Privacy Notice

This privacy notice is to let you know how we collect and process your personal data and to inform you about your rights. 


Our details 

We are The Biodiversity Consultancy Limited. 

We are a company registered in England under company number 6413116. 

Registered office:  3rd Floor, Great Titchfield House, 14-18, Great Titchfield Street, London, W1W 8BD 

Business address:  3E, King’s Parade, Cambridge, CB2 1SJ 

Telephone:  01223 366238 



The data we may collect about you 

Your “personal data” means any information about you that can be used to identify you.  

We may collect, use, store and transfer different kinds of your personal data, which we have grouped together as follows: 

  • Identity Data includes your first name, last name, username or similar identifier, title, date of birth, gender, job title and your employer’s name.  Also your photograph and identity documents if you provide them to us. 

  • Contact Data includes your postal address, email address, telephone numbers and business contact details. 

  • Public Data includes information we collect about you in the course of our business, which may include data that is public or is contained on public data sites, such as LinkedIn, the Companies House website or our clients’ own websites.   

  • Service Data includes information we collect when providing our services to our clients, which includes personal data collected as part of surveys carried out by us in the course of performing our services (including Identity Data, Contact Data, Public Data and information such as occupation and income). 

  • Correspondence Data includes personal data we obtain as a result of our correspondence, including personal data contained in feedback and complaints, the progress of complaint resolution and the outcome of complaints. 

  • Financial Data includes bank account and payment card details, where necessary to conclude or perform contracts with you. 

  • Marketing and Communications Data includes your preferences in receiving marketing materials from us and our third parties, and your communication preferences. 

  • Technical Data includes your internet protocol (IP) address, your login data for our website and other online services, browser type and version, time zone setting and location, browser plug-in types and versions, operating system, platform and other technology on the devices you use to access our website, and information about how you use our website. 

  • Sensitive information which you may provide when submitting a job application, and may include information about your race or ethnicity, religious beliefs, sexual orientation, health or any disability you may have. 


How we collect your personal data 

You may give us your personal data by filling in forms or by corresponding with us by post, phone, email or otherwise.   

We may also receive personal data about you from various third parties, such as our clients and suppliers, particularly if they are your employer, from public sources, and from external professionals.   

If you apply for a job with us, you will provide personal information to us, which will usually include a CV.  We may also contact your recruiter, your current and former employers and your referees for information about you.  


Grounds for processing personal data 

We can only legally make use of your personal data:- 

  • if you consent 
  • if we need to do so to comply with a legal or regulatory obligation 
  • if it is in our legitimate interests to do so.  This does not apply where your interests and fundamental rights take precedence. 


Purposes for which we will process your personal data 

The table below sets out the purposes for which we may process your personal data, and the lawful grounds for that processing.  In some cases more than one ground will apply.

Purpose/Activity  Grounds for processing 
To communicate with you and to process and respond to correspondence from you.   When it is within our legitimate interests to do so.  
To help us meet our contractual obligations to you. 
To comply with the law. 

To register you as a new client or supplier. 

To manage our relationship with you. 

To help us meet our contractual obligations to you. 

To keep our records updated and to provide our services, when it is in our legitimate interests to do so. 

To help ensure the quality of our services (including processing Service Data). 

To understand the performance of our business. 

When it is in our legitimate interests. 

To meet regulatory requirements by producing management information and reports to help us identify potential problems. 

To administer and protect our business and website. 

To comply with the law. 
When it is in our legitimate interests. 

To undertake sanctions list checks.   To comply with the law. 
To conduct direct marketing about our services, events to attend or industry updates or articles that may be of interest to you, also to send you news and insights about the field of biodiversity.  With your consent - note that you can opt out at any time. 
To use data analytics to improve our website, marketing, client relationships and experiences.   When it is in our legitimate interests. 



We use cookies.  A cookie is a small piece of information that our website stores on the web browser on your device and can later retrieve.  You can set your browser to refuse some or all browser cookies, or to alert you when websites set or access cookies.  Our Cookie notice tells you what cookies we use. 


Disclosures of your personal data 

We may employ third parties to provide services to us.  These service providers have agreed to confidentiality restrictions and will use any personal data we share with them (or which they collect on our behalf) solely for the purpose of providing those services.  We take appropriate steps to ensure that such third parties treat your personal data with the same care that we do. Where our third party service providers receive your personal data, we remain responsible for its use. 

We may be required to disclose your personal data to law enforcement bodies, regulators, agencies or other third parties under a legal requirement or court order. We will act responsibly and take account of your interests when responding to any such requests. 


Direct Marketing 

We aim to provide you with choices regarding certain personal data uses, particularly in marketing and advertising.  If you have given us your consent to send you marketing material by email or post, you have the right to opt out of receiving that material.  We will also obtain your express opt-in consent before we share your personal data with any outside company for marketing purposes.  You can ask us to stop sending you marketing messages at any time by following the opt-out links on any marketing message sent to you, or you can contact us at any time. 


International transfers 

We are an international organisation, with staff in the UK and in a number of other countries around the world.  Third party service providers who handle data on our behalf may be based in locations outside the UK.  Your personal data may therefore be transferred to other countries.  Whenever we transfer your personal data out of the UK, we will ensure that at least one of the following safeguards is implemented: 

  • we transfer your personal data to countries that have been deemed to provide an adequate level of protection for personal data by the UK government; 
  • where we use certain service providers, we may use specific contracts which give personal data the same protection as in the UK;  
  • where we use third party providers based in the US, we may transfer data to them if they have adequate measures in place. 


Data Security 

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, accessed, used, altered or disclosed in an unauthorised way.   

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. 


How long we use personal data for 

We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements. 

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 its unauthorised use or disclosure, the purposes for which we process it and whether we can achieve those purposes through other means, and the applicable legal requirements. 


Your legal rights 

Under certain circumstances, you have legal rights in relation to your personal data.  The relevant law in the UK is:-  

  • the Data Protection Act 2018, which puts into law the GDPR (the General Data Protection Regulation originally issued by the European Union), 
  • and also the Privacy and Electronic Communications (EC Directive) Regulations 2003. 
Your rights Details
Rectification  If any personal data we hold about you is incorrect, you are entitled to have it corrected. 
Erasure  You can require that your personal data be deleted when it is no longer necessary for us to hold it, or we no longer have a legitimate interest to process it, or you have withdrawn your consent. 

You can require access to your personal data held by us. 

You can require details of the purpose of our processing your personal data, the types of personal data held and any recipients of your personal data. 

Restriction of processing  You can require that we restrict processing your personal data when we no longer need to process it, or you object to us processing it. 
Portability  You can ask that the personal data we hold about you be provided in a commonly used format if you wish to provide that information to another party. 
Objection  You have the right to object to the use of your personal data where we process it in our legitimate interests. 
Withdrawal of consent  You can withdraw your consent for any processing that we undertake on the basis of your consent. 


Contact us

In order to exercise any rights in respect of your personal data, you should contact us.  The primary point of contact for all issues arising is our Head of Business Operations, email   



If you think your data has been misused or that we have not kept it secure, please tell us.  We will investigate and attempt to resolve complaints and disputes. 

If you’re unhappy with our response, you can make a complaint to the Information Commissioner’s Office (ICO) or get advice from the ICO. 

Telephone: 0303 123 1113 
Textphone: 01625 545860 
Monday to Friday, 9am to 4:30pm 

Information Commissioner’s Office 
Wycliffe House Water Lane 
SK9 5AF 



It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes. 


Date: May 2024