

• Our Safeguarding Policy https://electricalcharity.org/policy/ which sets out our safeguarding roles and responsibilities.  

1. We may make changes to these terms 

We amend these terms from time to time. Every time you wish to use our site, please check these terms to ensure you understand the terms that apply at that time. These terms were most recently updated on 20 August 2024. 

1. We may make changes to our site 

We may update and change our site from time to time to reflect changes to our services, our users’ needs and our business priorities. 

1. We may suspend or withdraw our site 

Our site is made available free of charge. 

We do not guarantee that our site, or any content on it, will always be available or be uninterrupted. We may suspend or withdraw or restrict the availability of all or any part of our site for business and operational reasons. We will try to give you reasonable notice of any suspension or withdrawal. 

You are also responsible for ensuring that all persons who access our site through your internet connection are aware of these terms of use and other applicable terms and conditions, and that they comply with them. 

1. We may transfer these terms to someone else 

We may transfer our rights and obligations under these terms to another organisation. We will add a notification banner to the site to inform users of a recent change in the operator of the site, which will appear on the site for a period of thirty (30) days.  We recommend that you regularly visit our site and review these terms to check for any change in operator.  We will ensure that the transfer will not affect your rights under the contract. 

1. our site is INTENDED FOR USE IN the uk 

This site, its content and any services provided in relation to the same are intended for use by individuals located in the United Kingdom. We do not represent that content available on or through our site is appropriate for use or available in other locations.  

By continuing to access, view or make use of this site and any related content and services, you hereby warrant and represent to us that you are located in the United Kingdom. If you are not located in the United Kingdom, you must immediately discontinue use of this site and any related content and services. 

1. How you may use material on our site 

We are the owner or the licensee of all intellectual property rights in our site, and in the material published on it. Those works are protected by copyright laws and treaties around the world. All such rights are reserved. 

You may print off one copy, and may download extracts, of any page(s) from our site for your personal use and you may draw the attention of others within your organisation to content posted on our site. 

You must not modify the paper or digital copies of any materials you have printed off or downloaded in any way, and you must not use any illustrations, photographs, video or audio sequences or any graphics separately from any accompanying text. 

Our status (and that of any identified contributors) as the authors of content on our site must always be acknowledged (except where the content is user-generated). 

You must not use any part of the content on our site for commercial purposes without obtaining a licence to do so from us or our licensors. 

If you print off, copy, download, share or repost any part of our site in breach of these terms of use, your right to use our site will cease immediately and you must, at our option, return or destroy any copies of the materials you have made. 

1. No text or data mining, or web scraping 

You shall not conduct, facilitate, authorise or permit any text or data mining or web scraping in relation to our site or any services provided via, or in relation to, our site. This includes using (or permitting, authorising, or attempting the use of): 

• any ‘robot’, ‘bot’, ‘spider’, ‘scraper’ or other automated device, program, tool, algorithm, code, process or methodology to access, obtain, copy, monitor or republish any portion of the site or any data, content, information or services accessed via the same; or 

• any automated analytical technique aimed at analysing text and data in digital form to generate information which includes but is not limited to patterns, trends and correlations. 

The provisions in this clause should be treated as an express reservation of our rights in this regard. 

This clause shall not apply insofar as (but only to the extent that) we are unable to exclude or limit text or data mining or web scraping activity by contract under the laws which are applicable to us. 

1. Do not rely on information on this site 

The content on our site is provided for general information only. It is not intended to amount to advice on which you should rely. You must obtain professional or specialist advice before taking, or refraining from, any action based on the content on our site. 

Although we make reasonable efforts to update the information on our site, we make no representations, warranties or guarantees, whether express or implied, that the content on our site is accurate, complete, or up to date. 

1. We are not responsible for websites we link to 

Where our site contains links to other sites and resources provided by third parties, these links are provided for your information only. Such links should not be interpreted as approval by us of those linked websites or information you may obtain from them. 

We have no control over the contents of those sites or resources. 

1. how to complain about or report content 

If you come across any material on our site that is illegal or could comprise or be connected to child sexual abuse or exploitation or could comprise terrorist content or be connected to terrorism, please contact us immediately on complaints@electricalcharity.org 

If you wish to complain about any other content, please contact us on complaints@electricalcharity.org 

1. social media user-generated content is not approved by us 

Our site does not incorporate any user-generated content, nor is there any availability for users to upload information or materials directly to our site. 

Our site includes links to our social media pages and video-sharing sites, which may include information and materials uploaded by other users of the applicable social media or video-sharing platform. This information and these materials have not been verified or approved by us. The views expressed by other users on our site do not represent our views or values. 

1. Our responsibility for loss or damage suffered by you 

We do not exclude or limit in any way our liability to you where it would be unlawful to do so. This includes liability for death or personal injury caused by our negligence or the negligence of our employees, agents, or subcontractors and for fraud or fraudulent misrepresentation. 

Different limitations and exclusions of liability will apply to liability arising as a result of various interactions and services we may have with you; these will be specified in the relevant terms and conditions as applicable.  

1. If you are a business user 

We exclude all implied conditions, warranties, representations, or other terms that may apply to our site or any content on it. 

We will not be liable to you for any loss or damage, whether in contract, tort (including negligence), breach of statutory duty, or otherwise, even if foreseeable, arising under or in connection with: 

• use of, or inability to use, our site; or 

• use of or reliance on any content displayed on our site. 

In particular, we will not be liable for: 

• loss of profits, sales, business, or revenue; 

• business interruption; 

• loss of anticipated savings; 

• loss of business opportunity, goodwill, or reputation; or 

• any indirect or consequential loss or damage. 

1. If you are a consumer user 

Please note that we only provide our site for domestic and private use. You agree not to use our site for any commercial or business purposes, and we have no liability to you for any loss of profit, loss of business, business interruption, or loss of business opportunity. 

1. How we may use your personal information 

We will only use your personal information as set out in our https://electricalcharity.org/policy/  

1. We are not responsible for viruses and you must not introduce them 

We do not guarantee that our site will be secure or free from bugs or viruses. 

You are responsible for configuring your information technology, computer programmes and platform to access our site. You should use your own virus protection software. 

You must not misuse our site by knowingly introducing viruses, trojans, worms, logic bombs or other material that is malicious or technologically harmful. You must not attempt to gain unauthorised access to our site, the server on which our site is stored, or any server, computer or database connected to our site. You must not attack our site via a denial-of-service attack or a distributed denial-of service attack. By breaching this provision, you would commit a criminal offence under the Computer Misuse Act 1990. We will report any such breach to the relevant law enforcement authorities, and we will co-operate with those authorities by disclosing your identity to them. In the event of such a breach, your right to use our site will cease immediately. 

1. Rules about linking to our site 

You may link to our home page, provided you do so in a way that is fair and legal and does not damage our reputation or take advantage of it. You must not establish a link in such a way as to suggest any form of association, approval, or endorsement on our part where none exists. You must not establish a link to our site in any website that is not owned by you. Our site must not be framed on any other site, nor may you create a link to any part of our site other than the home page. We reserve the right to withdraw linking permission without notice. 

1. Which country’s laws apply to any disputes? 

If you are a consumer, please note that these terms of use, their subject matter, and their formation, are governed by English law. You and we both agree that the courts of England and Wales will have exclusive jurisdiction except that if you are a resident of Northern Ireland, you may also bring proceedings in Northern Ireland, and if you are resident of Scotland, you may also bring proceedings in Scotland. 

If you are a business, these terms of use, their subject matter, and their formation (and any non-contractual disputes or claims) are governed by English law. We both agree to the exclusive jurisdiction of the courts of England and Wales. 

ELECTRICAL INDUSTRIES CHARITY 

 

TREATMENT POLICY 

The EIC may offer to cover the cost of up to 6 therapy sessions facilitated by a third-party provider. Personal data will be shared with the nominated providers, in accordance with our privacy notice https://electricalcharity.org/policy/ Please note that your failure to attend or late cancellation (i.e., cancelling within 24 hours of your appointment) may result in EIC having to pay for the session.  If you fail to attend your appointment without a valid reason, we may suspend any further support to you. We reserve the right to withdraw our services at any time.  

ELECTRICAL INDUSTRIES CHARITY 

PRIVACY NOTICE 

1. INTRODUCTION 

1. This privacy notice provides you with details of how we collect and process your data through your engagement with the Electrical Industries Charity Limited and The Electrical Industries Trading Company Limited either directly through contact with us, or indirectly, where your information is shared with us. 

1. This privacy notice applies where you: 

• use and visit our website at https://www.electricalcharity.org/; or, https://eictradingco.org/  

• apply for and receive any of our services, including our support services and our EAP services;  

• apply for a job or voluntary position with us;  

• make a donation to us; 

• make a booking to attend one of our training seminars or events; or 

• apply to complete one of our sponsored challenges. 

1. WHO WE ARE 

1. We are Electrical Industry Charity and The Electrical Industries Trading Company Limited.  We are separate controllers and we are responsible for your personal data.  Throughout this policy, “we”, “us”, “our” refers to both the Electrical Industry Charity and The Electrical Industries Trading Company Limited, while “the charity” refers to Electrical Industry Charity only and “the company” refers to The Electrical Industries Trading Company Limited only. 

1. If you have any questions about this privacy notice or our privacy practices, please use the contact us form on our websites or you can contact: 

• Rotherwick House, 3 Thomas More St, London E1W 1YZ   

• dataprotection@electricalcharity.org   

• 0800 652 1618 

1. It is very important that the information we hold about you is accurate and up to date. Please let us know if at any time your personal information changes by emailing us by using our contact us form. 

1. If you are 13 years or under, you must ensure you have your parent / guardian’s permission before you engage with us, and please read section 13 below.   

1. THE DATA WE COLLECT ABOUT YOU 

1. Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data). 

1. We may collect, use, store, and transfer different kinds of personal data about you which we have grouped together as follows: 

1. Identity Data: includes first name, last name, title, date of birth, marital status, username or similar identifiers, gender, photographs. 

1. Contact Data: includes home/ work billing address, email address and telephone numbers. 

1. Marketing and Communications Data: includes your preferences in receiving marketing from us and our third parties and your communication preferences. 

1. Technical Data: includes your internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform, and other technology on the devices you use to access this website. 

1. Usage Data: includes information about how you use our website. 

1. Services Data: includes information that we may collect when you apply for or receive our services, such as our support services or EAP services.  This may include employment information (required to demonstrate you worked in the energy and electrical industries), financial information (such as information about your income, savings, pension and benefits / tax credits), information about your family and dependents, information included in any supporting documents submitted with your application for assistance (including any payslips, bank statements or occupational therapist reports) and information about the level and nature of the support you have received. 

1. Recruitment Data: includes information that we may collect when you apply for a job or voluntary position with us.  This may include information contained in your CV, references from your other employers and information provided by you to us as part of any recruitment process.  Where you are applying for a case management role which involves safeguarding responsibilities, we also require a background check to be undertaken with the Disclosure and Barring Service (DBS) which may involve disclosure of your criminal record to us.  

1. Donation Data: includes information about the size and nature of the donation you have made, any applicable tax information (such as gift aid information). 

1. Transaction Data: includes card or online payment details and details about payments and transactions where you have made a donation or purchased a booking for one of our training seminars or events online; and 

1. Challenge Data: includes information we collect when you apply for sponsorship for one of our challenges (such as the London Marathon, Mount Kilimanjaro, Zipline Challenges and Cycle Rides).  This includes information about your health and any health conditions you have which may impact your ability to complete the challenge, as well as travel and health insurance information which you must share with us in case a claim needs to be made while you are completing a challenge. 

1. Where we are required to collect personal data by law, or under the terms of the contract between us, and you do not provide us with that data when requested, we may not be able to perform the contract (for example, to deliver services to you). If you don’t provide us with the requested data, we may have to cancel a product or service you have ordered but if we do, we will notify you at the time. 

1. how we use your data 

1. We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances: 

1. Where we have your consent. 

1. Where we need to perform the contract, we are about to enter into or have entered into with you. 

1. Where we need to comply with a legal obligation. 

1. Where it is necessary for our ​Legitimate Interests​ (or those of a third party) and your interests and fundamental rights do not override those interests. 

1. We will only use your personal data for a purpose it was collected for or a reasonably compatible purpose if necessary. If we need to use your details for an unrelated new purpose, we will let you know and explain the legal grounds for processing. 

1. We may process your personal data without your knowledge or consent where this is required or permitted by law. 

1. We do not carry out automated decision making or any type of automated profiling. 

1. We have set out below, in a table format, a description of all the ways we plan to use your personal data, and which of the legal bases we rely on to do so. We have also identified what our ​Legitimate Interests​ are where appropriate. 

1. Note that we may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data. Please contact us if you need details about the specific legal ground, we are relying on to process your personal data where more than one ground has been set out in the table below. 

Purpose/Activity	Type of data	Lawful basis for processing including basis of ​Legitimate Interests​
Where it is carried out in the course of safeguarding of children, vulnerable individuals and other individuals at risk (e.g., making a safeguarding disclosure)	(a) Identity  (b) Contact  (c) Services	(a) Performance of Contract with you.  (b) Necessary to Comply with a Legal Obligation
Where you have applied for a job or volunteering post with us (which, depending on the nature of the role, may require a DBS check)	(a) Identity  (b) Contact  (c) Recruitment	(a) Performance of Contract with you.  (b) Necessary to Comply with a Legal Obligation.  (c) Necessary for our ​Legitimate Interests​ (to ensure that our staff and volunteers have appropriate experience ).
Where you are carrying out fundraising activities on behalf of the charity, including where you complete one of our challenges	(a) Identity  (b) Contact  (c) Donation  (d) Transaction  (e) Challenge	(a) Performance of Contract with you.  (b) Necessary to Comply with a Legal Obligation  (c) Necessary for our ​Legitimate Interests​ (to increase our donations)
Where you have sponsored us or provided the charity with a donation (including donations made online), and/ or where you subscribe to our Lottery.	(a) Identity  (b) Contact  (c) Technical  (d) Usage  (e) Donation  (f) Transaction	(a) Performance of Contract with you.  (b) Necessary to Comply with a Legal Obligation  (c) Necessary for our ​Legitimate Interests​ (to increase our donations and promote our brand).   (d) Explicit consent where you provide your health-related information for the purposes of determining suitability for a sponsored challenge.
Where you have registered, book and/ or attend an event with the charity.	(a) Identity  (b) Contact  (c) Donation	(a) Performance of Contract with you.  (b) Necessary to Comply with a Legal Obligation  (c) Necessary for our ​Legitimate Interests​ (to increase our donations and promote our brand).
Where we provide you with advice and support, this may include, but not limited to recommending external services who can provide the appropriate support to you. (e.g., providing you with counselling or funding (which may be means tested funding)).	(a) Identity  (b) Contact  (c) Services	(a) Performance of Contract with you.  (b) Necessary to Comply with a Legal Obligation  (c) Consent (where necessary, such as when processing special category data)
To respond to your enquiries via our website	(a) Identity  (b) Contact	(a) Performance of Contract with you.  (b) Necessary for our ​Legitimate Interests​ (to engage with people with an interest in our charity or to support individuals with applying for and receiving our services).
To manage our relationship with you which will include:  (a) Notifying you about changes to our terms or privacy notice  (b) Asking you to leave a review or take a survey	(a) Identity  (b) Contact  (c) Marketing and Communications	(a) Performance of Contract with you.  (b) Necessary to comply with a legal obligation.  (c) Necessary for our ​Legitimate Interests​ (to keep our records updated and to analyse how service users use our services).
To administer and protect our business and this website (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data)	(a) Identity  (b) Contact  (c) Technical  (d) Usage	(a) Necessary for our ​Legitimate Interests​ (for running our business, provision of administration and IT services, network security, to prevent fraud, and in the context of a business reorganisation or group restructuring exercise).  (b) Necessary to Comply with a Legal Obligation.
To deliver relevant website content and advertisements to you and measure or understand the effectiveness of the advertising we serve to you	(a) Identity  (b) Contact  (c) Usage  (d) Marketing and Communications  (e) Technical	Necessary for our Legitimate Interests (to study how users interact with our website, to improve our services and our website, and to inform our marketing strategy).
To use data analytics to improve our website, services, marketing,  relationships and experiences	(a) Technical  (b) Usage	Necessary for our ​Legitimate Interests​ (to study how users interact with our website, to improve our services and our website, and to inform our marketing strategy ).
To make suggestions and recommendations to you about services that may be of interest to you	(a) Identity  (b) Contact  (c) Technical  (d) Usage  (e) Marketing and Communications	Necessary for our ​Legitimate Interests​ (to study how users interact with our website, to improve our services and our website, and to inform our marketing strategy).

 

1. HOW WE COLLECT YOUR PERSONAL DATA 

1. We collect data about you when you provide the data directly to us (for example by filling in forms on our site or by sending us emails and/or by telephone, or when you complete an application to request our support services).  

1. We may collect data that supports your application to work or volunteer with us, including identification and background checks (such as DBS checks) where required.   

1. We may automatically collect certain data from you as you use our website by using cookies and similar technologies. Please see our Cookie Policy for more details about this. 

1. We may receive data from third parties including analytics providers based outside the UK (such as Google), advertising networks based outside the UK (such as Meta), search information providers based outside the UK (such as Google), or providers of technical, payment and delivery services, such as data brokers, aggregators, or trade bodies. 

1. We may also receive data from publicly availably sources, such as Companies House and the Electoral Register based in the UK. 

1. Sensitive personal data 

1. Special categories of particularly sensitive personal information, such as information about your health, racial or ethnic origin, sexual orientation, or trade union membership, require higher levels of protection.  Information about criminal convictions is similarly sensitive and can only be used where necessary. 

1. We need to have further justification for collecting, storing and using this type of personal information. We have in place an appropriate policy document and safeguards which we are required by law to maintain when processing such data. We may process special categories of personal information or criminal conviction data in the following circumstances: 

1. We may process information about your physical or mental health, or disability status, to: 

1. process your application to work or volunteer with us, as necessary to ensure your fitness to work and / or provide appropriate workplace and interview adjustments; 

1. where you are applying for a Challenge with us, we need to know details about your health to check you are a suitable candidate to complete the Challenge, and in particular we need to check that your travel and health insurance covers any medical conditions you may have or need support with during a Challenge; and 

1. assess which services to provide you with, which may include counselling services. 

1. We may also process criminal conviction information in the context of any DBS checks which need to be undertaken in connection with your application to volunteer or work with us (depending on the nature of the role you are applying for). 

1. We will normally ask for your consent before collecting any special categories of personal information or criminal conviction data from you. 

1. MARKETING COMMUNICATIONS  

1. Our lawful ground of processing your personal data to send you marketing communications is your express consent. 

1. Before we share your personal data with any third party for their own marketing purposes, we will get your express consent. 

1. If you opt -out of receiving marketing communications this opt-out does not apply to personal data provided we process as a result of other communications with us about the services we provide, donations received or other enquiries. 

1. We actively use social media to promote events and Challenges, however we do not share any personal data with any social media platforms for the purposes of personalised advertising.  

1. DISCLOSURES OF YOUR PERSONAL DATA 

1. We may require to share your personal data with external third parties set out below: 

1. Other companies who provide services & products to us. 

1. Lottery services provider. 

1. Background checks e.g., Disclosure and Barring Service. 

1. Third parties who support any external means testing services. 

1. Payment services providers who help us collect payments and donations made online.  

1. Service providers who provide IT and system administration services. 

1. Professional advisers including lawyers, bankers, auditors, and insurers. 

1. Government bodies that require us to report processing activities. 

1. Where we have a legal obligation to do so, for example where you or others may be in danger or to satisfy our safeguarding obligations.  

1. Third parties to whom we sell, transfer, or merge parts of our charity or our assets. 

1. We require all third parties to whom we transfer your data to respect the security of your personal data and to treat it in accordance with the law. We only allow such third parties to process your personal data for specified purposes and in accordance with our instructions. 

1. INTERNATIONAL TRANSFERS 

1. Some of our third parties service providers are based outside the UK so their processing of your personal data will involve a transfer of data outside the UK. 

1. Whenever we transfer your personal data out of the UK, we do our best to ensure a similar degree of security of data by ensuring at least one of the following safeguards is in place: 

1. We will only transfer your personal data to countries that the UK Information Commissioner’s Office have approved as providing an adequate level of protection for personal data; or 

1. Where we use certain service providers, we may use specific contracts or codes of conduct or certification mechanisms approved by the UK Information Commissioner’s Office which give personal data the same protection it has in United Kingdom. 

1. If neither of the above safeguards is available, we may request your explicit consent to the specific transfer. You will have the right to withdraw this consent at any time. 

1. DATA SECURITY 

1. We have put in place security measures to prevent your personal data from being accidentally lost, used, altered, disclosed, or accessed without authorisation. We also allow access to your personal data only to those employees and partners who have a business need to know such data. They will only process your personal data on our instructions, and they must keep it confidential. 

1. We have procedures in place to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach if we are legally required to. 

1. We rely on Stripe, WorldPay and Zettle for the purposes of payment transactions, which are all secure and encrypted with SSL technology. 

1. DATA RETENTION 

1. We will only retain your personal data 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. 

1. When deciding what the correct time is to keep the data for, we look at its amount, nature and sensitivity, potential risk of harm from unauthorised use or disclosure, the processing purposes, and if these can be achieved by other means and legal requirements. 

1. For tax purposes the law requires us to keep basic information about our donors (including Contact, Identity and Donation Data) for six years after they stop being donors. 

1. We will maintain all communications, records, and engagement with you for up to two years from the last date of our engagement.  

1. In some circumstances we may anonymise your personal data for research or statistical purposes in which case we may use this information indefinitely without further notice to you. 

1. YOUR LEGAL RIGHTS 

1. Under data protection laws you have rights in relation to your personal data that include the right to: 

1. Request access to your personal data (commonly known as a “subject access request”). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it. 

1. Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us. 

1. Request erasure of your personal data in certain circumstances. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request. 

1. Object to processing of your personal data where we are relying on a ​Legitimate Interests​ (or those of a third party) as the legal basis for that particular use of your data (including carrying out profiling based on our ​Legitimate Interests​). In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your right to object. 

1. You also have the absolute right to object any time to the processing of your personal data for direct marketing purposes. 

1. Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you. 

1. Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent. 

1. Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in one of the following scenarios: 

1. If you want us to establish the data’s accuracy; 

1. Where our use of the data is unlawful but you do not want us to erase it; 

1. Where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or 

1. You have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it. 

1. If you wish to exercise any of the rights set out above, please contact us using the details above. 

1. You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive, or excessive. We may also refuse to comply with your request in these circumstances. 

1. We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response. 

1. We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you. 

1. If you are not happy with any aspect of how we collect and use your data, you have the right to complain to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We should be grateful if you would contact us first, if you do have a complaint, so that we can try to resolve it for you. 

1. Children 

1. This section of the privacy notice is intended for children. 

1. Our focus is to provide a safe and welcoming environment where you can freely share and discuss any issues, worries, or concerns that you may have in your life. When we mention personal data, we are talking about information that could potentially identify you, such as your name, email address, age, and birthday.  

1. You may come across us if we are providing support services to your parent, guardian or another family member.  You may receive counselling arranged by us and we may collect and process personal data about you in order to provide this.   

1. We may share your information with other people, such as counsellors and your family members as necessary to provide you with support or to protect you from harm.  We also rely on service providers, such as our IT providers, to store information on our behalf. 

1. You have rights which you can exercise over your data, including a right to access a copy of your data and to have your data deleted.  If you are under 13, you may need to ask a parent or guardian to exercise your rights on your behalf.   

1. Please speak to the person you know from our charity or email us at dataprotection@electricalcharity.org if you have any questions or concerns about how we are using your information. We are here to help you! 

1. THIRD-PARTY LINKS 

This website may include links to third-party websites, plug-ins, and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy notice of every website you visit. 

1. COOKIES 

You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. If you disable or refuse cookies, please note that some parts of this website may become inaccessible or not function properly. For more information about the cookies we use, please see our Cookie Policy. 

1. GLOSSARY 

LAWFUL BASES 

Legitimate Interest means the interest of our business in conducting and managing our business to enable us to give you the best service/product and the best and most secure experience. We make sure we consider and balance any potential impact on you (both positive and negative) and your rights before we process your personal data for our legitimate interests. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law). You can obtain further information about how we assess our legitimate interests against any potential impact on you in respect of specific activities by contacting us. 

 

Performance of Contract means processing your data where it is necessary for the performance of a contract to which you are a party, or to take steps at your request before entering into such a contract. 

Comply with a Legal Obligation means processing your personal data where it is necessary for compliance with a legal obligation that we are subject to. 

Consent must be freely given to specific activities which we undertake, and we are required to maintain and manage consent provided by you.  You may withdraw consent at any time where we are relying on consent to process your personal data. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent. 

ELECTRICAL INDUSTRIES CHARITY 

DATA PROTECTION POLICY 

1. INTRODUCTION 

1. This Data Protection Policy sets out how The Electrical Industries Charity Limited, a company registered in England and Wales under number 02726030, whose registered office is at Rotherwick House, 3 Thomas More Street, London, England, E1W 1YZ (“we”, “our”, “us” or “the Company”) handle the Personal Data of our service users, applicants, suppliers, employees, volunteers, fundraisers, donors, business contacts and other third parties. 

1. This Data Protection Policy applies to all Personal Data we Process regardless of the media on which that data is stored or whether it relates to any Data Subject we have supported, worked with, or employed in the past or present. 

1. This Data Protection Policy applies to all Company Personnel (“you”, “your”). You must read, understand, and comply with this Data Protection Policy when Processing Personal Data on our behalf and attend training on its requirements. Data protection is the responsibility of everyone within the Company and this Data Protection Policy sets out what we expect from you when handling Personal Data to enable the Company to comply with applicable law. Your compliance with this Data Protection Policy is mandatory. Any breach of this Data Protection Policy may result in disciplinary action. 

1. This Data Protection Policy is an internal document and cannot be shared with third parties (including regulators) without prior authorisation from the Data Protection Champion. 

1. SCOPE OF POLICY AND WHEN TO SEEK ADVICE ON DATA PROTECTION COMPLIANCE 

1. We recognise that the correct and lawful treatment of Personal Data will maintain trust and confidence in the organisation and will provide for successful business operations. Protecting the confidentiality and integrity of Personal Data is a critical responsibility that we take seriously at all times. The Company is exposed to potential fines of up to £17.5 million or 4% of total worldwide annual turnover, whichever is higher and depending on the breach, for failure to comply with the UK GDPR. 

1. All line managers are responsible for ensuring all Company Personnel comply with this Data Protection Policy and need to implement appropriate practices, processes, controls, and training to ensure that compliance. 

1. The Data Protection Champion is responsible for overseeing this Data Protection Policy. That post is held by Desiree Edwards, Liva Ivanova and Grace Ellis, and they can be reached at 020 3696 1710 and dataprotection@electricalcharity.org  

1. Please contact the Data Protection Champion with any questions about the operation of this Data Protection Policy or the UK GDPR or if you have any concerns that this Data Protection Policy is not being or has not been followed. In particular, you must always contact the Data Protection Champion in the following circumstances: 

1. if you are unsure of the lawful basis on which you are relying to process Personal Data (including the legitimate interests used by the Company) (see paragraph 4.1); 

1. if you need to rely on Consent or need to capture Explicit Consent (see paragraph 5); 

1. if you need to draft a Privacy Notice (see paragraph 6); 

1. if you are unsure about the retention period for the Personal Data being Processed (see paragraph 10); 

1. if you are unsure what security or other measures you need to implement to protect Personal Data (see paragraph 11.1); 

1. if there has been a Personal Data Breach (paragraph 12); 

1. if you are unsure on what basis to transfer Personal Data outside the UK (see paragraph 13); 

1. if you need any assistance dealing with any rights invoked by a Data Subject (see paragraph 14); 

1. whenever you are engaging in a significant new, or change in, Processing activity which is likely to require a DPIA (see paragraph 18) or plan to use Personal Data for purposes other than for which it was collected (see paragraph 7); 

1. if you plan to undertake any activities involving Automated Processing including profiling or Automated Decision-Making.  

1. if you need help complying with applicable law when carrying out direct marketing activities (see paragraph 19); or 

1. if you need help with any contracts or other areas in relation to sharing Personal Data with third parties (including our vendors) (see paragraph 20). 

1. PERSONAL DATA PROTECTION PRINCIPLES 

1. We adhere to the principles relating to Processing of Personal Data set out in the UK GDPR which require Personal Data to be: 

1. Processed lawfully, fairly and in a transparent manner (lawfulness, fairness and transparency); 

1. collected only for specified, explicit and legitimate purposes (purpose limitation); 

1. adequate, relevant and limited to what is necessary in relation to the purposes for which it is Processed (data minimisation); 

1. accurate and where necessary kept up to date (accuracy); 

1. not kept in a form which permits identification of Data Subjects for longer than is necessary for the purposes for which the data is Processed (storage limitation); 

1. Processed in a manner that ensures its security using appropriate technical and organisational measures to protect against unauthorised or unlawful Processing and against accidental loss, destruction or damage (security, integrity and confidentiality); 

1. not transferred to another country without appropriate safeguards in place (transfer limitation); and 

1. made available to Data Subjects and allow Data Subjects to exercise certain rights in relation to their Personal Data (data subject’s rights and requests). 

1. We are responsible for and must be able to demonstrate compliance with the data protection principles listed above (accountability). 

1. LAWFULNESS, FAIRNESS AND TRANSPARENCY 

1. Personal data must be Processed lawfully, fairly and in a transparent manner in relation to the Data Subject. 

1. You may only collect, Process, and share Personal Data fairly and lawfully and for specified purposes. The UK GDPR restricts our actions regarding Personal Data to specified lawful purposes. These restrictions are not intended to prevent Processing but ensure that we Process Personal Data fairly and without adversely affecting the Data Subject. 

1. The UK GDPR allows Processing for specific purposes, some of which are set out below: 

1. the Data Subject has given their Consent; 

1. the Processing is necessary for the performance of a contract with the Data Subject; 

1. to meet our legal compliance obligations; 

1. to protect the Data Subject’s vital interests; 

1. where it is in the public interest or in the performance of a public task; or  

1. to pursue our legitimate interests (or those of a third party) for purposes where they are not overridden because the Processing prejudices the interests or fundamental rights and freedoms of Data Subjects. The purposes for which we process Personal Data for legitimate interests need to be set out in applicable Privacy Notices. 

1. You must identify and document the legal ground being relied on for each Processing activity.  Please contact the Data Protection Champion for support with this. 

1. CONSENT 

1. We must only process Personal Data on one or more of the lawful bases set out in the UK GDPR, which include Consent. 

1. A Data Subject consents to Processing of their Personal Data if they clearly indicate agreement to the Processing. Consent requires affirmative action, so silence, pre-ticked boxes or inactivity will not be sufficient to indicate consent. If Consent is given in a document which deals with other matters, then the Consent must be kept separate from those other matters. 

1. A Data Subject must be easily able to withdraw Consent to Processing at any time and withdrawal must be promptly honoured. Consent may need to be refreshed if you intend to Process Personal Data for a different and incompatible purpose which was not disclosed when the Data Subject first consented. 

1. When processing Special Category Data or Criminal Convictions Data, we will usually rely on a legal basis for processing other than Explicit Consent or Consent if possible. Where Explicit Consent is relied on, you must issue a Privacy Notice to the Data Subject to capture Explicit Consent. 

1. You will need to evidence Consent captured and keep records of all Consents, so that the Company can demonstrate compliance with Consent requirements.  Please contact the Data Protection Champion for support with this. 

1. TRANSPARENCY (NOTIFYING DATA SUBJECTS) 

1. The UK GDPR requires us to provide detailed, specific information to a Data Subject depending on whether the information was collected directly from the Data Subject or from elsewhere. The information must be provided through an appropriate Privacy Notice which must be concise, transparent, intelligible, easily accessible, and in clear and plain language so that a Data Subject can easily understand them. 

1. Whenever we collect Personal Data directly from a Data Subject, including for HR or employment purposes, we must provide the Data Subject with all the information required by the UK GDPR including the identity of our charity and how and why we will use, Process, disclose, protect and retain that Personal Data through a Privacy Notice which must be presented when the Data Subject first provides the Personal Data. 

1. When Personal Data is collected indirectly (for example, from a third party or publicly available source), we must provide the Data Subject with all the information required by the UK GDPR as soon as possible after collecting or receiving the data. We must also check that the Personal Data was collected by the third party in accordance with the UK GDPR and on a basis which contemplates our proposed Processing of that Personal Data. 

1. If you are collecting Personal Data from a Data Subject, directly or indirectly, then you must provide the Data Subject with a Privacy Notice. Details relating to our Privacy Notice can be found https://electricalcharity.org/policy/ .  

1. PURPOSE LIMITATION 

1. Personal Data must be collected only for specified, explicit and legitimate purposes. It must not be further Processed in any manner incompatible with those purposes. 

1. You cannot use Personal Data for new, different, or incompatible purposes from that disclosed when it was first obtained unless you have informed the Data Subject of the new purposes and they have Consented where necessary. 

1. If you want to use Personal Data for a new or different purpose from that for which it was obtained, you must first contact the Data Protection Champion for advice on how to do this in compliance with both the law and this Data Protection Policy. 

1. DATA MINIMISATION 

1. Personal Data must be adequate, relevant, and limited to what is necessary in relation to the purposes for which it is Processed. 

1. You may only Process Personal Data when performing your job duties requires it. You cannot Process Personal Data for any reason unrelated to your job duties. 

1. You may only collect Personal Data that you require for your job duties: do not collect excessive data. Ensure any Personal Data collected is adequate and relevant for the intended purposes. 

1. You must ensure that when Personal Data is no longer needed for specified purposes, it is deleted or anonymised in accordance with the Company’s data retention policy. 

1. ACCURACY 

1. Personal Data must be accurate and, where necessary, kept up to date. It must be corrected or deleted without delay when inaccurate. 

1. You must ensure that the Personal Data we use and hold is accurate, complete, kept up to date and relevant to the purpose for which we collected it. You must check the accuracy of any Personal Data at the point of collection and at regular intervals afterwards. You must take all reasonable steps to destroy or amend inaccurate or out-of-date Personal Data. 

1. STORAGE LIMITATION 

1. Personal Data must not be kept in an identifiable form for longer than is necessary for the purposes for which the data is processed. 

1. The Company will maintain a retention policy to ensure Personal Data is deleted after an appropriate time, unless a law requires that data to be kept for a minimum time. You must comply with the Company’s Data Retention Policy. 

1. You must not keep Personal Data in a form which permits the identification of the Data Subject for longer than needed for the legitimate business purpose or purposes for which we originally collected it including for the purpose of satisfying any legal, accounting or reporting requirements. 

1. You will take all reasonable steps to destroy or erase from our systems all Personal Data that we no longer require in accordance with all the Company’s Data Retention Policy. This includes requiring third parties to delete that data where applicable. 

1. You will ensure Data Subjects are provided with information about the period for which data is stored and how that period is determined in any applicable Privacy Notice. 

1. SECURITY INTEGRITY AND CONFIDENTIALITY 

1. Personal Data must be secured by appropriate technical and organisational measures against unauthorised or unlawful Processing, and against accidental loss, destruction, or damage. 

1. We will develop, implement, and maintain safeguards appropriate to our size, scope and business, our available resources, the amount of Personal Data that we own or maintain on behalf of others, and identified risks (including use of encryption and Pseudonymisation where applicable). We will regularly evaluate and test the effectiveness of those safeguards to ensure security of our Processing of Personal Data. You are responsible for protecting the Personal Data we hold. You must implement reasonable and appropriate security measures against unlawful or unauthorised Processing of Personal Data and against the accidental loss of, or damage to, Personal Data. You must exercise particular care in protecting Special Categories of Personal Data and Criminal Convictions Data from loss and unauthorised access, use or disclosure. 

1. You must follow all procedures and technologies we put in place to maintain the security of all Personal Data from the point of collection to the point of destruction. You may only transfer Personal Data to third-party service providers who agree to comply with the required policies and procedures and who agree to put adequate measures in place, as requested. 

1. You must maintain data security by protecting the confidentiality, integrity, and availability of the Personal Data, defined as follows: 

1. Confidentiality: only people who have a need to know and are authorised to use the Personal Data can access it; 

1. Integrity: Personal Data is accurate and suitable for the purpose for which it is processed; and 

1. Availability: authorised users are able to access the Personal Data when they need it for authorised purposes. 

1. You must comply with and not attempt to circumvent the administrative, physical, and technical safeguards we implement and maintain in accordance with the UK GDPR and relevant standards to protect Personal Data. 

1. REPORTING A PERSONAL DATA BREACH 

1. The UK GDPR requires us to notify any Personal Data Breach to the Information Commissioner and, in certain instances, the Data Subject.  We will notify the Data Subject or any applicable regulator where we are legally required to do so. 

1. If you know or suspect that a Personal Data Breach has occurred, do not attempt to investigate the matter yourself. Immediately contact the Data Protection Champion.  You should preserve all evidence relating to the potential Personal Data Breach. 

1. TRANSFER LIMITATION 

1. The UK GDPR restricts data transfers to countries outside the UK to ensure that the level of data protection afforded to individuals by the UK GDPR is not undermined. In this context, “transfer” means to transmit, send, view or access that data originating in the UK in or to a different country. 

1. You may only transfer Personal Data outside the UK if one of the following conditions applies: 

1. the UK has issued regulations confirming that the country to which we transfer the Personal Data ensures an adequate level of protection for the Data Subject’s rights and freedoms; 

1. appropriate safeguards are in place such as binding corporate rules, standard contractual clauses approved for use in the UK, an approved code of conduct or a certification mechanism, a copy of which can be obtained from the Data Protection Champion; 

1. the Data Subject has provided Explicit Consent to the proposed transfer after being informed of any potential risks; or 

1. the transfer is necessary for one of the other reasons set out in the UK GDPR including: 

1. the performance of a contract between us and the Data Subject; 

1. reasons of public interest; 

1. to establish, exercise or defend legal claims; 

1. to protect the vital interests of the Data Subject where the Data Subject is physically or legally incapable of giving Consent; and 

1. in some limited cases, for our legitimate interest. 

1. Please contact the Data Protection Champion for support with this. 

1. DATA SUBJECT’S RIGHTS AND REQUESTS 

1. A Data Subject has rights when it comes to how we handle their Personal Data. These include rights to: 

1. withdraw Consent to Processing at any time; 

1. receive certain information about our Processing activities; 

1. request access to their Personal Data that we hold (including receiving a copy of their Personal Data); 

1. prevent our use of their Personal Data for direct marketing purposes; 

1. ask us to erase Personal Data if it is no longer necessary in relation to the purposes for which it was collected or Processed or to rectify inaccurate data or to complete incomplete data; 

1. restrict Processing in specific circumstances; 

1. object to Processing which has been justified on the basis of our legitimate interests or in the public interest; 

1. request a copy of an agreement under which Personal Data is transferred outside of the UK; 

1. object to decisions based solely on Automated Processing, including profiling (ADM); 

1. prevent Processing that is likely to cause damage or distress to the Data Subject or anyone else; 

1. be notified of a Personal Data Breach which is likely to result in high risk to their rights and freedoms; 

1. make a complaint to the supervisory authority; 

1. in limited circumstances, receive or ask for their Personal Data to be transferred to a third party in a structured, commonly used and machine-readable format; and 

1. You must verify the identity of an individual requesting data under any of the rights listed above (do not allow third parties to persuade you into disclosing Personal Data without proper authorisation). 

1. You must immediately forward any Data Subject request you receive to the Data Protection Champion.  

1. ACCOUNTABILITY 

1. We must implement appropriate technical and organisational measures in an effective manner to ensure compliance with data protection principles. We are responsible for, and must be able to demonstrate, compliance with the data protection principles. 

1. The Company must have adequate resources and controls in place to ensure and to document UK GDPR compliance including: 

1. appointing a suitably qualified Data Protection Champion accountable for data privacy; 

1. implementing Privacy by Design when Processing Personal Data and completing DPIAs where Processing presents a high risk to rights and freedoms of Data Subjects; 

1. integrating data protection into internal documents including this Data Protection Policy or Privacy Notices; 

1. regularly training Company Personnel on the UK GDPR, this Data Protection Policy, and data protection matters including, for example, a Data Subject’s rights, Consent, legal basis, DPIA and Personal Data Breaches. The Company must maintain a record of training attendance by Company Personnel; and 

1. regularly testing the privacy measures implemented and conducting periodic reviews and audits to assess compliance, including using results of testing to demonstrate compliance improvement effort. 

1. RECORD KEEPING 

1. The UK GDPR requires us to keep full and accurate records of all our data Processing activities. 

1. You must keep and maintain accurate corporate records reflecting our Processing including records of Data Subjects’ Consents and procedures for obtaining Consents in accordance with the Company’s Retention Policy. 

1. These records should include, at a minimum: 

1. the name and contact details of the charity and the Data Protection Champion; and 

1. clear descriptions of: 

1. the Personal Data types; 

1. the Data Subject types; 

1. the Processing activities; 

1. the Processing purposes; 

1. the third-party recipients of the Personal Data; 

1. the Personal Data storage locations; 

1. the Personal Data transfers; 

1. the Personal Data’s retention period; and 

1. the security measures in place. 

1. To create the records, data maps should be created which should include the detail set out above together with appropriate data flows. 

1. TRAINING AND AUDIT 

1. We are required to ensure all Company Personnel have undergone adequate training to enable them to comply with data privacy laws. We must also regularly test our systems and processes to assess compliance. 

1. You must undergo all mandatory data privacy-related training and ensure your team undergoes similar mandatory training. 

1. You must regularly review all the systems and processes under your control to ensure they comply with this Data Protection Policy and check that adequate governance controls and resources are in place to ensure proper use and protection of Personal Data. 

1. PRIVACY BY DESIGN AND DATA PROTECTION IMPACT ASSESSMENT (DPIA) 

1. We are required to implement Privacy by Design measures when Processing Personal Data by implementing appropriate technical and organisational measures (like Pseudonymisation) in an effective manner, to ensure compliance with data privacy principles. 

1. You must assess what Privacy by Design measures can be implemented on all programmes, systems or processes that Process Personal Data by taking into account the following: 

1. The state of the art. 

1. The cost of implementation. 

1. The nature, scope, context and purposes of Processing. 

1. The risks of varying likelihood and severity for rights and freedoms of the Data Subject posed by the Processing. 

1. We must also conduct a DPIA in respect to high-risk Processing. 

1. You should conduct a DPIA (and discuss your findings with the Data Protection Champion) when implementing major system or business change programs involving the Processing of Personal Data including: 

1. Use of new technologies (programs, systems or processes, including the use of AI), or changing technologies (programs, systems or processes). 

1. Automated Processing including profiling and ADM. 

1. Large-scale Processing of Special Categories of Personal Data or Criminal Convictions Data. 

1. Large-scale, systematic monitoring of a publicly accessible area. 

1. A DPIA must include: 

1. A description of the Processing, its purposes and our legitimate interests if appropriate. 

1. An assessment of the necessity and proportionality of the Processing in relation to its purpose. 

1. An assessment of the risk to individuals. 

1. The risk mitigation measures in place and demonstration of compliance. 

1. DIRECT MARKETING 

1. We are subject to certain rules and privacy laws when engaging in direct marketing to our service users, donors and fundraisers (for example when sending marketing emails or making telephone sales calls). 

1. A Data Subject’s prior consent is generally required for electronic direct marketing (for example, by email, text or automated calls).  

1. The right to object to direct marketing must be explicitly offered to the Data Subject in an intelligible manner so that it is clearly distinguishable from other information. 

1. A Data Subject’s objection to direct marketing must always be promptly honoured. If a Data Subject opts out of marketing at any time, their details should be suppressed as soon as possible. Suppression involves retaining just enough information to ensure that marketing preferences are respected in the future. 

1. You should consult the Data Protection Champion if you are unsure regarding how to comply with this Data Protection Policy the law relating to direct marketing. 

1. SHARING PERSONAL DATA 

1. Generally, we are not allowed to share Personal Data with third parties unless certain safeguards and contractual arrangements have been put in place. 

1. You may only share the Personal Data we hold with another employee, agent, or representative of our group (which includes our subsidiaries and our ultimate holding company along with its subsidiaries) if the recipient has a job-related need to know the information and the transfer complies with any applicable cross-border transfer restrictions. 

1. You may only share the Personal Data we hold with third parties, such as our service providers, if: 

1. they have a need to know the information for the purposes of providing the contracted services; 

1. sharing the Personal Data complies with the Privacy Notice provided to the Data Subject and, if required, the Data Subject’s Consent has been obtained; 

1. the third party has agreed to comply with the required data security standards, policies and procedures, and put adequate security measures in place; 

1. the transfer complies with any applicable cross-border transfer restrictions; and 

1. a fully executed written contract that contains UK GDPR-approved third party clauses has been obtained. 

1. CHANGES TO THIS DATA PROTECTION POLICY 

1. We keep this Data Protection Policy under regular review. This version was last updated on 20 August 2024.  

1. This Data Protection Policy does not override any applicable national data privacy laws and regulations in countries where the Company operates. Certain countries may have localised variances to this Data Protection Policy which are available on request to the Data Protection Champion.  

1. definitions 

1. “Automated Decision-Making (ADM)” means when a decision is made which is based solely on Automated Processing (including profiling) which produces legal effects or significantly affects an individual. The UK GDPR prohibits Automated Decision-Making (unless certain conditions are met) but not Automated Processing. 

1. “Automated Processing” means any form of automated processing of Personal Data consisting of the use of Personal Data to evaluate certain personal aspects relating to an individual, in particular to analyse or predict aspects concerning that individual’s performance at work, economic situation, health, personal preferences, interests, reliability, behaviour, location or movements. Profiling is an example of Automated Processing, as are many uses of artificial intelligence (AI) where they involve the processing of Personal Data. 

1. “Company” means The Electrical Industries Charity Limited, a company registered in England and Wales under number 02726030, whose registered office is at Rotherwick House, 3 Thomas More Street, London, England, E1W 1YZ 

1. “Company Personnel” means all employees, workers, contractors, agency workers, consultants, directors, members and others. 

1. “Consent” means agreement which must be freely given, specific, informed and be an unambiguous indication of the Data Subject’s wishes by which they, by a statement or by a clear positive action, signify agreement to the Processing of Personal Data relating to them. 

“Controller” means the person or organisation that determines when, why and how to process Personal Data. It is responsible for establishing practices and policies in line with the UK GDPR. We are the Controller of all Personal Data relating to our Company Personnel and Personal Data used in our business for our own commercial purposes. 

1. “Criminal Convictions Data” means personal data relating to criminal convictions and offences, including personal data relating to criminal allegations and proceedings. 

1. “Data Subject” means a living, identified or identifiable individual about whom we hold Personal Data. Data Subjects may be nationals or residents of any country and may have legal rights regarding their Personal Data. 

1. “Data Privacy Impact Assessment (DPIA)” means tools and assessments used to identify and reduce risks of a data processing activity. A DPIA can be carried out as part of Privacy by Design and should be conducted for all major system or business change programmes involving the Processing of Personal Data. 

1. “Data Protection Champion” means the nominated person who has responsibility for the management and monitoring of data protection compliance. 

1. “Explicit Consent” means consent which requires a very clear and specific statement (that is, not just action). 

1. “UK GDPR” means the retained EU law version of the General Data Protection Regulation ((EU) 2016/679) as defined in the Data Protection Act 2018. Personal Data is subject to the legal safeguards specified in the UK GDPR. 

1. “Personal Data” means any information identifying a Data Subject or information relating to a Data Subject that we can identify (directly or indirectly) from that data alone or in combination with other identifiers we possess or can reasonably access. Personal Data includes Special Categories of Personal Data and Pseudonymised Personal Data but excludes anonymous data or data that has had the identity of an individual permanently removed. Personal data can be factual (for example, a name, email address, location or date of birth) or an opinion about that person’s actions or behaviour.  

1. “Personal Data Breach” means any act or omission that compromises the security, confidentiality, integrity, or availability of Personal Data or the physical, technical, administrative, or organisational safeguards that we or our third-party service providers put in place to protect it. The loss, or unauthorised access, disclosure, or acquisition, of Personal Data is a Personal Data Breach. 

1. “Privacy by Design” means implementing appropriate technical and organisational measures in an effective manner to ensure compliance with the UK GDPR. 

1. “Privacy Notices (also referred to as Fair Processing Notices) or Privacy Policies” means separate notices setting out information that may be provided to Data Subjects when the Company collects information about them. These notices may take the form of: 

1. general privacy statements applicable to a specific group of individuals (for example, employee privacy notices or the website privacy policy); or 

1. stand-alone, one-time privacy statements covering Processing related to a specific purpose. 

1. “Processing or Process” means any activity that involves the use of Personal Data. It includes obtaining, recording, or holding the data, or carrying out any operation or set of operations on the data including organising, amending, retrieving, using, disclosing, erasing, or destroying it. Processing also includes transmitting or transferring Personal Data to third parties. 

1. “Pseudonymisation or Pseudonymised” means replacing information that directly or indirectly identifies an individual with one or more artificial identifiers or pseudonyms so that the person to whom the data relates cannot be identified without the use of additional information which is meant to be kept separately and secure. 

1. “Special Categories of Personal Data” means information revealing racial or ethnic origin, political opinions, religious or similar beliefs, trade union membership, physical or mental health conditions, sexual life, sexual orientation, biometric or genetic data. 

ELECTRICAL INDUSTRIES CHARITY 

BOOKING TERMS FOR TRAINING, EVENTS AND CHALLENGES 

1. BACKGROUND AND WHO WE ARE 

1. These are the terms and conditions that apply when EIC provides training sessions and events (whether in-person or online) to you. 

1. EIC is a company registered at The Electrical Industries Charity Limited, registered under company number 02726030 and having their registered office at Rotherwick House, 3 Thomas More Street, London E1W 1YZ (“we”, “our”, “us”, “EIC”). 

1. These terms apply to all attendees, in any capacity, at any of our training sessions and events.  Any person (“you”) attending one of our training sessions or events shall be deemed to be bound by these terms.  In addition, our standards of conduct set out below apply to all attendees, speakers, and staff members at our events. 

1. Please read these terms carefully before booking and/or attending one of our training sessions or events.  These terms tell you who we are, how we may change or end the contract, how you are expected to conduct yourself at our events, our liability and other important information. 

1. Bookings and payment 

1. Depending on the nature of the training session, event or fundraiser you are looking to attend, you can book a place by either: 

1. Completing the online booking process available from the applicable event webpage; or 

1. Contacting a member of our team at events@eictradingco.org with details as to which event you are looking to book a place for and how many places you require. 

1. We accept the following payment methods for bookings for our events: 

1. Bank Transfer 

1. Stripe 

1. WorldPay 

1. Zettle 

1. Payment for bookings is required in full upon booking.  This means no places can be reserved without payment, and we do not accept deposits, partial payments, or payment in instalments.  Any exceptions to this must be agreed by us in writing. 

1. We reserve the right to make changes to our events, including changes to the venue or speakers, at any time up to the scheduled date and time of the event.  We will endeavour to inform you of any material changes in advance of the applicable event. 

1. Substitute guests or delegates will only be accepted subject to our prior written consent. where it is possible to do so. 

1. Challenge Sponsorships 

1. The Electrical Industry Charity will sponsor individuals, subject to our standards and requirements for the purposes of supporting the charity in it’s fundraising efforts.  

1. Sponsorship is subject to the terms set out in these terms and conditions.  

1. Your obligations to attend challenges 

1. Where you are participating in a challenge you are expected to:  

1. Ensure you have an appropriate level of insurance that covers high risk sports.  

1. Provide medical information to ensure you are fit to participate in the challenge. 

1. Ensure you have followed all recommendations and advice provided either directly or indirectly by the Electrical Industry Charity 

1. Ensure you have a valid and up-to-date passport that is valid for at least 6 months prior to travel.  

1. Apply for and ensure you obtain the appropriate visa and right to travel documentation for the trip.  

1. Inform the Electrical Industry Charity immediately if your circumstances change for any reason.  

1. Please note that the Electrical Industry Charity will not be responsible or liable for your failure to comply with any of your obligations.  

1. cancellation 

1. We reserve the right to cancel any event for any reason at our absolute discretion.  If we decide to cancel an event, we will either: 

1. make alternative arrangements and offer you the opportunity to transfer your booking to the new event; or 

1. refund any amounts paid by you in full. 

1. Challenges are coordinated in conjunction with third parties. In certain instances, third parties may need to communicate directly with you for additional information and may, in unforeseen situations, need to cancel challenges. We are not accountable for challenges being cancelled beyond their control. 

1. If you wish to cancel your booking, then you must notify us in writing at events@eictradingco.org. If you cancel, you will be entitled to a full refund of all sums paid, subject to deduction of a cancellation fee, which is calculated as follows: 

	Type of Booking
	Sponsorship Booking	Standard Booking
Cancellation Fee Deductible	Cancellation within 20 weeks of the event – 50% of the booking costs	Cancellation within 16 weeks of the event – 50% of the booking costs
	Cancellation within 16 weeks – 100% of the booking costs	Cancellation within 10 weeks of the event – 85% of the booking costs
		Cancellation within 6 weeks of the event – 100% of the booking costs

 

1. standards of conduct 

1. These standards of conduct apply to all attendees, speakers and staff members at our events. 

1. You are required to conduct yourself in a professional and respectful manner whilst:  

1. attending our events (whether in-person or online); and  

1. when active on any public forum, including posting about our events on your private or your business social media pages. 

1. You must not engage in any form of conduct that involves harassment or offensive behaviour, or discriminate against others based on their race, gender, religion, age, disability or any other protected characteristic.  Harassment includes comments using demeaning, derogatory or discriminatory language, and comments that cause offense or harm to others.  Such conduct is not permitted during our events and such comments should not be included in posts about the event. 

1. Offensive or abusive behaviour towards our staff and volunteers or damage to event property (including the venue for our events and any equipment or other materials used by us to stage the event) is not acceptable. 

1. If your conduct breaches any of these standards then we, or the event venue, reserve the right to refuse you entry or to eject you from the event, at our or the event venue’s discretion.  You will not be entitled to any refund or compensation if you are ejected or refused entry to an event under this clause 4.5. 

1. If you are concerned about an individual’s behaviour at one of our events, please alert a member of staff or volunteer. 

1. Photography 

You agree that we may take photographs and video footage of the events as part of any promotional coverage that may capture you as an attendee, and that such photographs and videos shall not require prior approval from you prior to publishing on any format (including social media posts).  If you do not want your photograph to be taken at the event and / or to have any photographs including you published, please let us know prior to the event. 

1. intellectual property rights 

You acknowledge that all content, media, logos, images and other material produced for the event, used at the event, or published about the event, including any intellectual property rights subsisting therein (including but not limited to copyright, trademarks and design rights), whether registered or unregistered, shall be solely and exclusively owned by EIC, together with any goodwill therein, and you shall not acquire any rights in the same. 

1. Data protection 

We will process any personal data we collect about you in connection with your booking and your attendance at our events in accordance with our Privacy Notice. 

1. Force Majeure 

We shall not be in breach of the contract nor liable for delay in performing, or failure to perform, any of our obligations under these terms and conditions if such delay or failure results from events, circumstances or causes beyond our reasonable control. 

1. Liability 

1. We shall not be liable for any costs incurred by you as a result of attending any of our events. 

1. You shall be liable for any losses, liability or damages suffered by EIC as a direct or indirect result of the conduct or behaviour of you at any of our events (including conduct or behaviour which is in breach of our standards of conduct in clause 4 of these terms). 

1. All views or opinions as expressed by the speakers, chairman or any other persons at the event (including event attendees) are the sole opinions of those persons. We therefore accept no responsibility or liability for those views or opinions of those persons. We also accept not responsibility or liability for breaches of our standards of conduct by others. 

1. Governing Law 

These terms and conditions, and any dispute or claim (including non-contractual disputes or claims) arising out of or in connection with its or its subject matter or formation, shall be governed by, and construed in accordance with English law. 

1. Jurisdiction 

EIC and you agree that the English courts shall have exclusive jurisdiction to settle any dispute or claim (including non-contractual disputes or claims) arising out of or in connection with these terms and conditions or its subject matter or formation. 

 

 

The EIC promotes a safe space for open discussions so that we can assist you or your families in any way we can. Sometimes, we may need to share your information with third parties to ensure you are provided with the appropriate support; in such cases, we will often require your consent. However, if you share information with us that identifies you or someone else is at risk, we may contact other relevant services. Full details of our services and how we may use your information are available in our Safeguarding Policy