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Fern Sustainability cares about your privacy. For this reason, we collect and use personal information only as needed to deliver our services and website and to communicate with you about the same, or as you have requested (collectively, our “Services”). Your personal information includes information such as:

• Name
• Address
• Telephone number
• Email address
• Billing and payment information
• Candidate information (for job applicants)
• Other data collected that could directly or indirectly identify you.

Our Privacy Policy not only explains how and why we use your personal information that we collect, but also how you can access, update or otherwise take control of your personal information. 

If at any time you have questions about our practices or any of your rights described below, you may reach our Data Protection Officer (“DPO”) by contacting us at lucy@fernsustainability.co.uk. This inbox is actively monitored and managed so that we can deliver an experience that you can confidently trust.

What information we collect, how we collect it, and why

Much of what you likely consider personal information is collected directly from you when you:

1. complete contact forms or other information from us (ex: email); or
2. apply for a job, or otherwise participate in activities we promote that might require information about you.

However, we also collect additional information when delivering our Services to you to ensure necessary and optimal performance. 

Supplemented Data may be received about you from other sources, for example, from publicly available databases, or social media platforms, in which case we may combine this data with information we already have about you so that we can update, expand and analyse the accuracy of our records, assess the qualifications of a candidate for employment, identify new customers, and provide products and services that may be of interest to you. If you provide us personal information about others, or if others give us your information, we will only use that information for the specific reason for which it was provided to us.

How we utilise information.

We strongly believe in both minimising the data we collect and limiting its use and purpose to only that (1) for which we have been given permission, (2) as necessary to deliver the Services you purchase or interact with, or (3) as we might be required or permitted for legal compliance or other lawful purposes:

Delivering, improving, updating and enhancing our Services. We collect various information relating to your purchase, use and/or interactions with our Services. We utilise this information to:

• Improve and optimise the operation and  performance of our Services (again, including our website)
• Diagnose problems with and identify any security and compliance risks, errors, or needed enhancements to the Services
• Detect and prevent fraud and abuse of our Services and systems

Communicating with you. We will contact you directly regarding our services you have requested from us, such as necessary to deliver service related communications. We may also contact you with offers for additional services we think you’ll find valuable if you give us consent, or where allowed to contact you based on legitimate interests. You don’t need to provide consent as a condition to purchase our services. These contacts may include:

• Email
• Telephone calls

If you make use of a service that allows you to share contacts (ex. Providing project directories to send emails on your behalf), we will only use the contacts and any other personal information for the requested service. If you believe that anyone has provided us with your personal information and you would like to request that it be removed from our database, please contact us at lucy@fernsustainability.co.uk.

Transfer of personal information abroad. If you utilise our Services from a country other than the country where our servers are located, your personal information may be transferred across international borders, which will only be done when necessary for the performance of our contract with you, when we have your consent to do so, or subject to the appropriate standard contractual clauses. 

Compliance with legal, regulatory and law enforcement requests. We cooperate with government and law enforcement officials and private parties to enforce and comply with the law. We may disclose any information about you to government or law enforcement officials or private parties as we, in our sole discretion, believe necessary or appropriate to respond to claims and legal process to protect our property and rights or the property and rights of a third party, to protect the safety of the public or any person, or to prevent or stop activity we consider to be illegal or unethical.

To the extent we are legally permitted to do so, we may take reasonable steps to notify you if we are required to provide your personal information to third parties as part of legal process. 

How we secure, store and retain your data.

We follow generally accepted standards to store and protect the personal information we collect, both during transmission and once received and stored, including utilisation of encryption where appropriate. We retain personal information for as long as required to engage in the uses described in this Privacy Policy, unless a longer retention period is required by applicable law.

The criteria used to determine our retention periods include the following:

• The length of time we have an ongoing relationship with you and provide Services to you (for example, for as long as you keep using our Services);
• Whether we have a legal obligation to keep the data (for example, certain laws require us to maintain records of your purchases for a certain period of time before we can delete them); or
• Whether retention is advisable in light of our legal position (such as in regard to the enforcement of our agreements, the resolution of disputes, and applicable statutes of limitations, litigation, or regulatory investigation).

If you have any questions about the security or retention of your personal information, you can contact us at lucy@fernsustainability.co.uk. 

How you can access, update or delete your data.

To easily access, view, update, or delete or your personal information, please contact lucy@fernsustainability.co.uk.

If you make a request to delete your personal information and that data is necessary for the products or services you have purchased, the request will be honoured only to the extent it is no longer necessary for any Services purchased or required for our legitimate business purposes or legal or contractual record keeping requirements.

Non-Discrimination.

We will not discriminate against you for exercising any of your privacy rights. Unless permitted under applicable laws, we will not:

• Deny you services.
• Charge you different prices or rates for services, including through granting discounts or other benefits, or  imposing penalties.
• Provide you a different level or quality of services.
• Suggest that you may receive a different price or rate for services or a different level or quality of services.

Changes to this policy.

We reserve the right to modify this Privacy Policy at any time. If we decide to change our Privacy Policy, we will post those changes to this Privacy Policy and any other places we deem appropriate, so that you are aware of what information we collect, how we use it, and under what circumstances, if any, we disclose it. If we make material changes to this Privacy Policy, we will notify you here, by email, or by means of a notice on our home page, at least thirty (30) days prior to the implementation of the changes.

Contact us.

If you have any questions, concerns, or complaints about our Privacy Policy, or how we handle your personal data, you may contact our Office by email at lucy@fernsustainability.co.uk. 

We will respond to all requests, inquiries or concerns within thirty (30) days.

If you are not satisfied with our response, you may direct privacy complaints to your local data protection authority.