Privacy & Cookie Policy

Introduction

Welcome to the Advanced Propulsion Centre UK Limited’s (“APC”) and Zenzic-UK Ltd’s (“Zenzic-UK”) privacy notice. The terms “us”, “our” and “we” refer to APC and Zenzic-UK together.

The APC and Zenzic-UK respect your privacy and are committed to protecting your personal data. This privacy notice will inform you as to how we look after your personal data when you:

• visit our websites at https://www.apcuk.co.uk/, https://zenzic.io/, https://futureoftechnology.co.uk/ and https://www.nichevehiclenetwork.co.uk/ (regardless of where you visit it from) (“Websites”);
• subscribe to join our mailing list or to receive our newsletter;
• attend any APC or Zenzic-UK event, exhibitions, meetings or networking, or speak or present at, or participate in, any APC or Zenzic-UK event, or provide us with any personal data at any events, exhibitions, meetings or networking you attend (whether an APC or Zenzic-UK event or otherwise);
• apply for grant funding or other support from us and, if your application is accepted, receive grant funding or other support from APC or Zenzic-UK;
• participate in any programme operated by APC or Zenzic-UK;
• are a project partner for any projects or programmes delivered by APC or Zenzic-UK; and
• provide APC or Zenzic-UK with goods or services.

This privacy notice will also tell you about your privacy rights and how the law protects you.

Please use the Glossary to understand the meaning of some of the terms used in this privacy notice.

1. Important information and who we are

Purpose of this privacy notice

This privacy notice aims to give you information on how we collect and process your personal data:

• through your use of the Websites, including any data you may provide through the Websites when you sign up to be kept updated with APC’s or Zenzic-UK’s activities and receive APC or Zenzic-UK news and other information;
• when you subscribe to join our mailing list or to receive our newsletter;
• when you attend any APC or Zenzic-UK event, exhibitions, meetings or networking, or speak or present at, or participate in, any APC or Zenzic-UK event, or provide us with any personal data at any events, exhibitions, meetings or networking you attend (whether an APC or Zenzic-UK event or otherwise);
• when you apply for grant funding or other support from us and, if your application is accepted, receive grant funding or other support from APC or Zenzic-UK;
• where you are a project partner for any projects or programmes we deliver; and
• when you provide us with goods or services.

It is important that you read this privacy notice together with any other privacy notice or fair processing notice we may provide on specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your data. This privacy notice supplements the other notices and is not intended to override them.

Controllers

The Advanced Propulsion Centre UK Limited and Zenzic-UK Ltd are joint controllers and are jointly responsible for your personal data when you visit any of the Websites, apply to the APC or Zenzic-UK for grant funding or other support and, if your application is accepted, receive grant funding or other support from the APC or Zenzic-UK (as applicable), you are a project partner for any project or programme delivered by the APC or Zenzic-UK (as the case may be), or when you provide goods or services to the APC or Zenzic-UK.

This privacy policy is issued on behalf of the APC and Zenzic-UK.

We have appointed a data protection officer who is responsible for overseeing questions in relation to this privacy notice. If you have any questions about this privacy notice, including any requests to exercise your legal rights, please contact the data protection officer using the details set out below.

Contact details

The Data Protection Officer
Advanced Propulsion Centre UK Limited, IIPSI Building, University Road, CV4 7ALEmail address: caroline.mcmillan-browse@apcuk.co.uk

You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.

Changes to the privacy notice and your duty to inform us of changes

We keep this privacy notice under review. This version of this privacy notice was last reviewed in January 2025.

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

2. The data we collect about you

Personal data 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 which we have grouped together as follows:

• Identity Data: includes name, job title/role, employer and date of birth
• Contact Data: includes telephone number, address and email address
• Technical Data: includes browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform.
• Financial Data: includes bank account, tax, insurance and payment card details
• Transaction Data: includes details about payments to and from you and other details of any grant funding or support you have received from us or any goods and services you provide to us.
• Usage Data includes information about how you use the Websites, products and services.
• Marketing and Communications Data includes your preferences in receiving marketing from us.

We also collect, use and share Aggregated Data such as statistical or demographic data for any purpose. Aggregated Data may be derived from your personal data but is not considered personal data in law as this data does not directly or indirectly reveal your identity. For example, we may aggregate your Usage Data to calculate the percentage of users accessing a specific website feature. However, if we combine or connect Aggregated Data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this privacy notice.

We do not collect any Special Categories of Personal Data about you (this 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). Nor do we collect any information about criminal convictions and offences.

If you fail to provide personal data

Where we need to collect personal data from you in order for us to provide you with APC or Zenzic-UK news and other information and you fail to provide that data when requested, we will be unable to provide such materials to you.

3. How is your personal data collected?

We use different methods to collect data from and about you, including through:

• Direct interactions. You may give us personal data by filling in forms (whether online or otherwise) or by corresponding with us by post, phone email or otherwise or interacting with us prior to or at events, exhibitions, meetings or networking you attend or participate in. This includes personal data you provide when you:
  • Register to attend any APC or Zenzic-UK event, exhibitions, meetings or networking, or speak  or present at, or participate in, any APC or Zenzic-UK event, or provide us with any personal data at any events, exhibitions, meetings or networking you attend (whether an APC or Zenzic-UK event or otherwise);
  • Apply for grant funding or other support or to participate in any programme or scheme operated by APC or Zenzic-UK
  • Submit any supplier registration forms
  • Submit any forms on the Websites. In order to receive APC or Zenzic-UK news, assets, and other information automatically you are required to provide your email address and elect which categories of material you wish to receive.
• Automated technologies or interactions. As you interact with the Websites, we may automatically collect Technical Data and Usage Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies, server logs and other similar technologies.

• [Third parties or publicly available sources. We will receive personal data about you from various third parties and public sources as set out below:

• • Technical Data is collected from the following parties:
    • analytics providers [such as Google-based outside the UK]; and
    • search information providers [such as [NAME] based [inside OR outside] the UK].
  • Contact, Financial and Transaction Data is collected from providers of technical, payment and delivery services [such as [NAME] based [inside OR outside] the UK].
  • Identity and Contact Data is collected from data brokers or aggregators [such as [NAME] based [inside OR outside] the UK].
  • Identity and Contact Data is collected from publicly available sources [such as Companies House and the Electoral Register based inside the UK].
  • Identity, Contact, Financial and Transaction Data is collected from providers of event marketing, registration and management platforms and services.]
  • Identity and Contact Data is collected from any colleagues, contacts or agents of yours who recommend you to speak or participate in any APC or Zenzic-UK event, exhibition, meeting or networking

4. How we use your personal data

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 the contract we are about to enter into or have entered into with you.
• Where you have consented to the receipt of APC or Zenzic-UK news, assets, and other information from us by signing up to receive such materials via the Websites. You have the right to withdraw your consent at any time by contacting us using the contact details provided in this policy.
• 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

Where it is necessary to conduct our business and pursue our legitimate interests, for example to prevent fraud. We make sure we consider and balance any potential impact on you and your rights (both positive and negative) before we process your personal data for our legitimate interests. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law).

Purposes for which we will use your personal data

We have set out below, in a table format, a description of all the ways we plan to use your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate.

Note that we may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data. Please contact us using the contact details provided in this policy if you need details about the specific legal grounds we are relying on to process your personal data where more than one ground has been set out in the table below.

Direct marketing

Opting out

You can ask us to stop sending you marketing messages at any time by contacting us using the contact details provided in this policy or by following the opt-out links within any marketing communication sent to you.

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 the Websites may become inaccessible or not function properly.

Change of purpose

We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us using the contact details provided in this policy.

If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.

Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.

5. Disclosures of your personal data

Each of APC and Zenzic-UK will share your personal data with each other as a joint controller and each will only use your personal data as set out in this privacy notice.

We may have to share your personal data with External Third Parties as set out in the Glossary for the purposes set out in the table in paragraph 4 above.

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

6. International transfers

Whenever we transfer your personal data out of the UK, we ensure a similar degree of protection is afforded to it by ensuring that one of the following safeguards are implemented: We do not send or store data internationally. We do use 3^rd party software companies who have international server locations (USA, UK, EU & AUS). We have accounts created and managed on those servers.

• We will only transfer your personal data to countries that have been deemed to provide an adequate level of protection for personal data by the UK.
• Where we use certain service providers, we may use specific standard contractual terms approved for use in the UK which give the transferred personal data the same protection as it has in the UK, namely the International Data Transfer Agreement.

Please contact us using the contact details provided in this policy if you want further information on the specific mechanism used by us when transferring your personal data out of the UK.

7. Data security

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.

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.

8. Data retention

How long will you use my 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 unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.

In some circumstances you can ask us to delete your data.

9. Your legal rights

You have rights, in certain circumstances, under data protection laws in relation to your personal data. These comprise the following rights:-

• Request access to your personal data
• Request correction of your personal data
• Request erasure of your personal data
• Object to the processing of your personal data
• Request restriction of processing your personal data
• Request transfer of your personal data
• Right to withdraw consent

If you wish to exercise any of the rights set out above, please contact us using the contact details provided in this policy.

No fee usually required

You will not normally 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. Alternatively, we may refuse to comply with your request in these circumstances.

What we may need from you

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.

Time limit to respond

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 and keep you updated.

10. Glossary

Lawful basis

Legitimate Interest means the interest of our business in conducting and managing our business to enable us to give you the best service/product and the best and most secure experience. We make sure we consider and balance any potential impact on you (both positive and negative) and your rights before we process your personal data for our legitimate interests. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law). You can obtain further information about how we assess our legitimate interests against any potential impact on you in respect of specific activities by contact us using the contact details provided in this policy.

Comply with a legal or regulatory obligation means processing your personal data where it is necessary for compliance with a legal or regulatory obligation that we are subject to.

Third Parties

External Third Parties

Service providers acting as processors on our behalf : (i) to enable you to receive the news, assets, and other information you have requested from us (ii) to enable Zenzic UK and APC to administer and protect their businesses and the Websites and to use data analytics to improve the Websites, products/services, marketing, customer relationships and experiences. Where you apply for or receive grant funding or support from us, our project partners and any other third parties who we work with to delivery our projects and programmes, third party reviewers and assessors who we engage with in connection with the administration of our projects and programmes, government departments and agencies from who we receive funding for our projects and programmes and to whom we have reporting obligations in relation to our projects and programmes.

Where you are or a supplier or project partner or potential supplier or project partner to us, third party suppliers who we engage to carry out due diligence on our suppliers or project partners and who we sub-contract or delegate our obligations under our agreements with suppliers or project partners.

Your legal rights

You have the right to:

• Request access to your personal data (commonly known as a “data subject access request”). 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 the personal data that we hold about you. 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. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.
• Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.
• Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios: (a) if you want us to establish the data’s accuracy; (b) where our use of the data is unlawful but you do not want us to erase it; (c) where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or (d) you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.
• Request the 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. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.
• Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.