At SustainZone, we are committed to helping organizations simplify sustainability, reduce their environmental impact, and meet global compliance standards. As part of this mission, we are equally committed to protecting your personal data.
"Personal Data" refers to any information that can identify you directly (such as your name or email address) or indirectly (such as your IP address).
This Privacy Policy explains how we process your Personal Data when you use the SustainZone website (www.sustainzone.earth). We encourage you to read it carefully.
1. What Personal Data Do We Collect?
a) Data You Provide Directly
We collect Personal Data when you:
- Request a free consultation or demo
- Subscribe to our newsletter
- Contact us through the website or chat
- Download resources from the SustainZone website (whitepapers, toolkits, etc.)
Typical data collected may include:
- Name and contact details (email address, phone number)
- Company name, role, and size
- Message content (if you contact us)
b) Data Collected Automatically
When you browse the SustainZone website, we may collect:
- IP address and device information
- Browser type and browsing activity
- Cookie and analytics data (see our Cookie Policy)
This data is primarily used for audience measurement, website improvement, and to deliver relevant content.
2. Why Do We Process Your Personal Data?
| Purpose | Who Is Concerned | Data Processed | Legal Basis | Retention Period |
|---|---|---|---|---|
| Demo / Consultation Requests | Prospects | Name, contact details, company info, role | Legitimate interest | 3 years from last contact or end of contract |
| Downloading Resources | Prospects | Name, contact details, company info, role | Legitimate interest | 3 years from last contact or end of contract |
| Newsletter & Direct Marketing | Prospects | Name, email address | Consent | Until unsubscription, or 3 years from last interaction |
| Chat or Contact Form Inquiries | Prospects | Name, email, message content | Legitimate interest | 3 years from last contact |
| Website Analytics & Audience Measurement | Visitors & Prospects | IP address, browser data, clickstream data | Legitimate interest (for analytics) Consent (for advertising cookies) |
Analytics: 25 months Advertising: 6 months |
Note: After these periods, data may be archived for legal or compliance purposes (e.g., 5 years for litigation defense or 10 years for accounting).
3. Do We Share Your Personal Data?
We only share your Personal Data with trusted partners and for specific purposes:
| Recipients | Purpose & Safeguards |
|---|---|
| Hosting Providers (e.g., AWS or Cloudflare R2) | Secure hosting of SustainZone services within the EU |
| Marketing & CRM Tools (e.g., HubSpot, MailerSend) | For newsletters and outreach, hosted in the EU or covered by standard contractual clauses if outside |
| Analytics & Improvement Tools (e.g., PostHog EU Cloud, Plausible Analytics) | Anonymous website performance monitoring |
| Internal Teams at SustainZone | Access is limited to authorized staff (marketing, technical, compliance) |
| Legal Authorities | If required by law, court order, or to protect our rights |
4. Do We Transfer Data Outside the European Economic Area?
By default, your data is hosted within the European Union.
If we need to transfer data outside the EEA (e.g., for global service providers), we ensure:
- The destination country has an EU adequacy decision, or
- We implement Standard Contractual Clauses (SCCs) and additional security measures in compliance with the GDPR.
5. Your Rights
As per the General Data Protection Regulation (GDPR), you have the right to:
- Access: Know what data we process and why.
- Rectification: Correct incomplete or inaccurate data.
- Erasure: Request deletion of your data ("right to be forgotten"), unless we need to retain it for legal reasons.
- Restriction: Temporarily limit processing under certain conditions.
- Objection: Object to processing based on legitimate interests or for marketing purposes.
- Portability: Receive your data in a transferable format (if based on consent or contract).
- Withdraw Consent: At any time, without affecting prior processing.
- Post-Mortem Rights: Define how your data should be handled after your death (as per French law).
- Lodge a Complaint: Contact your local data protection authority. In France, this is the CNIL: www.cnil.fr
6. How to Contact Us
To exercise your rights or for any data privacy inquiries, you can contact our Data Protection Officer (DPO):
Email: connect@sustainzone.earth
Post: Data Protection Officer, SustainZone, 71-75, Shelton Street, Covent Garden, London, United Kingdom, WC2H 9JQ
7. Updates to This Privacy Policy
We may update this Privacy Policy to reflect legal, technical, or service changes.
Questions about this Privacy Policy? If you have any questions or concerns about how we handle your personal data, please don't hesitate to contact us. We're here to help ensure your privacy is protected.
