privacy policy

1. Introduction

We at the ethical move understand how important your privacy is.

The purpose of this Privacy Policy is to inform you about the type of personal information we may collect from you, what we intend to do with that information and to inform you of the steps we take to keep your personal information confidential. By using our site www.theethicalmove.org, you consent to the terms of this Privacy Policy and warrant to us that you are over 13 years of age.

If you are under the age of 19 you must not provide any personal information to us without the consent of your parent or guardian, or as otherwise provided for by applicable law. This Privacy Policy may be updated from time-to-time and your subsequent use of this site will be accepted as consent to the collection, use and disclosure of your information as set out in this Privacy Policy.

Legally, the ethical move is the data controller, and we’re responsible for your personal data (referred to as “we”, “us” or “our” in this privacy notice).

Contact Details

Our full details are:

Full name of legal entity: The Ethical Move

Email address: [email protected]

Postal address: 2793 Schooner Way, Pender Island, BC, Canada, V0N 2M2

It’s important that the information we hold about you is accurate and up to date. Please let us know if at any time your personal information changes by emailing us at [email protected]

2. What Personal Information Do We Collect and Why?

Personal data means any information capable of identifying an individual. It does not include anonymised data.

We may process the following categories of personal data about you:

2.1 Taking Our Pledge

We collect information when you fill in our pledge form through this website. This information may include your name, email address, website and social media handles. We also ask you to provide information about your reasons for joining the movement and where you would like it to go, which helps us to bring the ethical move forward and guides us in developing future pledges. This information is used to allow us to connect with you, register you as a pledgee to the movement, and send you your badge. Our lawful ground for this processing is your consent, which you give us by ticking the relevant box while taking the pledge.

2.2 Newsletter / Marketing Data

Marketing Data includes data about your preferences in receiving marketing from us and your communication preferences. For example, if you are interested in receiving our newsletter and/or email updates we will ask that you provide both your name and email address so that we may send you copies. We process this data to deliver relevant email newsletters to you and measure or understand the effectiveness of this content. Our lawful ground for this processing is your consent, which you give us by opting in to receive our newsletters.

2.3 Testimonials and Other Communication Data

Communication Data includes any communication that you send to us through email, text, social media messaging, social media posting or any other communication channel. We process this data for the purposes of communicating with you, for record keeping and for the establishment, pursuance or defence of legal claims. Our lawful ground for this processing is our legitimate interests which in this case are to reply to communications sent to us, to keep records and to establish, pursue or defend legal claims.

From time to time we may ask for feedback or testimonials, which we may post on this website with your prior consent.

2.4 Membership Data for The Ethical Move Community

When you join The Ethical Move Community, we collect and process membership data. This includes your email address, the information you publish via your membership profile, and any communication that you send through the membership platform. We process this data for the purposes of running the community, communicating with you, for record keeping and for the establishment, pursuance or defence of legal claims. Our lawful ground for this processing is our contractual agreement about your community membership. 

2.5 Third Parties

Personal information collected by us or third parties for the purposes of registering you as a participant of the movement may include your name and email address. When you register as a member of The Ethical Move Community, the personal information collected by us or third parties may include your name, email address, and the information you publish via your membership profile.

The third parties we work with are:

Previously, we worked with Squarespace, Mailchimp, and Airtable.

2.6 Customer Data

Customer Data includes data relating to any purchases of goods and/or services from the ethical move, such as your:

  • name
  • billing address
  • delivery address
  • email address
  • phone number
  • other contact details
  • purchase details and
  • payment details.

We process this data to supply the goods and/or services you’ve purchased and to keep records of such transactions. Our lawful ground for this processing is the performance of a contract between you and us and/or taking steps at your request to enter into such a contract.

2.7 User Data

User Data includes data about how you use our website and any online services together with any data that you post for publication on our website or through other online services. We process this data to operate our website and make sure we provide relevant content, to keep our website secure, to maintain back-ups of our website and/or databases and to enable publication and administration of our website, other online services and business.

Our lawful ground for this processing is our legitimate interests, which in this case are to enable us to properly administer our website and our business.

2.8 We Do Not Collect Any Sensitive Data About You

Sensitive data refers to data that includes details about your

  • race or ethnicity
  • religious or philosophical beliefs
  • sex life
  • sexual orientation
  • political opinions
  • trade union membership
  • information about your health and genetic and biometric data.

We do not collect any information about criminal convictions and offences.

Where we are required to collect personal data by law — or under the terms of the contract between us — and you don’t provide us with that data when requested, we may not be able to perform the contract (for example, to deliver goods or services to you). If you don’t provide us with the requested data, we may have to cancel a product or service you have ordered. If we do, we will notify you at the time.

We will only use your personal data for a purpose it was collected for or a reasonably compatible purpose if necessary. For more information on this please email us at [email protected]. In case we need to use your details for an unrelated new purpose we will let you know and explain the legal grounds for processing.

We may process your personal data without your knowledge or consent where this is required or permitted by law.

We do not carry out automated decision making or any type of automated profiling.

3. Marketing Communications

Our lawful ground of processing your personal data to send you marketing communications is your consent.

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 by emailing us at [email protected] at any time.

If you opt out of receiving marketing communications, this opt-out does not apply to personal data provided as a result of other transactions, such as purchases, emails you sent us, etc.

4. Disclosing Your Personal Data

We WILL NEVER sell or license any personal information collected from you.

We may have to share your personal data with the parties set out below:

– Service providers who provide IT and system administration services.
– Professional advisers including lawyers, bankers, auditors and insurers.
– Subcontractors such as copywriters, marketing strategists, or admin support.
– Third parties to whom we sell, transfer, or merge parts of our business or our assets.
– Government bodies that require us to report processing activities.

We choose our partners carefully. All third parties to whom we transfer your data must respect the security of your personal data and to treat it in accordance with the law. We only allow such third parties to process your personal data for specified purposes and in accordance with our instructions.

5. International Transfers (outside the EEA)

Countries outside of the European Economic Area (EEA) do not always offer the same levels of protection to your personal data, so European law has prohibited transfers of personal data outside of the EEA unless the transfer meets certain criteria.

the ethical move is based in Canada, and many of our third parties service providers are based outside the European Economic Area (EEA) so our processing of your personal data will involve a transfer of data outside the EEA.

Whenever we transfer your personal data out of the EEA, we do our best to ensure a similar degree of security of data by ensuring at least one of the following safeguards is in place:

– We will only transfer your personal data to countries that the European Commission have approved as providing an adequate level of protection for personal data by; or
– Where we use certain service providers, we may use specific contracts or codes of conduct or certification mechanisms approved by the European Commission which give personal data the same protection it has in Europe.

If none of the above safeguards is available, we may request your explicit consent to the specific transfer. You will have the right to withdraw this consent at any time.

6. Data Security

We store your information in the following ways:

Third Parties

We rely on third parties such as ConvertKit and Notion to connect with our members. These third parties may store your personal information to allow for efficient communication services.

Hard Drive & Cloud

Answers to questionnaires may be stored on an external hard drive or in the cloud to allow us to best serve the movement and our pledgees.

We have put in place security measures to prevent your personal data from being accidentally lost, used, altered, disclosed, or accessed without authorisation. We also allow access to your personal data only to those employees and partners who have a business need to know such data. They will only process your personal data on our instructions, and they must keep it confidential.

We have procedures in place to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach if we are legally required to.The internet is, by its nature, inherently open and subject to interception of information. WE CANNOT GUARANTEE THAT THE INFORMATION YOU PROVIDE TO US OVER THE INTERNET OR OTHERWISE WILL NOT BE INTERCEPTED BY THIRD PARTIES WHILE IT IS BEING COMMUNICATED BY MEANS THAT ARE OUTSIDE OF OUR CONTROL.

7. Data Retention

We will only keep 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.

When deciding what the correct time is to keep the data for we look at

  • its amount, nature and sensitivity
  • potential risk of harm from unauthorised use or disclosure
  • the processing purposes
  • if these can be achieved by other means and
  • legal requirements.

For tax purposes the law requires us to keep basic information about our customers (including Contact, Identity, Financial and Transaction Data) for six years after they stop being customers.

In some circumstances we may anonymise your personal data for research or statistical purposes, in which case we may use this information indefinitely without further notice to you.

8. Your Legal Rights as a Citizen of the EEA

Under data protection laws, citizens of the European Economic Area (EEA) have rights in relation to their personal data that include the right

  • to request access
  • to request correction
  • to request erasure
  • to request restriction
  • to request transfer
  • to object to processing
  • to portability of data and
  • (where the lawful ground of processing is consent) to withdraw consent.

You can see more about these rights at the ICO website

If you wish to exercise any of the rights set out above, please email us at [email protected]

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 or refuse to comply with your request in these circumstances.

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.

We try to respond to all legitimate requests within one month. Occasionally it may 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.

If you aren’t happy with any aspect of how we collect and use your data, you have the right to complain with your local data protection authority.

We’d love to be the first to know if you do have a complaint so that we can try to resolve it for you.

9. 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 notice of every website you visit.

10. Cookies

You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. If you disable or refuse cookies, please note that some parts of this website may become inaccessible or not function properly. For more information about the cookies we use, please see https://www.theethicalmove.org/cookie-policy/.