Stakeholder Database Privacy Notice

Introduction

Climate Strategies (“we” “us”, or “our”) respects your privacy and is committed to protecting your personal data.

This policy document tells you how and why we collect, store, use and disclose your personal data when you interact with us, and provides information about your rights. Please read the following carefully to understand how we process your personal data.

We keep this Privacy Notice under regular review. It was created on June 12, 2025.

About us

Climate Strategies is the designated lead of framing, stakeholder dialogue, capacity building and dissemination of research and activities of the project called “New pathways for equitable climate action in line with the Paris Agreement and sustainable development” (with the acronym “NEWPATHWAYS”) (“the Project”) funded by Horizon Europe, Grant agreement No. GAP-101183367.

The NEWPATHWAYS project aims to combine the development of next-generation global and national low-emission transformation pathways with a thorough analysis of opportunities, risks, synergies and trade-offs associated with these pathways. The project will provide up-to-date scientific information to policymakers and key stakeholders at the international and national level to strengthen national policies including NDCs and LTSs, ultimately informing the next GST in 2028.

Climate Strategies, an international not-for-profit research network, is the entity that determines how and why your personal data is processed. This means that Climate Strategies is the ‘controller’ of your personal data for the purposes of UK GDPR together with the Data Protection Act 2018d.

What does this Privacy Policy include?

This Privacy Policy covers our processing of your personal data that we gather when you are invited to be included in our Stakeholder Database. We store data that may identify you as an individual (“Personal Data”), as explained in more detail below.

Why do we process your personal data?

Purpose of processing operation: Climate Strategies collects and uses your personal information to carry out our communication and dissemination activities, as part of the NEWPATHWAYS project. These activities include:

  • To invite you to be included in the Project’s Stakeholder Database;
  • To consult you where your expertise is relevant to the Project’s activities;
  • To arrange face-to-face meetings with you to discuss the NEWPATHWAYS project and its activities;
  • To inform you about NEWPATHWAYS events (including invitations and ‘save-the-date’ for workshops), publications, blogs, newsletters, seminars and/or policy briefs we think may be of interest to you.

You will always be able to opt-out of such communications at any time (see the “Your Privacy Rights” section). Please note that this will not affect the lawfulness of processing based on consent before its withdrawal.

We have identified the following stakeholder groups as important for engagement in the NEWPATHWAYS project:

  • International, Regional and National Policymakers,
  • Financial Practitioners,
  • Industry and private sector actors,
  • Research and Integrated Assessment Modelling Community
  • Civil society, including youth representatives,
  • Genera Public,
  • Other EU projects.

All stakeholder groups mentioned will enable NEWPATHWAYS to conduct effective research, taking into account the views of different groups, as well as informing those likely to have legitimate interest in NEWPATHWAYS activities about opportunities to collaborate and take advantage of the project results. Ultimately, engagement with the above stated stakeholder groups will be instrumental for NEWPATHWAYS to achieve the following real-world impacts:

  • Establish a new generation of national and global transformation pathways that limit temporary overshoot, combine climate and nature protection, and are aligned with sustainable development and Just Transition objectives.
  • Enhance the transparency, consistency, and clarity of greenhouse gas emission reduction commitments.
  • Identify opportunities to leverage equity and finance to strengthen collective climate action.

Personal data that we collect and process about you

Personal data, or personal information, means any information about an individual, from which that person can be identified. It does not include data where the identity has been removed (anonymous data).

We may collect, use, store and transfer different kinds of personal data about you. This may include:

  • Your name
  • Your email address/telephone number
  • Your job title
  • Your affiliated organisation
  • Your location
  • Your motivation/reason for engaging with the NEWPATHWAYS project
  • Thematic topics of interest to you

As well as any other data you may have provided.

This information will be collected taking into account the below principles of purpose limitation and data minimisation.

  • Purpose Limitation. Personal data should only be collected for specified, explicit and legitimate purposes and not be further processed in a manner that is incompatible with those purposes. You should specify the purpose in your privacy notice.
  • Data Minimisation. Personal data should be limited to what is necessary in relation to the purpose for they are being processed.

The purpose of the data to be collected is to enable Climate Strategies to conduct appropriate communication and dissemination activities, which varies by stakeholder group.

How do we collect the data?

Your data will be collected through the following avenues:

  • Publicly available databases
  • Through the sharing of partner contact information (e.g. where there are existing or previous working collaborations; networks; renowned experts in the fields)
  • Snowballing through engagement with stakeholder groups during NEWPATHWAYS project activities
  • Newsletter and contact form via the website (for which a separate privacy policy exists.  

The following criteria will be used to select individuals to be included in the Stakeholder Database:

  • Their expertise on international climate policy processes, such as at the UNFCCC level.
  • Their expertise on Integrated Assessment Modelling (IAM) and related disciplines, including policy analysis, social sciences, economics, etc;
  • Their interest in the project activities, including participation in civil society groups and labour unions relevant to climate action, employment at a funding agency, and/or their attendance at a university.
  • Their willingness and ability to participate in our research.

We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:

  • Where we need to perform our obligations under a contract with you or manage our relationship with you as a project stakeholder.
  • Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.
  • Where we need to comply with a legal or regulatory obligation.

On what legal ground(s) do we process your personal data

UK GDPR requires that we meet certain conditions before we are allowed to use your data in the manner described in this notice, including having a “lawful basis” for the processing. The basis for processing will be as follows:

  1. Consent. You have given us your express consent for processing your personal data.

Who do we share your personal data with

Your personal data will be collected and processed primarily by Climate Strategies. Access to your personal information is limited to staff who have a legitimate need to see it for the purpose of carrying out their job at Climate Strategies. Access to the information may also be subject to review by responsible individuals from the European Commission for monitoring and audit purposes.

We may share your Personal Data with the Project partners listed below for the good conduct of the Project activities, for example to invite you to the project events.

  1. Potsdam Institute for Climate Impact Research (PIK), Germany,
  2. International Institute for Applied Systems Analysis (IIASA), Austria,
  3. Netherlands Environmental Assessment Agency (PBL), Netherlands,
  4. Euro-Mediterranean Center on Climate Change (CMCC Foundation), Italy,
  5. E3-Modelling AE (E3M), Greece
  6. NewClimate Institute for Climate Policy and Global Sustainability (NEWCLIMATE), Germany
  7. The Chancellor, Masters and Scholars Of The University Of Oxford (UOXF), UK
  8. Fundacao Coordenacao de Projetos Pesquisas e Estudos Tecnologicos Coppetec (COPPETEC), Brazil, on behalf of Universidade Federal do Rio De Janeiro (UFRJ), Brazil
  9. Indian Institute of Management (IIMA), India
  10. International University – Vietnam National University HCM City (IU-VNUHCM), Vietnam
  11. Strathmore University, Kenya
  12. Climate Strategies, UK and Netherlands

And Associated Partners:

  1. Swiss Federal Institute of Technology Zurich (ETH Zurich), Switzerland,
  2. University of Geneva (UNIGE), Switzerland,
  3. Peking University (PKU), China
  4. Tsinghua University (TU), China
  5. King Abdullah Petroleum Studies and Research Center (KAPSARC), Saudi Arabia
  6. University of Seoul Industry Cooperation Foundation (UOS), South Korea
  7. Korea Advanced Institute of Science and Technology (KAIST), South Korea
  8. Council On Energy, Environment and Water (CEEW), India
  9. Kyoto University (KU), Japan,
  10. The Energy Foundation (EFC), China,
  11. The University of Maryland Foundation INC (USMF), United States
  12. Asian Institute of Technology (AIT), Thailand

We do not sell your Personal Data to anyone nor do we share it with any other organisation than the Project beneficiaries, the European Commission and Associated Partners.

However, there may be circumstances under which we may have to share your information:

  • Protection of Project partners and Others: we reserve the right to access, read, preserve, and disclose any data as necessary to comply with law or court order; enforce or apply our agreements with you and other agreements, or protect the rights, property, or safety of Project partners, their employees, our users, or others.
  • Disclosures for National Security or Law Enforcement: under certain circumstances, we may be required to disclose your Personal Data in response to valid requests by public authorities, including to meet national security or law enforcement requirements.

We require all third parties to respect the security of your personal data and to treat it in accordance with UK GDPR or their regional equivalent regulations. We do not allow our third-party service providers to use your personal data for their own purposes – we only permit them to process your personal data for specified purposes and in accordance with our instructions.

International Transfers

We do not transfer your personal data to countries or international organisations outside the United Kingdom or outside of the scope of UK GDPR, except for the Beneficiaries and Associated Partners of NEWPATHWAYS and who operate under their regional equivalent regulations.

How do we protect and safeguard your personal data?

We use appropriate technical, organisational and administrative security measures to protect any information we hold in our records from loss, misuse, and unauthorised access, disclosure, alteration and destruction. Your data will be stored in a password protected folder of the NEWPATHWAYS project’s Google Drive, shared only among project partners.

Technical measures include appropriate actions to address online security, risk of data loss, alteration of data or unauthorised access, taking into consideration the risk presented by the processing and the nature of the personal data being processed. Organisational measures include restricting access to the personal data solely to authorised persons with a legitimate need to know for the purposes of this processing operation.

Unfortunately, no company or service can guarantee complete security, unauthorised entry or use, hardware or software failure, and other factors, may compromise the security of user data at any time. We have established 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.

What will happen to your personal data when no longer needed for the NEWPATHWAYS Project?

We will only retain your personal data only as long as they are needed for the Project purposes. In any case, we will delete all of your personal data from the database, 5 years after the end of the Project, i.e. 30 June 2033.

Your rights

Under certain circumstances, you may have the following rights under UK GDPR in relation to your personal data:

  • Right to request access to your personal data;
  • Right to request correction of your personal data;
  • Right to request erasure of your personal data;
  • Right to object to processing of your personal data;
  • Right to request restriction of the processing your personal data;
  • Right to request the transfer of your personal data; and
  • Right to withdraw consent.

If you wish to exercise any of these rights, please contact info@newpathways.eu.

What choices do you have?

You can always opt not to disclose information to us, but keep in mind some data may be needed to register with us or to take advantage of some of our services.

Email Communications

You can opt-out of receiving communications from us at any time, by using the unsubscribe link in the emails communications we send, or by contacting us at info@newpathways.eu.

How can you access and update your information?

We provide individuals with the opportunity to access, review, update, and delete any Personal Data we hold on them. You can send an email to info@newpathways.eu for this purpose. If you ask us to delete your data, we will do so. Please note that we may be required to retain and use your information if necessary to comply with legal obligations or to resolve disputes.

Contacting us

You can contact Climate Strategies by sending an email to info@climatestrategies.org.

Complaints

If you wish to complain about our use of personal data, please send an email with the details of your complaint to info@newpathways.eu so that we can look into the issue and respond to you.

You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO).  For further information on your rights and how to complain to the ICO, please refer to the ICO website.

Reusing information

We will not use your e-mail address for other e-mail lists.

If this becomes necessary, we will contact you to ask for your consent to add your e-mail address to a new list before doing so.

Last update: June 2025