Privacy & Cookie Policy
At One Carbon World, we are committed to protecting your data and ensuring transparency in our data collection, usage, and protection policies. This Privacy Policy outlines how we collect, use, and protect your personal information.
1. Introduction
One Carbon World (“we”, “us”, “our”) is committed to protecting your privacy and handling personal information responsibly. This notice explains how we collect, use, and protect data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
It applies to information collected through our website, contact forms, and communications relating to our services.
2. What information we collect
We collect and process the personal data you provide when you interact with us, including:
· Clients and partners – name, job title, email, phone number, organisation, and information relevant to climate or sustainability assessments.
· Grant applicants – organisation details and information submitted on funding forms.
· Suppliers and consultants – business contact and payment details.
· Employees and job applicants – information required for recruitment, HR, payroll, and associated administration.
We may also receive your contact details indirectly if referred by a partner or client.
We do not collect special-category (“sensitive”) data or use automated decision-making or profiling.
3. Why we use your data
We use personal data to:
· deliver and administer GHG assessments, sustainability reports, and related support services
· manage contracts, invoices, and payments
· meet legal and reporting obligations
· communicate with clients, partners, and applicants
· maintain and improve our operations
Processing is carried out on one or more lawful bases under Article 6 UK GDPR: contractual necessity, legal obligation, consent, and legitimate interests (where a balancing test ensures fairness).
4. Where we store your data
We use secure cloud systems to manage operations and client services, including:
· Microsoft 365 and SharePoint for email and document management
· internal databases and secure spreadsheets for project data
· secure accounting and electronic-signature platforms for financial processes
Data is stored in the United Kingdom or European Economic Area (EEA) wherever possible.
If limited processing occurs outside these regions through trusted providers, we ensure appropriate safeguards such as International Data Transfer Agreements (IDTAs) or Standard Contractual Clauses (SCCs) are in place.
Access is restricted to authorised team members directly involved in data analysis, GHG calculations, and sustainability reporting.
5. How long we keep your data
We retain data only as long as necessary to meet legal, contractual, or reporting requirements:
· Client and project data – kept at least five years after project completion for audit, reference, and re-assessment purposes.
· Grant applicants – retained for up to two years after the funding period ends.
· Staff and contractor records – normally six years after employment ends.
· Job applicants – stored by recruitment platforms in line with their policies; One Carbon World does not access data once recruitment closes.
When no longer required, information is securely deleted or anonymised.
6. Sharing your information
We may share personal data with trusted third parties where necessary to deliver services or meet legal obligations. Typical recipients include:
· professional advisers such as accountants, legal advisers, and auditors
· cloud or IT service providers supporting secure systems
All recipients must protect data and use it only for the agreed purpose. We do not sell or share data for marketing.
We require all third parties to maintain appropriate confidentiality and data-protection standards.
7. Keeping your data secure
We take appropriate technical and organisational measures to protect data from unauthorised access, alteration, or loss. All files are stored in password-protected systems with role-based access. Sensitive or confidential documents may be password-protected before sending externally. If a data incident occurs, we will investigate promptly, take corrective action, and notify affected parties where required.
8. Your rights
You have the right to:
· access your personal data
· request correction or deletion
· restrict or object to processing
· request portability of your data (where applicable)
To exercise your rights, contact hello@onecarbonworld.com
. We respond within one calendar month and may verify your identity before processing your request.
9. Cookies
Cookies are small text files placed on your device when you visit our website. They help the site function correctly, remember preferences, and provide anonymous usage data.
One Carbon World uses cookies and similar technologies to:
· support essential website functionality
· analyse site use and improve performance (via Google Analytics)
· remember language and form preferences
· enhance security
· Analytics data is anonymous and does not identify individuals.
When you first visit our website, a banner will appear allowing you to accept or reject non-essential cookies. Essential cookies(required for proper operation) are always active. Our cookie banner complies with the UK Privacy and Electronic Communications Regulations (PECR) and allows you to change preferences at any time.
You can manage or delete cookies through your browser settings. Restricting cookies may affect some site features. For more information, visit www.allaboutcookies.org
10. Updates to this notice
We review this notice regularly to ensure it remains accurate and compliant. Updates will appear on this page with the new effective date. If material changes occur, we may also notify you directly by email.
