Privacy Policy

RESPONSIBLE RAW MATERIALS 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

Email: hello@responsiblerawmaterials.com

What information we collect, use, and why

We collect or use the following information to provide services and goods, including delivery and third party referrals:

• Names and contact details
• Photographs or video recordings
• Website user information (including user journeys and cookie tracking)

We collect or use the following personal information for service updates or marketing purposes:

• Names and contact details
• Marketing preferences
• Records of consent, where appropriate

We collect or use the following personal information for research or archiving purposes:

• Names and contact details
• Recorded images, such as photos or videos
• Records of consent, where appropriate
• We may also create transcripts/captions from conference and podcast recordings for accessibility and editing. Transcription is generated using Adobe Premiere Pro as part of our editing workflow.

We collect or use the following personal information for dealing with queries, complaints or claims:

• Names and contact details
• Correspondence

Children

Our website, conference and podcast content are intended for a general/professional audience and are not directed at children.

However, our website and public content may be accessed by people under 18.

We do not knowingly collect personal information from children. If you believe a child has provided us with personal information (for example, via a contact form or newsletter signup), please contact us at hello@responsiblerawmaterials.com and we will take steps to delete it.

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 at the top of 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 services and goods, including delivery and third party referrals 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 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:
  • delivering and improving our conference, podcast and educational resources;
  • maintaining the security and integrity of our online events and website (including moderation and preventing misuse);
  • maintaining a public archive of conference and podcast content for educational purposes; and
  • responding to queries and resolving complaints efficiently and fairly.

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 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.
• 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.

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 research or archiving purposes 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 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:
  • delivering and improving our conference, podcast and educational resources;
  • maintaining the security and integrity of our online events and website (including moderation and preventing misuse);
  • maintaining a public archive of conference and podcast content for educational purposes; and
  • responding to queries and resolving complaints efficiently and fairly.

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 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:
  • delivering and improving our conference, podcast and educational resources;maintaining the security and integrity of our online events and website (including moderation and preventing misuse);maintaining a public archive of conference and podcast content for educational purposes; and
  • responding to queries and resolving complaints efficiently and fairly.

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
• Publicly available sources
• Third parties:
  • Apple Podcasts
    • What we get from them: Podcast distribution and listenership reporting (typically aggregated).
    • Why: To publish and distribute the Responsible Raw Materials Podcast.
  • Dropbox
    • What we get from them: Backup copies of conference/podcast recordings (speaker/presenter audio/video).
    • Why: Secure storage, editing workflow, and long-term archive/backup.
  • Eventbrite
    • What we get from them: Conference registration details (e.g., name and email address) of people who register to attend our conference.
    • Why: Secure storage, editing workflow, and long-term archive/backup.
  • Google Analytics (via Google Site Kit)
    • What we get from them: Aggregated website usage and performance information generated from analytics cookies (where consented).
    • Why: To measure and improve website performance.
  • MailerLite
    • What we get from them: Newsletter subscription details submitted via our website subscribe form (email address and optional name), subscription status and consent records.
    • Why: To manage subscriptions and send email updates (annual conference announcements and occasional Responsible Raw Materials news/resources) to people who opt in.
  • Spotify (podcast)
    • What we get from them: Podcast hosting/distribution and podcast analytics (typically aggregated).
    • Why: To publish and distribute the Responsible Raw Materials Podcast.
  • YouTube / Google
    • What we get from them: YouTube hosts our livestreams and recorded videos. When visitors choose to load/play embedded YouTube videos, technical information such as IP address and browser/device info may be processed by Google.
    • Why: Public livestreaming and hosting/embedding of conference and podcast content.
  • Zoom
    • What we get from them: Information associated with participation in the live webinar (e.g., the display name used in the session, and any chat/Q&A content if enabled).
    • Why: To deliver the live online conference and moderate the session.

How long we keep information

We keep personal information only for as long as necessary for the purposes set out in this notice.

• Conference registration (Eventbrite): We keep registrant name and email address for 12 months after the end of the conference to administer the event and respond to queries, then we delete or anonymise where possible.
• Email updates (MailerLite): We keep subscription details until you unsubscribe. After you unsubscribe, we keep a minimal record on a suppression list so we do not email you again by mistake.
• Conference delivery (Zoom): We do not routinely export Zoom attendee reports. If a chat transcript is generated automatically during recording downloads, it is stored securely and deleted within a couple of days.
• Public recordings (YouTube) and backups (Dropbox): Conference session videos and podcast episodes are published publicly and kept as part of our public archive. We also keep backup copies in Dropbox to preserve the record and ensure continuity. These recordings are retained indefinitely unless removal is necessary (for example, if a presenter requests removal or we determine the content should no longer be available). Presenters can request removal of published recordings by contacting hello@responsiblerawmaterials.com.
• Local working copies: Recordings may be downloaded to an encrypted/password-protected device for editing and are deleted from the local device once uploaded to Dropbox.
• Enquiries and complaints: We keep correspondence for as long as needed to respond and keep an audit trail of outcomes, then we delete or minimise it in line with this retention approach.

For more information on how long we store your personal information or the criteria we use to determine this please contact us at hello@responsiblerawmaterials.com.  

Who we share information with

Data processors

Critical Productions (podcast/audio production)

This data processor does the following activities for us: They support production of the Responsible Raw Materials Podcast, which may include arranging recordings, recording/editing audio, and preparing episodes for publication.

Dropbox (cloud storage provider)

This data processor does the following activities for us: Dropbox is used to store and back up conference recordings (speaker/presenter video/audio) for editing and long-term archive/backup purposes. Access is restricted to the minimum necessary staff involved in recording/organisation.

Eventbrite (event registration and attendee communications platform)

This data processor does the following activities for us: Eventbrite collects and stores conference registration details (e.g., name and email address) and supports sending event administration communications (joining details and reminders) to people who register.

Google Analytics (website analytics service via Google Site Kit)

This data processor does the following activities for us: website analytics to understand how visitors use our website (e.g., page views and interactions) where visitors have consented to analytics cookies. We do not use Google Analytics for advertising features or ads personalisation.

MailerLite (email marketing / mailing list management platform)

This data processor does the following activities for us: MailerLite stores newsletter subscription details submitted via our website, records subscription/consent status, and sends email updates (conference announcements and occasional Responsible Raw Materials updates) to people who opt in.

Zoom (webinar hosting platform)

This data processor does the following activities for us: Zoom is used to host and deliver the live conference sessions (Zoom Webinar). Participants join via a link and we do not routinely export attendee reports. Any incidental chat transcript generated during recording downloads is stored securely and deleted within a couple of days.

Public publishing and distribution platforms

We publish some content publicly on third-party platforms. These platforms process personal information according to their own terms and privacy policies (for example, platform usage analytics and device identifiers for delivering content).

Apple Podcasts (podcast distribution platform)

This data processor does the following activities for us: Apple Podcasts distributes podcast episodes and provides listenership reporting (typically aggregated).

Spotify (Spotify for Podcasters) (podcast hosting/distribution platform)

This data processor does the following activities for us: Spotify hosts and distributes podcast episodes and provides podcast delivery and analytics (typically aggregated).

YouTube / Google (video hosting and livestreaming platform)

This data processor does the following activities for us: YouTube hosts our public livestreams and recorded conference/podcast videos and supports embedding videos on our website.

Others we share personal information with

Publicly on our website, social media or other marketing and information media.

Sharing information outside the UK

Transfer of personal information outside of the UK

Where necessary, we will 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.

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Sharing of personal information outside of the UK by our data processors

Where necessary, our data processors may share personal information outside of the UK. When doing so, they 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.

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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 at the top of 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

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Last updated

29^th April 2026