Privacy Policy & Cookie Policy

Privacy Policy, including Cookie Policy

This Privacy Policy was updated in December 2022.
Gemserv operates the Community of Meter Asset Providers (thecmapuk.co.uk) website and provides secretariat functions on behalf of CMAP. We take the privacy of our website users very seriously. We ask that you read this Privacy Policy (“the Policy”) carefully as it contains important information about how we will use your personal information in accordance with the Data Protection Act 2018 or the UK General Data Protection Regulation (“UK GDPR”).
For the purposes of relevant legislation, CMAP Ltd (“CMAP”) is a data controller (i.e. responsible for and control the processing of your personal information) and Gemserv Ltd (“Gemserv”) is a data processor.
This website is not intended for children, and we do not knowingly collect data relating to children. This website is also not intended to cover personal data processed for recruitment or employment purposes.
Our use of any information we collect about you when you visit this website and use our services will be governed by this Privacy Policy. This Privacy Policy should be read in conjunction with the Terms and Conditions of use of this website.

Who are we?

Full company details of CMAP are as follows:
Name: Community of Meter Asset Providers
Registered office address: 77 Gracechurch Street, London, EC3V 0AS

Full company details of Gemserv are as follows:
Name: Gemserv Limited, Company number 04419878
Registered office address: 2nd Floor, 77 Gracechurch Street, London, EC3V 0AS

If you have any questions about this privacy policy or our privacy practices, please email us at CMAP@gemserv.com.

Personal information collected

We collect your personal data for the following purposes:

Purpose of processing	Data types	Lawful basis
To add contacts for Members of the CMAP	Full name, job title, company name, work address, phone number, email address, signature	Legitimate interest – Provision of CMAP Administration and Secretariat Services
To send CMAP Members notices, invoices, and other communications under or in relation to the CMAP	Full name, job title, company name, work address, phone number, email address	Legitimate interest – Provision of CMAP Administration and Secretariat Services
To manage attendee lists and confirm the accuracy of minutes	Name, job title, organisation, email address, meeting attendance, expressed opinions	Legitimate interest – Provision of CMAP Administration and Secretariat Services
To respond to general enquiries or requests for information about our services.	Name, email address, details of enquiry	Legitimate interest – To address queries.
To use functional cookies on the website: https://thecmapuk.co.uk/	Cookie information and IP address	Legitimate interest – Ensure the website remains operable and safe for use.
To use statistics and marketing cookies of the website: https://thecmapuk.co.uk/	Cookie information and IP address	Consent

We may also conduct data processing:

To enforce the terms of any contract between you and us, including our Website Terms and Conditions of Use;
As required by any law or regulation and/or requested by regulatory bodies or law enforcement organisations.

We also collect personal data through Cookies. Please see the Cookies section below for more information, as well as our Cookie Banner.

Disclosure of your information

Your information may be disclosed to any or all of the following:

Gemserv Ltd, who provide the Secretariat function which performs the role described in the CMAP.
As otherwise required to comply with legal or regulatory obligations or requests, such as with governmental departments such as BEIS;
Auditors, accountants, lawyers, or other professional advisers of CMAP; or
As otherwise stated when your information was provided or collected.

We require all third parties that we are responsible for to respect the security of your personal data in accordance with legal requirements under the UK GDPR. Additionally, we do not allow third parties to use your data for purposes other than those we have specified.

Use of cookies in connection with the website and our Cookie Policy

Cookies are small files saved to your computer’s hard drive that track, save and store information about your interactions and usage of our website. Cookies allow us to store your preferences to correctly present content, options or functions throughout our website. They also enable us to see information like how many people use our website and what pages they tend to visit.

Cookies have different durations. Temporary cookies, such as those only valid for your browsing session, expire when you close your browser. Permanent cookies, however, will remain on your computer for a longer period until you delete them. We may also use the information gathered from Cookies to compile reports to improve the functionality and user experience of our website.

Cookies can be set by different actors. Typically, this occurs in two cases:

First-party cookies: These are cookies set by this website for our visitors.
Third-party cookies: These which are typically set by other websites whose features run on our website (such as social media plugins). We do not control the use of third-party cookies. Some third-party cookies may be set by Google. For more information regarding Google’s use of cookies, please see Google’s Cookie Policy.

Cookies have different purposes. We typically use the following cookies:

Functional Cookies: Cookies that are strictly necessary to enable you to move around our websites or to provide certain basic features. This includes basic features such as playing videos, and storing information already entered (e.g. username, language, location).
Statistics: We may deploy cookies that monitor the popularity of sections of our website.
Marketing: These cookies may track users and display advertisements relevant to them but can also include some otherwise functional cookies.

Cookie name	Cookie type	Domain	Description	Retention
_GRECAPTCHA	Functional	Third party	This cookie provides a spam protection service from spam and abuse. It may analyse traffic, (potentially containing Users’ Personal Data) with the purpose of filtering the parts of traffic recognized as Bots or SPAM and “keeping automated software from engaging in abusive activities on your site”.	6 months
_ga_DMTVEP90VS	Statistics	Third party	This cookie is installed by Google Analytics	2 years
_ga	Statistics	Third party	This cookie name is associated with Google Universal Analytics – which is a significant update to Google’s more commonly used analytics service. This cookie is used to distinguish unique users by assigning a randomly generated number as a client identifier. It is included in each page request in a site and used to calculate visitor, session and campaign data for the sites analytics reports. By default it is set to expire after 2 years, although this is customisable by website owners.	2 years
_gid	Statistics	Third party	This cookie name is associated with Google Universal Analytics. This appears to be a new cookie and as of Spring 2017 no information is available from Google. It appears to store and update a unique value for each page visited.	A few seconds
OptanonConsent	Functional	First party	This cookie stores information about the categories of cookies the site uses and whether visitors have given or withdrawn consent for the use of each category. This enables site owners to prevent cookies in each category from being set in the users browser, when consent is not given. The cookie has a normal lifespan of one year, so that returning visitors to the site will have their preferences remembered. It contains no information that can identify the site visitor.	1 year
OptanonAlertBoxClosed	Functional	First party	This cookie is set after visitors have seen a cookie information notice and in some cases only when they actively close the notice down. It enables the website not to show the message more than once to a user. The cookie has a one year lifespan and contains no personal information	1 year

Your rights in relation to cookies

We generally only place cookies with your consent when you first visit this website, apart from for Functional cookies, which are mandatory for this website to operate. If you want to avoid this website placing Statistics and Marketing Cookies on your browser, you can use our Cookie Banner to choose to deselect all cookies besides the Functional Cookies on visiting this website. You may also set your browser settings to attempt to reject all cookies or manually delete the Cookies and may still use this website.

Information Security

We will use technical and organisational measures to safeguard your personal information from being accidentally lost, used or accessed in an unauthorised manner, altered or disclosed. In particular, we use strict access and authentication controls on our databases, and, where possible, use encryption in transit when sharing files via email.
Whilst we will use all reasonable efforts to safeguard your personal data, you acknowledge that the use of the Internet is not entirely secure, and for this reason we cannot guarantee the security or integrity of any personal data or other information that is transferred from you or to you via the Internet.
Additionally, we have put into place procedures to deal with any suspected data breach and will notify you of such when we are legally required to do so.

Storage of your personal data

We will only retain your personal data for as long as necessary to fulfil the purposes we have collected it for (as outlined above), or as long as we are required to maintain it by law.

Purpose of processing	Retention period
To add contacts for Members of the CMAP	Duration of membership / contact’s employment with the Member (whichever is sooner)
To send CMAP Members notices, invoices, and other communications under or in relation to the CMAP	Duration of membership / contact’s employment with the Member (whichever is sooner)
Manage attendee lists and confirm the accuracy of minutes	Duration of the association
To respond to general enquiries or requests for information about our services.	2 years
To use functional cookies on the website: https://thecmapuk.co.uk/	See above table for further information
To use statistics and marketing cookies of the website: https://thecmapuk.co.uk/	See above table for further information

Use of your personal information submitted to other websites

CMAP/Gemserv cannot be responsible for the privacy policies and practices of other CMAP websites, even if you accessed the third-party website using links from our Website, or you linked to our Website from a third-party website.

CMAP only stored personal data on systems located within the United Kingdom. However, we may need to transfer your personal information to third parties located in countries outside of the United Kingdom for the purposes of providing Administration and Secretariat services. Where we do so, we will ensure that such transfers are subject to appropriate security measures, risk assessments and contractual controls as necessary to safeguard your personal information.

Your rights in relation to your information

Under certain circumstances, you may have certain rights under data protection laws in relation to your personal data which are as follows:

Request access to your personal data – This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.
Request correction of your personal data – This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.
Request erasure of your personal data – This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it.
Object to processing of your personal data.
Request restriction of processing your personal data – This enables you to ask us to suspend the processing of your personal data in specific circumstances.
Request 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.
Right to withdraw consent, where consent has been given to the processing.

You can write to us to request access to your personal information and other rights at:

2nd Floor, 77 Gracechurch Street
London
EC3V 0AS

We will require proof of your identity before responding to any request from you.

In addition, if you have any enquiry about this Privacy Policy or data protection practices, please write to the Data Protection Officer at the above address.

You also have the right to make a complaint at any time to the Information Commissioner’s Office (ICO) on any data protection issues.

Updating your details

Additionally, if any of the information that you have provided to us changes, please let us know the correct details by sending an email to CMAP@gemserv.com where we have the facility to log in to the website and update any user details.

Contact Information