Nottingham Climate Conversations Ltd customer privacy notice

Quick summary

 The information we are collecting from you will be used for the following purposes: 

  • To provide a service – namely the safe and successful operation of Nottingham Climate Assembly. 

  • To provide updates on this service and other relevant information, for example, changes to the Assembly programme or new activities you might be interested in. 

  • To allow us to conduct research into the legitimacy and impact of the Assembly. 

  • To assist us with recruiting to the Assembly a diverse and representative group of citizens of Nottingham. 

  • To help us deal with any queries or complaints. 

The legal bases for collecting this information are consent (we ask for your explicit consent to use particularly sensitive data) and legitimate interest (we’re collecting or using your information because it benefits you, our organisation, and the general public, without causing an undue risk of harm to anyone). 

 Data for research will be shared with Nottingham Trent University, and data for selection of the participants in the Assembly will be shared with the Sortition Foundation, a charitable organization who specialise in selecting representative groups for citizen’s assemblies. 

You have the right to ask for a copy of the information we hold, for this information to be rectified if it is incorrect, or for you to withdraw your data and have it deleted from our records (and those of our partners). You may also object to, or restrict, the processing of your data for the purposes outlined above. 

Data collected for recruitment and running of the Assembly will be destroyed after the final day of the Assembly (May 2026). All other data will be retained until one year after the Assembly (May 2027), after which it will be destroyed.  

If you need any further information about how we use or store your information – or to request a change to it (for example, removal) - please phone 07300 899060 or e-mail us at admin@thenottinghamclimateassembly.com

The full privacy notice follows below. 

Nottingham Climate Conversations Ltd customer privacy notice

This privacy notice tells you what to expect us to do with your personal information. 

  • Contact details 

  • What information we collect, use, and why 

  • Lawful bases and data protection rights 

  • Where we get personal information from 

  • How long we keep information 

  • Who we share information with 

  • How to complain 

NCC contact details  

Telephone 

07300 899060

Email 

admin@thenottinghamclimateassembly.com

What information we collect, use, and why 

We collect or use the following information to provide services and goods, including delivery: 

  • Names and contact details 

  • Addresses 

  • Date of birth 

  • Access needs 

  • Caring responsibilities (if support required) 

  • Bank account details – if available (for expenses payment) 

  • Photographs or video recordings 

  • Records of meetings and decisions 

  • Safeguarding information (including age as some clients may be 16-18) 

We also collect or use the following special category information to provide services and goods, including delivery. This information is subject to additional protection due to its sensitive nature: 

  • Racial or ethnic origin 

  • Health information (including dietary requirements, allergies and health conditions) 

We collect or use the following information for service updates or marketing purposes: 

  • Names and contact details 

  • Addresses 

  • Marketing preferences 

  • Recorded images, such as photos or videos 

  • Records of consent, where appropriate 

  • Safeguarding information (including age as some clients may be 16-18) 

 We collect or use the following information for research or archiving purposes: 

  • Names and contact details 

  • Recorded images, such as photos or videos 

  • Personal information used for administration of research 

  • Personal information used for the purpose of research 

  • Records of consent, where appropriate 

 We also collect or use the following special category information for research or archiving purposes. This information is subject to additional protection due to its sensitive nature: 

  • Racial or ethnic origin 

  • Health information 

 We collect or use the following information for recruitment purposes: 

  • Contact details (e.g., name, address, telephone number or personal email address) 

  • Postcode 

  • Age 

  • Education history (e.g., qualifications) 

  • Gender  

  • Community-group participation 

We also collect or use the following special category information for recruitment purposes. This information is subject to additional protection due to its sensitive nature: 

  • Racial or ethnic origin 

  • Disability status 

We collect or use the following personal information for dealing with queries, complaints or claims: 

  • Names and contact details 

Lawful bases and data protection rights 

Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website. 

Which lawful basis we rely on may affect your data protection rights which are set out in brief below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website: 

  • Your right of access - You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. Read more about the right of access. 

If you make a request, we must respond to you without undue delay and in any event within one month. 

To make a data protection rights request, please contact us using the contact details at the top of this privacy notice. 

Our lawful bases for the collection and use of your data 

Our lawful bases for collecting or using personal information to provide services and goods are: 

  • Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time. 

  • Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are: 

  • Citizen assemblies have been held throughout the world in recent years – these assemblies allow citizens to participate in decision making on important policy issues. Assemblies to consider responses to climate change are an increasingly common form of citizen assembly.  

  • The purpose of Nottingham Climate Conversations Ltd (NCC Ltd) is to organize a climate assembly – comprised of approximately 60 residents of the City of Nottingham – to consider and discuss ways in which the City can meet its goal to become carbon neutral by 2028.  

  • So, the service we are providing is the opportunity to take part in this assembly and therefore contribute to the conversation on how to mitigate the effects of climate change on the citizens of Nottingham.  

  • To provide this service we need to recruit a representative sample of the citizens of Nottingham to the assembly which means collecting names and contact details of potential participants.  

  • Further, since we are providing catering to participants, we will need to know any special dietary requirements. We may also need health information to ensure access to the venue and to provide adequate health and safety support during the Assembly. There may additionally be safeguarding issues that we will need to be aware of during the running of the Assembly (e.g., participants under the age of 18, vulnerable adults).  

For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above. 

Our lawful bases for collecting or using personal information for service updates or marketing purposes are: 

  • Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time. 

Our lawful bases for collecting or using personal information for research or archiving purposes are: 

  • Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time. 

  • Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are: 

  • For the Assembly to influence policy and citizen behaviour it is necessary to document the process and outcomes, and to show that the opinions expressed in the Assembly are representative of the people of Nottingham. However, this documentation process will only require reporting and processing of anonymised data. 

For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above. 

Our lawful bases for collecting or using personal information for recruitment purposes are: 

  • Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time. 

  • Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are: 

  • As explained above, names and contact details will be needed to recruit participants to the Assembly. Our service cannot be provided without sufficient participants being recruited. A diverse and representative group of citizens is needed for an effective discussion and to add credibility to any policy recommendations arising from the Assembly. 

For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above. 

Our lawful bases for collecting or using personal information for dealing with queries, complaints or claims are: 

  • Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time. 

Where we get personal information from: 

  • Directly from you 

  • Third parties: 

  • We are collaborating with Nottingham Trent University (NTU) who will be collecting names and contacts of potential participants then passing a short-list of volunteers to us. 

How long we keep information 

Data collected for recruitment and running of the Assembly will be destroyed after the final day of the Assembly (May 2026). All other data will be retained until one year after the Assembly (May 2027), after which it will be destroyed.  

Where possible, data will be ‘pseudonymised’ (meaning your identifiable information will be replaced with a code that will be kept securely). Data will be fully anonymised as soon as we no longer need to identify who it comes from. In most cases, data for research purposes will be anonymised immediately, if not (for example, interview data), you will be informed prior to collection of that data. 

For more information on how long we store your personal information or the criteria we use to determine this please contact us using the details provided above. 

Who we share information with 

Data processors 

Nottingham Trent University

This data processor does the following activities for us: They receive and securely store personal information from potential Assembly participants during the recruitment process. This data is then passed on to the Sortition Foundation in pseudonymised form who return a short-list of potential participants to NTU - this short-list of contact details (but no other personal information) is then passed to NCC Ltd.  

The Sortition Foundation

This data processor does the following activities for us: The Sortition Foundation is a charitable organization who specialise in selecting representative groups for citizens' assemblies. They will take a pseudonymised long-list of potential participants and their personal details and return a short-list of participants for invitation who are balanced in terms of important characteristics (gender, age, ethnicity etc.) as determined by NCC Ltd. 

How to complain 

If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice. 

If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO. 

The ICO’s address:            

Information Commissioner’s Office Wycliffe House Water Lane Wilmslow Cheshire SK9 5AF 

Helpline number: 0303 123 1113 

Website: https://www.ico.org.uk/make-a-complaint

Last updated 13/4/2026