Aletheia Impact 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
- How to complain
Contact details
What information we collect, use, and why
We collect or use the following personal information for service updates or marketing purposes:
- Names and contact details
- Marketing preferences
We collect or use the following personal information to comply with legal requirements:
- Name
- Contact information
- Identification documents
- Any other personal information required to comply with legal obligations
We collect or use the following personal information for dealing with queries, complaints or claims:
- Names and contact details
We also collect or use the following special category information for dealing with queries, complaints or claims. This information is subject to additional protection due to its sensitive nature:
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.
- Your right to rectification – You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete.
- Your right to erasure – You have the right to ask us to delete your personal information.
- Your right to restriction of processing – You have the right to ask us to limit how we can use your personal information.
- Your right to object to processing – You have the right to object to the processing of your personal data.
- Your right to data portability – You have the right to ask that we transfer the personal information you gave us to another organisation, or to you.
- Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time.
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
Service updates or marketing purposes
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.
- 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:
The information is to assess the climate ecosystem and share further information on our Prize, share thought leadership insights (blogs etc) and updates on upcoming events and funding/networking opportunities.
For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.
Compliance with legal requirements
Our lawful bases for collecting or using personal information to comply with legal requirements 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:
Aletheia Impact collects and keeps limited personal information, such as contact details, records of transactions and correspondence, so we can meet legal and regulatory expectations that are not strictly required by UK law.
This includes responding to reasonable requests from regulators, meeting legal requirements in other countries where we operate, and establishing, exercising or defending legal claims. This benefits the people we work with, because it helps us operate lawfully, transparently and accountably.
It also benefits our organisation, because it protects us from legal and financial risk, and it benefits the wider public, because it supports the proper enforcement of the law.
We only use the minimum information needed for each purpose, and we keep it no longer than necessary. We limit access to authorised trustees and only share it where a request is legitimate and proportionate.
People would reasonably expect an organisation like ours to keep records for these reasons. We believe the benefits outweigh the limited impact on individuals, and we do not use this information for any unrelated purpose.
For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.
Dealing with queries, complaints or claims
Our lawful bases for collecting or using personal information for dealing with queries, complaints or claims are:
- 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:
Aletheia Impact uses personal information such as names, contact details, the content of correspondence, and any information people choose to share with us, so we can respond to queries, investigate and resolve complaints, and deal with legal claims.
This benefits the people who contact us, because we can't answer their question or put things right without knowing who they are and what happened. It also benefits our organisation, because it helps us improve our services, learn from mistakes, and protect ourselves if a dispute leads to a legal claim.
People who contact us would reasonably expect us to use their information this way. We only collect what we need to deal with the matter and only share it with people who need to be involved, such as our advisers, insurers, or a relevant ombudsman or regulator.
We keep complaint and claim records only as long as necessary, typically up to six years to cover legal limitation periods, and then securely delete them. We don't use this information for marketing or any unrelated purpose.
We believe the benefits to both the individual and our organisation outweigh the minimal impact on their privacy.
For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.
Where we get personal information from
- Directly from you
How long we keep information
We keep personal information only for as long as it is needed for the purpose for which it was collected, or for as long as required to meet our legal, regulatory and reporting obligations.
- Service updates and marketing information: We keep your contact details and marketing preferences while you remain interested in receiving information from us. If you withdraw your consent or unsubscribe, we will stop using your information for marketing purposes and retain only the minimum information necessary to record your preference.
- Legal and regulatory records: We keep relevant personal information for as long as necessary to meet applicable legal, regulatory, financial or reporting obligations, or where it may be required to establish, exercise or defend legal claims.
- Queries and general correspondence: We keep correspondence and related personal information only for as long as necessary to respond to and resolve the matter and meet any related legal or regulatory requirements.
- Complaints and legal claims: We typically keep complaint and claim records for up to six years where necessary to cover relevant legal limitation periods.
When personal information is no longer required, we will securely delete or anonymise it. We periodically review the information we hold to ensure that it is not kept for longer than necessary.
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.
How to complain
If you have any concerns about our use of your personal information, you can make a data protection complaint to us:
Email: Info@aletheiaimpact.org
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 OfficeWycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113
Website: www.ico.org.uk/make-a-complaint
25 September 2026