Last Updated: December 6, 2024

Planet First Consultants (“we,” “our,” or “us”) is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website theplanetfirst.org or engage with our sustainability consulting services.

By using our website or services, you agree to the collection and use of information in accordance with this Privacy Policy. If you do not agree with our policies and practices, please do not use our website or services.

1. Information We Collect

1.1 Personal Information You Provide

We collect information that you voluntarily provide to us when you:

• Fill out contact forms or consultation request forms
• Subscribe to our newsletter or updates
• Request information about our services
• Communicate with us via email or phone
• Engage our consulting services

This information may include:

• Name and job title
• Company name and industry
• Email address and phone number
• Business address
• Information about your sustainability needs and challenges
• Any other information you choose to provide

1.2 Information Collected Automatically

When you visit our website, we automatically collect certain information about your device and browsing behavior:

• IP address and device identifiers
• Browser type and version
• Operating system
• Pages visited and time spent on pages
• Referring website addresses
• Date and time of visits
• Geographic location (country/city level)

We collect this information through cookies and similar tracking technologies (see Section 4 below).

1.3 Information from Third Parties

We may receive information about you from third parties such as:

• Business partners who refer you to our services
• Public databases and industry directories
• Social media platforms when you interact with our content
• Professional networking sites like LinkedIn

2. How We Use Your Information

We use the information we collect for the following purposes:

2.1 Service Delivery

• To provide sustainability consulting services you request
• To communicate about projects, deliverables, and timelines
• To conduct materiality assessments, reporting, and other consulting work
• To process payments and manage contracts

2.2 Business Communications

• To respond to your inquiries and requests
• To send you information about our services
• To provide consultation appointments
• To send newsletters, updates, and thought leadership content (with your consent)

2.3 Website and Service Improvement

• To understand how visitors use our website
• To improve our website functionality and user experience
• To develop new services based on client needs
• To conduct research and analysis

2.4 Legal and Security

• To comply with legal obligations and regulatory requirements
• To protect our rights, property, and safety
• To prevent fraud and security breaches
• To enforce our terms and conditions

2.5 Marketing (With Consent)

• To send promotional materials about our services
• To inform you about relevant sustainability trends and regulations
• To invite you to webinars, events, or workshops
• To share case studies and industry insights

You can opt out of marketing communications at any time by clicking the “unsubscribe” link in our emails or contacting us directly.

3. Legal Basis for Processing (GDPR Compliance)

If you are located in the European Economic Area (EEA) or UAE (under UAE Personal Data Protection Law), we process your personal information based on the following legal grounds:

• Consent: You have given clear consent for us to process your personal information for specific purposes
• Contract: Processing is necessary to fulfill our consulting services contract with you
• Legal Obligation: Processing is necessary to comply with applicable laws and regulations
• Legitimate Interests: Processing is necessary for our legitimate business interests (such as improving our services) that do not override your privacy rights

4. Cookies and Tracking Technologies

4.1 What Are Cookies

Cookies are small text files placed on your device when you visit our website. We use cookies and similar technologies to enhance your browsing experience and collect usage information.

4.2 Types of Cookies We Use

Essential Cookies: Necessary for website functionality (cannot be disabled)

• Session management
• Security features
• Load balancing

Analytics Cookies: Help us understand website usage

• Google Analytics (anonymized IP tracking)
• Page view statistics
• User behavior patterns

Functional Cookies: Enhance website experience

• Language preferences
• Form data retention
• User interface preferences

Marketing Cookies (with consent):

• LinkedIn Insight Tag
• Google Ads conversion tracking
• Email marketing tracking

4.3 Managing Cookies

You can control cookies through your browser settings. Note that disabling certain cookies may affect website functionality. To manage cookies:

• Chrome: Settings > Privacy and Security > Cookies
• Firefox: Options > Privacy & Security > Cookies
• Safari: Preferences > Privacy > Cookies
• Edge: Settings > Privacy > Cookies

5. How We Share Your Information

We do not sell your personal information. We may share your information in the following circumstances:

5.1 Service Providers

We may share information with trusted third-party service providers who assist us in:

• Website hosting and maintenance
• Email delivery and marketing platforms
• Payment processing
• Cloud storage and data management
• Analytics and research

These providers are contractually obligated to protect your information and use it only for the purposes we specify.

5.2 Business Partners

With your consent, we may share information with:

• Certification bodies (for ISO, EcoVadis, or other certifications)
• Auditors and assurance providers
• Technology partners supporting sustainability projects
• Professional advisors (lawyers, accountants)

5.3 Legal Requirements

We may disclose your information if required to:

• Comply with legal obligations, court orders, or government requests
• Enforce our terms and conditions
• Protect our rights, property, or safety
• Investigate fraud or security issues
• Comply with UAE Federal Decree-Laws and regulations

5.4 Business Transfers

If Planet First Consultants is involved in a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction. We will notify you of any such change and any choices you may have.

6. Data Security

We implement appropriate technical and organizational measures to protect your personal information:

• Encryption of data in transit (SSL/TLS)
• Secure server infrastructure
• Access controls and authentication
• Regular security assessments
• Employee confidentiality agreements
• Secure data backup procedures

However, no method of transmission over the internet is 100% secure. While we strive to protect your information, we cannot guarantee absolute security.

7. Data Retention

We retain your personal information only as long as necessary for the purposes outlined in this Privacy Policy:

• Active clients: Throughout our business relationship and for 7 years after project completion (for legal and accounting purposes)
• Inquiry contacts: 3 years from last interaction
• Newsletter subscribers: Until you unsubscribe
• Website analytics: 26 months (Google Analytics default)

After these periods, we securely delete or anonymize your information unless longer retention is required by law.

8. Your Privacy Rights

Depending on your location, you may have the following rights:

8.1 Access and Portability

• Request access to your personal information
• Receive a copy of your data in portable format

8.2 Correction

• Request correction of inaccurate or incomplete information

8.3 Deletion

• Request deletion of your personal information (subject to legal obligations)

8.4 Restriction

• Request restriction of processing in certain circumstances

8.5 Objection

• Object to processing based on legitimate interests
• Opt out of marketing communications

8.6 Withdrawal of Consent

• Withdraw consent at any time (without affecting prior processing)

8.7 Complaint

• Lodge a complaint with supervisory authorities (UAE Telecommunications and Digital Government Regulatory Authority or relevant data protection authority)

To exercise these rights, contact us at info@theplanetfirst.org or use the contact details in Section 12.

9. International Data Transfers

Planet First Consultants operates primarily in the UAE and GCC region. However, some of our service providers (such as cloud hosting, email platforms) may be located in other countries, including the United States or European Union.

When we transfer your information internationally, we ensure appropriate safeguards are in place:

• Standard Contractual Clauses (SCCs)
• Data Processing Agreements
• Adequacy decisions by relevant authorities
• Consent where required

10. Children’s Privacy

Our website and services are not directed to individuals under 18 years of age. We do not knowingly collect personal information from children. If you believe we have collected information from a child, please contact us immediately so we can delete it.

11. Third-Party Websites

Our website may contain links to third-party websites (such as industry associations, regulatory bodies, or partner organizations). We are not responsible for the privacy practices of these external sites. We encourage you to review their privacy policies before providing any information.

12. Changes to This Privacy Policy

We may update this Privacy Policy periodically to reflect changes in our practices, technology, legal requirements, or business operations. We will notify you of material changes by:

• Posting the updated policy on our website with a new “Last Updated” date
• Sending email notification to registered users
• Displaying a notice on our website

Your continued use of our website and services after changes constitutes acceptance of the updated Privacy Policy.

13. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:

Planet First Consultants

Email: info@theplanetfirst.org

Website: www.theplanetfirst.org

Location: United Arab Emirates

Data Protection Contact: For privacy-specific inquiries, email us at info@theplanetfirst.org with “Privacy Request” in the subject line.

We aim to respond to all privacy requests within 30 days.

Specific Provisions for UAE Residents

UAE Personal Data Protection Law Compliance

This Privacy Policy complies with UAE Federal Decree-Law No. 45 of 2021 on the Protection of Personal Data. UAE residents have specific rights under this law:

Right to Information: You have the right to know how your data is processed Right to Access: You can request access to your personal data Right to Rectification: You can request correction of inaccurate data Right to Erasure: You can request deletion in certain circumstances Right to Object: You can object to certain processing activities Right to Restrict Processing: You can request temporary restriction of processing Right to Data Portability: You can request your data in structured format

To exercise these rights or file a complaint, contact us using the details above or reach out to the UAE Telecommunications and Digital Government Regulatory Authority (TDRA).

Cross-Border Data Transfers from UAE

We ensure any transfer of personal data outside the UAE complies with applicable laws and includes appropriate safeguards to protect your information.

Specific Provisions for EEA Residents

If you are located in the European Economic Area, you have additional rights under the General Data Protection Regulation (GDPR):

Right to Lodge a Complaint: You have the right to lodge a complaint with your local supervisory authority Automated Decision-Making: We do not use automated decision-making or profiling that significantly affects you Data Protection Officer: For GDPR-related inquiries, contact info@theplanetfirst.org

This Privacy Policy is effective as of the date stated above and governs our collection, use, and disclosure of your personal information.