Last updated: December 2025
Giki Social Enterprise Privacy Notice
This privacy notice tells you what to expect us to do with your personal information. This privacy notice applies to all Giki platforms and services.
What information we collect, use, and why
We collect or use the following information to provide and improve products and services for clients:
- Names and contact details
- Usage data (including information about how you interact with and use our website, products and services)
- Account access information
- Website user information
We collect or use the following personal information for the operation of client or customer accounts:
- Names and contact details
- Account information, including registration details
- Marketing preferences
- Sustainability information pertaining to the relevant product or services.
We collect or use the following personal information for information updates or marketing purposes:
- Names and contact details
- Marketing preferences
- Website and app user journey information
We collect or use the following personal information to fulfill our obligations to organizations that fund or sponsor your participation:
- Company name
- Whether you have created a sustainability plan
- Actions committed to on your plan (in aggregated form only)
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.
- Your right to rectification - You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. Read more about the right to rectification.
- Your right to erasure - You have the right to ask us to delete your personal information. Read more about the right to erasure.
- Your right to restriction of processing - You have the right to ask us to limit how we can use your personal information. Read more about the right to restriction of processing.
- Your right to object to processing - You have the right to object to the processing of your personal data. Read more about the right to object to processing.
- 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. Read more about the right to data portability.
- Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time. Read more about the right to withdraw consent.
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 in 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 and improve products and services for clients are:
- Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
- Legitimate interests – we're collecting or using your information because it benefits you, our organization 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:
- We have a legitimate interest in analyzing how users interact with our app to identify and fix technical issues, improve functionality and user experience, prevent fraud and abuse, and ensure the security of our platform. This processing benefits both our users (through a better, more secure service) and our business (through service improvement and sustainability).
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 the operation of client or customer accounts are:
- Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
Our lawful bases for collecting or using personal information for information 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 basis for sharing information with organizations that fund or sponsor your participation is:
- Contract and legitimate interests (to demonstrate program effectiveness to the sponsoring organization).
Where we get personal information from
Directly from you
How long we keep information
In determining how long to hold your personal information we will consider whether it is necessary for us to keep it to achieve the purposes we've described in this privacy notice. We only retain your personal information for as long as we have a lawful reason to do so, which includes providing our services to you, complying with legal and regulatory obligations we are under, and resolving disputes and enforcing agreements. If you've been inactive for a period of time in excess of 2 years we reserve the right to delete your account. We will provide you with notice before deletion.
We retain information relating to our contracts for the lifetime of the contract and up to 7 years after.
Where we sought your consent to process your personal information and we have no other lawful basis to continue with that processing, if you subsequently withdraw your consent we will delete your personal information.
If you request that we no longer send you direct marketing communications, we will keep a record of your request and contact details to ensure that your request is respected.
Where it is no longer necessary for us to keep personal information, it will be deleted or in some cases anonymised so that you cannot be identified from it.
Who we share information with
Data processors:
- Name: Heroku (Salesforce)
What they do: Host and run our application infrastructure and store user data on secure cloud servers - Name: SendGrid (Twilio)
What they do: Send transactional emails and marketing communications to users, including account notifications and promotional messages - Name: Metabase
What they do: Analyze user data and generate internal reports to help us understand app usage and improve our services - Name: Help Scout
What they do: Manage customer support requests, store support conversation history, and enable us to respond to user inquiries - Name: HubSpot
What they do: Manage customer relationships, track marketing interactions, send marketing emails, and store customer contact information and communication history
Organizations that fund or sponsor your use of our services:
If your use of our services is funded or sponsored by a third-party organization (such as an client, local authority, or business group), we share information with that organization including your organization name, sustainability plan information including actions, progress, and related activity within the platform and aggregated usage data.
Sharing information outside the UK:
Where necessary, we may transfer personal information outside of the UK. When doing so, we comply with the UK GDPR, making sure appropriate safeguards are in place.
For further information or to obtain a copy of the appropriate safeguard for any of the transfers below, please contact us using the contact information provided above.
- Organisation name: Heroku
Category of recipient: Cloud service provider
Country the personal information is sent to: Europe
How the transfer complies with UK data protection law: The country or sector has been assessed as providing adequate protection to data subjects (also known as Adequacy Regulations or UK data bridge) - Organisation name: Sendgrid
Category of recipient: Email service provider
Country the personal information is sent to: US
How the transfer complies with UK data protection law: Addendum to the EU Standard Contractual Clauses (SCCs) - Organisation name: Metabase
Category of recipient: Business intelligence software provider
Country the personal information is sent to: US
How the transfer complies with UK data protection law: Addendum to the EU Standard Contractual Clauses (SCCs) - Organisation name: HubSpot
Category of recipient: Customer relationship management (CRM) and marketing automation platform provider
Country the personal information is sent to: United States
How the transfer complies with UK data protection law: Addendum to the EU Standard Contractual Clauses (SCCs) - Organisation name: Help Scout
Category of recipient: Customer support and help desk software provider
Country the personal information is sent to: United States
How the transfer complies with UK data protection law: Addendum to the EU Standard Contractual Clauses (SCCs)
Cookies and similar technologies
We use cookies and similar technologies on our website and app to: improve user experience and functionality; analyze how users interact with our services; and remember your preferences. We use both essential cookies (necessary for the site to function) and non-essential cookies (for analytics and improvement). You can control non-essential cookies through your browser settings or our cookie preferences where available.
Security
We implement appropriate technical and organizational measures to protect your personal information against unauthorized access, loss, or misuse. However, no system is completely secure, and we cannot guarantee absolute security.
Changes to this privacy notice
We may update this privacy notice from time to time. When we do, we will publish the changes on this Platform. The "last updated" date at the bottom shows when this notice was last revised.
Age restrictions
Our services are intended for users aged 18 and over. If you are under 18, please do not use our services or provide us with any personal information.
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 in 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
Contact details
Email: contact@giki.earth
Last updated December 2025