HYDROGEN ENERGY ASSOCIATION PRIVACY POLICY
The Hydrogen Energy Association (HEA) is a Company functioning as a trade association. The Company must process personal data so that it can provide its various services – in doing so, the Company acts as a data controller.
The HEA has produced this Privacy Policy to outlines how and why we collect personal information, what information is held, and how it is used, stored and disposed of. The policy is available on request.
The Privacy Policy applies to personal data that is held by the HEA and is underpinned by the
following principles:
• Privacy is very important to us and we handle information accordingly.
• We will only process your information where we have legitimate business reasons to do so.
• We take appropriate physical and technological security measures to protect information regardless of where it’s held.
• We train our staff on their privacy obligations.
• We do not transfer information outside the European Economic Area.
• We do not share information with other organisations without permission except where necessary, e.g. for legal reasons.
Data held
HEA holds the following information:
| Type of data | Source of data | Data held | Purpose | Handling | Duration held |
| HEA prospects | Internet search (e.g. articles, linked-in), meetings, introduction via colleague / recommendation | – Name – Job title – Company – Email address – Phone number – Notes of interaction – Additional comments | To contact and engage directly with organisations which might benefit from membership of the HEA. To maintain records of previous engagements to avoid duplication / confusion. | Excel Spreadsheet. Data is shared between staff to avoid duplication of effort or engagement. No external sharing of spreadsheets | Maximum 2.5 years unless otherwise requested. No mass mail-outs |
| HEA members | HEA member organisations | – Name – Job title – Company – Email address – Phone number | To deliver member benefits including news, updates, partnering opportunities, events etc. | Excel Spreadsheet. Data is shared between staff to avoid duplication of effort or engagement. No external sharing of spreadsheets | For duration of membership (typically on yearly cycle), plus up to 2 years to allow follow-on and re-engagement, unless requested. |
| HEA external contacts | Request in writing to receive updates. Acquired via sign-ups through HEA website, direct requests, participation in webinars and download of reports via HEA website | – Name – Job title – Company – Email address – Phone number | To share opportunities to attend free online webinars and other HEA events | Excel spreadsheet and mailing software | Maximum 2 years |
The lawful basis the HEA uses for this processing is “Legitimate Interest”. This is covered in the GDPR. Where the HEA has relied on a legitimate interest to process personal data our legitimate interests is / are as follows:
- To share and explore the opportunity for prospective members to get involved
- To manage and keep up to date details of prospective members so that they can be handled efficiently across the HEA and over time.
- To deliver member benefits to HEA members
- To update interested parties on events of potential interest.
Data Protection Officer, security and GDPR awareness
Our Data Protection Officer is Celia Greaves. This Privacy Policy is shared internally to ensure awareness of GDPR. All computers have anti-virus and other protections, as well as password access. Celia Greaves is the CEO of the HEA.
Access to personal information
All email communications include option to request access to, update of, deletion of, cessation of processing of and / or delivery to them of personal information, and to view Privacy Policy. Requests for updates are handled directly.
Executive team
The HEA’s Executive team comprises representatives from all organizations which chose to join as Executive members, together with four individuals nominated from the rest of the membership. All Executive team members agree to have their contact details shared with other members of the Group to facilitate dialogue and consensus building.
Working Groups
The HEA has a number of Working Groups which bring together members to work on policy development and other topics of shared interest. All Working Groups are open to all members. Any member representative joining a Working Group agrees to have their contact details shared with other members of the Group to facilitate dialogue and consensus building.