Privacy Policy – Newsletter Subscribers, Website Users and Beneficiaries

Effective date: 13^th May 2026

1. Who we are

HUB101.EARTH LTD (“we”, “us”, “our”) is a Company Limited by Guarantee registered in the UK (company number: 15670431) and a Charity working on knowledge sharing, capacity building and advisory on climate, nature and environmental topics through our website, online platforms and in-person activities in the UK and internationally.

We are committed to protecting and respecting your privacy and handling your personal data in accordance with UK data protection law, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. What personal data we collect and why

We collect different types of personal data depending on how you interact with us:

a) Newsletter subscribers

If you subscribe to our email mailing list, we collect:

• Name (if provided)
• Email address

Purpose: To send you newsletters and updates about our online content, work and events and to track what messages we have sent you.
Lawful basis for processing: Explicit consent. You can withdraw consent at any time by clicking on the unsubscribe link on any newsletters or email.

b) Website users

When you visit our website we may collect:

• Information you enter into forms (e.g., user registration and contact us forms)
• Functionality and analytical data (e.g., relating to our content on social media platforms such as YouTube, and analytical purposes such as Google Analytics) 

Purpose: To operate and improve our website, respond to enquiries and provide online services.
Lawful basis for processing: Legitimate interests (to operate and improve our services).

c) Beneficiaries and participants

If you take part in programmes, events or activities we organise, we may collect:

• Name, contact details
• Organisation, role or affiliation
• Records of participation, feedback or correspondence
• Evaluation data you choose to share with us

Purpose: To administer our programmes, communicate with you about your participation and evaluate impact. To meet safeguarding obligations.
Lawful basis for processing: Contractual necessity (to provide services you’ve requested), legitimate interests and/or legal obligations where applicable. Consent where you provide data solely for the purposes of evaluation.

d) Donor information

When you choose to donate to us, we will collect:

• Information about who is donating to us, how donations are being made, and how much you are giving
• Information necessary for the processing of gift aid, if you choose to gift aid your donation

Purpose: To meet statutory requirements for legal and tax purposes, process and claim gift aid, understand the impact of our fundraising efforts and inform future fundraising.

Lawful basis for processing: Legal obligations, legitimate interests, and/or consent.

e) Job/Trustee/Volunteer applicants

When you apply for a job, trustee or volunteer opportunity with us, we will collect:

• Information about who you are and your relevant experience, including your name and contact details, and anything you choose to disclose as part of your application
• Anonymised demographic information necessary for monitoring equality, diversity, and inclusion in our recruitment processes, should you choose to share this.
• If offered a role, you may be asked to provide additional details to complete relevant background checks, confirm eligibility for a role, and allow us to collect and review references.

Further information on how we use personal data for current and former trustees, volunteers, and employees is contained within our HR manual, made available to anyone in these roles on commencement of their position.

Purpose: To assess applications and contact applicants about outcomes, to ensure eligibility and suitability to undertake a role, to monitor equality, diversity, and inclusion within HUB101.EARTH LTD.

Lawful basis for processing: Legitimate interest, consent, legal obligation

3. How we use your personal data

We use personal data to:

• Provide and manage our newsletters and online content
• Respond to enquiries, registrations and requests
• Deliver services, programmes and events
• Keep records to meet legal and regulatory requirements
• Improve our services and communications

We do not sell personal data to third parties.

4. Who we share your data with

We may share your personal data with trusted service providers who help us operate our website, manage mailing lists, organise events or analyse data. We require all such parties to protect your data in line with UK GDPR standards. These include:

• Email and newsletter platform providers 
• Website hosting providers 
• Analytics services 
• Event platform providers 

We may also share data where we are legally obliged to do so, or to protect the rights, property or safety of the charity or others.

5. How long we keep your data

We retain personal data only for as long as necessary for the purposes for which it was collected and to meet legal or regulatory requirements. Retention periods vary depending on the type of data and use; full details published in our Retention Schedule. 

6. Your rights

Under UK GDPR you have rights in relation to your personal data, including (where applicable):

• The right to access your data
• The right to correct inaccurate data
• The right to have your data erased
• The right to restrict or object to processing
• The right to data portability
• The right to withdraw consent

To exercise your rights, or if you have questions about how we use your data, contact us at: info@hub101.earth, address: Suite 3, Peel House, 30 The Downs, Altrincham, Cheshire, WA14 2PX, United Kingdom.

7. Cookies and tracking

Our website uses cookies and similar technologies to improve user experience and analyse traffic. You can see the list of cookies we use on our website below. You can manage cookie preferences through your browser settings. 

8. Complaints

If you have concerns about how we process your personal data, please contact us first at info@hub101.earth so we can try to resolve the issue. You also have the right to lodge a complaint with the UK Information Commissioner’s Office (ICO) at https://ico.org.uk/.

9. Updates to this policy

We may update this Privacy Policy from time to time. The latest version will be published on our website with an updated Effective date.

Cookies

Below is a list of the cookies that we use. We have tried to ensure this is complete and up to date, but if you think that we have missed a cookie or there is any discrepancy, please let us know.

Strictly necessary

We use the following strictly necessary cookies:

Functionality

We use the following functionality cookies:

Analytical/Performance

We use the following analytical/performance cookies: