Privacy Policy & Data Protection

Privacy Policy & Data Protection – WhichRenewables.com

Last Updated: March 2026

Which Renewable Solutions Ltd (“WRSL”, “we”, “us”, “our”) is committed to protecting your privacy and ensuring the lawful, fair, and transparent use of your personal data.

This Privacy Policy explains how we collect, use, store, share, and safeguard personal information when you visit or use WhichRenewables.com (the “Website”) — a digital hub for renewable energy and sustainable sector professionals across the UK & Ireland, including any data you may provide when you register with us, sign up to our newsletter or purchase a product, service or subscription from us.

If you have questions about this policy or how we handle your data, please email us at admin@whichrenewables.com.

1. About Which Renewable Solutions Ltd

Which Renewable Solutions Ltd
Registered in England & Wales
Company Number: 16177786

WRSL owns and operates WhichRenewables.com, providing digital media services, industry insights, business listings, marketing opportunities, recruitment integrations, and event offerings for companies in the renewable and sustainable sectors.

WRSL is the Data Controller for all personal data processed through the Website and related services and is responsible for your personal data.

If you have any questions about this privacy policy, including any requests to exercise your legal rights, please contact us using the information set out in the contact details section (Section 16).

2. Scope of This Policy (The Services)

This policy applies to all digital and offline services provided by WRSL, including:

• WhichRenewables.com website
• Mobile applications
• Newsletters & email alerts
• Subscription services
• Event registrations (conferences, webinars, training sessions)
• Network memberships
• Strategic partner integrations (e.g., recruitment platforms, IT service providers)
• Digital marketing and advertising services

Personal data processed for journalistic or editorial purposes is exempt from certain GDPR obligations (e.g., right to erasure).

3. Categories of Individuals Whose Data We Process

Personal data means any information about an individual from which that person can be identified. WRSL may collect, use, store and transfer different kinds of personal data belonging to:

3.1 Subscribers

Individuals or businesses with active, paid subscriptions.

3.2 Passive / Former Subscribers

Past subscribers whose data is retained for up to 12 months to facilitate easy reactivation.

3.3 Registered Users

Users who sign up for newsletters, trials, profiles, network membership, or any free services.

3.4 Unregistered Users

Visitors browsing the Website without creating an account.

3.5 Event Delegates / Network Members

Individuals who register for events, conferences, webinars, or programs.

3.6 Job & Career Platform Users

Individuals submitting CVs, applications, or profile details for industry roles.

WRSL may also collect, use and share aggregated data such as statistical or demographic data which is not personal data as it does not directly (or indirectly) reveal your identity. For example, we may aggregate individuals' usage data to calculate the percentage of users accessing a specific Website feature in order to analyse general trends in how users are interacting with our Website to help improve the website and our service offering.

4. Legal Bases for Processing

The law requires us to have a legal basis for collecting and using your personal data. We rely on one or more of the following legal bases:

5. Why We Process Your Personal Data (Lawful Purposes)

WRSL processes personal data under the lawful bases defined by the UK GDPR

5.1 Delivering and Managing Services

• Creating and managing accounts
• Providing access to premium and free services
• Processing payments and issuing invoices
• Sending essential service communications
  Legal Basis: Contract

5.2 Personalising Your Experience

• Tailoring content, recommendations, and advertising
• Creating user profiles based on site activity
  Legal Basis: Legitimate Interest
  (You may opt out at any time.)

5.3 Maintaining Security and Preventing Misuse

• Detecting fraud, abuse, or unauthorised access
• Protecting our users and platform integrity
  Legal Basis: Legitimate Interest

5.4 Improving and Developing Our Services

• Analysing usage data
• Testing new features
• Enhancing functionality and performance
  Legal Basis: Legitimate Interest

5.5 Communication & Marketing

• Sending newsletters, offers, updates, and editorial content
• Providing subscriber and service-related notices (cannot opt out of transactional messages)
  Legal Basis: Legitimate Interest / Contract

5.6 Advertising & Analytics

• Delivering and personalising ads
• Measuring ad performance
• Programmatic advertising using anonymised segments
  Legal Basis: Consent (for marketing cookies)

6. Marketing Direct Marketing

You will receive marketing communications from us if you have requested information from us or purchased goods or services from us and you have not opted out of receiving the marketing.

We may also analyse your Identity, Contact, Technical, Usage and Profile Data to form a view which products, services and offers may be of interest to you so that we can then send you relevant marketing communications.

Third Party Marketing

We will get your express consent before we share your personal data with any third party for their own direct marketing purposes.

Opting out of Marketing

You can ask us to stop sending you marketing communications at any time by following the opt-out links within any marketing communication sent to you or by logging into your account and updating your preferences. Alternatively, you may contact us using the contact information at section 16 to advise that you wish to opt-out.

If you opt out of receiving marketing communications, you will still receive service-related communications that are essential for administrative or customer service purposes for example relating to your subscription with us.

7.Cookies and Tracking Technologies

WRSL uses cookies and similar technologies. Categories include:

• Strictly Necessary – essential for basic functionality
• Statistical / Analytical – measure and improve performance
• Functional – remembers preferences, login details
• Marketing – personalises ads (only set with consent)

Cookie preferences can be managed through our Cookie Consent Manager accessible in the Website footer. A copy of our Cookies Policy can be found here www.whichrenewables.com/cookie-policy.

8. Personal Data We Collect

8.1 Data Collected from All Users

• Device and browser information (IP address, OS, browser type)
• Website usage statistics and interaction logs
• Clicks, page views, session duration
• Approximate location (if enabled)

Typically used in anonymised or pseudonymised form.

8.2 Data Collected from Registered Users & Subscribers

• Name, postal address, email, phone
• Employer, job title, industry
• Subscription details
• Payment details (processed securely through payment providers—not stored by WRSL)
• Newsletter and content preferences

8.3 Event Delegates / Job Applicants

• Registration details
• Payment information
• CVs, professional profiles, and application materials
• Consents related to career services

9. How We Collect Personal Data

We use different methods to collect data from and about you including through:

• Information you provide directly and your interaction with us. You may provide us with a copy of your personal data by filling in online forms or by corresponding with us by post, phone, email or otherwise. This includes personal data you provide when you:-
  • create an account on our Website;
  • subscribe to our service or publications;
  • request marketing be sent to you;
  • give us feedback or contact us.
• Automatic tracking technologies. As you interact with our Website, we may automatically collect technical data about your equipment, browsing actions and patterns. We collect this personal data by using cookies, server logs, and other similar technologies. We may also receive technical data about you if you visit other websites employing our cookies. Please see our cookie policy (www.whichrenewables.com/cookie-policy) for further details.
• Data shared by your employer (if they subscribe for you)
• Third-party analytics such as Google Analytics 4, this may include the collection of contact, financial and transaction data which is collected from providers of technical, payment and delivery services.
• Event or form registrations.

AI usage:
WRSL may use AI to categorise content or improve recommendations.
No personal data is used in the training or processing of any AI model.

10. Data Sharing and Third-Party Relationships

We may share your personal data where necessary with the parties set out below for the purposes set out in the table at section 4 above.

• Stripe (Payment Gateway);_
• Twilio (SMS notification service);
• Meta APOI’s (Social Media Integration);
• Firebase (third party email notification); and
• Hetzner Cloud Server (website hosting services).

10.1 Data Processors

We use reputable third-party providers for:

• Hosting and infrastructure
• Analytics
• Marketing and advertising
• Payment processing
• Recruitment integrations
• IT management

We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions. All processors act under binding GDPR-compliant contracts.

10.2 Data Sharing

WRSL does not sell or trade personal data.

In limited cases, we may share:

• Anonymised or aggregated analytics data
• De-identified data for advertising optimisation
• Required information with regulators or for legal compliance

Our advertising partners follow Google’s Best Practices for avoiding Personally Identifiable Information (PII).

11. Data Retention

We retain personal data only as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements. We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you.

To determine the appropriate retention period for personal data, we consider the amount, nature and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal, regulatory, tax, accounting or other requirements.

By law we have to keep basic information about our customers (including Contact, Identity, Financial and Transaction Data) for six years after they cease being customers.

We retain the following information:

• User accounts: Up to 3 years after last activity;
• Marketing data: Until consent is withdrawn;
• Financial records: 5 years (legal requirement); and
• Event or career data: As required for the specific purpose

When no longer needed, data is securely deleted or anonymised.

We may anonymise your personal data for the purposes of statistical analysis, service improvement, internal reporting, market research and regulatory compliance. If we do so, such data is only used in an aggregated form and may use this information indefinitely without further notice to you.

Additionally, in some circumstances you can ask us to delete your data: see section 12 below for further information.

12. Your Rights Under UK GDPR

You have the right to:

• request access your personal data;
• request correction or deletion;
• request erasure of your personal data;
• object to processing of your personal data where we are relying on a legitimate interest or those of a third party) as the legal basis for that particular use of your data (including carrying out profiling based on our legitimate interests). In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your right to object;
• object to processing of your personal data for direct marketing purposes;
• request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you;
• request restriction of processing of your personal data; and
• file a complaint with the Information Commissioner’s Office (ICO).

Most preferences can be managed through your Profile Page/Privacy Dashboard.

To exercise rights, email admin@whichrenewables.com.

12.1 No fee usually required

You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we could refuse to comply with your request in these circumstances.

12.2 What we may need from you

We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

12.3 Time limit to respond

We try to respond to all legitimate requests within one month. Occasionally it could take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.

13. Security Measures

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions, and they are subject to a duty of confidentiality.

We implement strict technical and organisational safeguards:

• Encrypted HTTPS data transmission;
• Access control and authentication systems;
• Secure hosting within the EU;
• Regular audits and security assessments; and
• Data pseudonymisation and minimisation practices.

We never disclose personal information beyond what is described in this policy.

In addition to this, we have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

14. Updates to This Policy

We keep our privacy policy under regular review.

This Policy may be updated to reflect:

• Legal changes;
• Technical improvements; and
• Service updates.

Major updates will be announced via email or on our platform Please review this page periodically for the latest version. You may access historic versions of this policy by contacting us using the contact information note below.

It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us, for example a new address or email address.

15. Third Party Links

This Website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our Website, we encourage you to read the privacy policy of every website you visit.

16. Contact Information

If you have any questions about this privacy policy or about the use of your personal data or you want to exercise your privacy rights, please contact us using the below details:

• Email address: Support@whichrenewables.com
• Postal address: Allens Farm, Wivenhoe Road, Crockleford Heath, Colchester - CO7 7BN
• Telephone number: +44 07774878269

17. Complaints

You have the right to make a complaint to the Information Commissioner’s Office (ICO), the UK regulator for data protection issues (www.ico.org.ukOpens in a new window). However, before doing so please make sure you have first made your complaint to us or asked us for clarification if there is something you do not understand. The ICO will expect you to have done this before reviewing your complaint. You can find our complaints form here https://whichrenewables.com/contact-us.