Policies

Health, Safety, Environment & Quality policy

It is the policy of The Renewables Consulting Group Limited (“RCG”) to provide its clients with services and products that are intrinsically safe, environmentally sound and of a quality and value that meets or surpasses their expectations.

Everyone within the organisation has responsibility for their own health and safety and that of their colleagues, for ensuring the quality of their own work, and for minimising their impact on the environment.

The Board of Directors takes responsibility, so far as is reasonably practicable, to ensure:

  • the health and safety of employees and others who may be affected by our work;
  • that the environmental impacts of the company’s activities are minimised; and
  • that the quality of services and products meets or exceeds our clients’ expectations.

To achieve these aims, RCG operates an integrated management system for matters of health, safety, environment and quality (HSEQ). The system comprises documented procedures and processes designed to identify and manage foreseeable health, safety and environmental risks, while ensuring the delivery of consistently high-quality products and services. These procedures and processes are applied consistently across the organisation and communicated to employees and contractors.

Specifically, RCG:

  • provides a safe and healthy working environment, suitable for all its employees, contractors and visitors;
  • endeavours to always comply with legislation, standards, and codes of practice applicable in the jurisdictions in which it operates;
  • aims to minimise pollution in all its forms, the consumption of raw materials and the size of its carbon footprint;
  • continually monitors and assesses its HSEQ performance;
  • strives to continually improve performance by setting objectives and providing the necessary information to enable active participation in the meeting of these objectives;
  • provides instruction and training to ensure the highest standards to HSEQ performance are achieved; and
  • responds to accidents, near misses, observations, complaints and concerns to ensure lessons are learned.

The company’s management has overall responsibility for the integrated management system and provides the necessary resources to ensure its effective implementation.

Everyone within the organisation is required to co-operate fully in the implementation of this policy and in all measures put in place by the company to achieve this policy.

RCG actively fosters a culture of continual improvement, open dialogue and consultation between Directors, employees, contractors and clients in the pursuit of the highest standards of health, safety, environment and quality of service.

RCG expects that contractors working with, and for, the company are competent and that they accept comparable HSEQ standards.

This policy shall be reviewed annually, and updated as necessary.

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Bribery & Corruption policy

It is the policy of The Renewables Consulting Group Limited (“RCG”) to conduct all business in an honest and ethical manner. We take a zero-tolerance approach to bribery and corruption and we are committed to acting professionally, fairly and with integrity in all our business dealings and relationships.

Any employee who breaches this policy will face disciplinary action, which could result in dismissal for gross misconduct. Any contractor who breaches this policy may have their contract terminated with immediate effect.

This policy applies to all persons working for us or on our behalf in any capacity, including employees at all levels, directors, officers, agency workers, seconded workers, volunteers, interns, agents, contractors, external consultants, third-party representatives and business partners.

A bribe means a financial or other inducement or reward for action which is illegal, unethical, a breach of trust or improper in any way. Bribes can take the form of money, gifts, loans, fees, hospitality, services, discounts, the award of a contract or any other advantage or benefit.

Bribery includes offering, promising, giving, accepting or seeking a bribe.

All forms of bribery are strictly prohibited.

Specifically, our staff and contractors must not:

  • give or offer any payment, gift, hospitality or other benefit in the expectation that a business advantage will be received in return, or to reward any business received;
  • accept any offer from a third party that you know or suspect is made with the expectation that we will provide a business advantage for them or anyone else;
  • give or offer any payment (sometimes called a facilitation payment) to a government official in any country to facilitate or speed up a routine or necessary procedure;
  • threaten or retaliate against another person who has refused to offer or accept a bribe or who has raised concerns about possible bribery or corruption.

Whilst our policy does not prohibit the giving or accepting of reasonable and appropriate hospitality for legitimate purposes, any gift or hospitality will not be appropriate if it could be seen as an inducement or reward for any preferential treatment. Gifts must be given in the firm’s name and the giving of such gifts must be transparent. Staff must declare and keep a written record of all hospitality or gifts given or received.

All accounts, invoices, and other records relating to dealings with third parties including suppliers and clients must be prepared with strict accuracy and completeness. Accounts must not be kept “off-book” to facilitate or conceal improper payments.

RCG actively fosters a culture of continual improvement, open dialogue and consultation between Directors, employees, contractors and clients in the pursuit of the highest standards of business integrity.

RCG expects that contractors working with, and for, the company are competent, professional, and that they accept comparable anti-bribery and anti-corruption standards.

This policy shall be reviewed annually, and updated as necessary.

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Equality & Diversity policy

It is the policy of The Renewables Consulting Group Limited (“RCG”) to promote equality and diversity across all areas of the firm. RCG’s strength is its people. By operating as one team, built on shared principles and a passion to out-perform, we can harness our collective energy to deliver outstanding work. We recognise that everyone is different and has something unique to offer. We respect and understand these differences and to seek to make the most of everyone’s talents.

Equality is about managing differences so that every member of the team has equality of opportunity through a fair and consistent approach to the application of the firm’s rules, policies and procedures.

Diversity is about understanding, recognising, respecting and valuing differences.  We recognise that sometimes this will mean treating people differently. This commitment is relevant to all we do, how we manage ourselves and how we deliver services to our clients.

We aim to meet the following goals:

  • Operate professionally, fairly, and without bias.
  • Promote equality and diversity.
  • Invest in our staff so they can maximise their full potential.
  • Ensure accountability for performance.
  • We are one team, no matter what job we do.
  • We maintain respectful and constructive dialogue.

We will not tolerate discrimination because of a protected characteristic, these are age, race, colour, nationality, ethnic or national origin, sex, gender reassignment, disability, sexual orientation, religion or belief, pregnancy or maternity and civil partnership or marriage.

We will guard against direct and indirect discrimination.

We will not discriminate because of working patterns.

We will not tolerate harassment or bullying on any other grounds.

We will ensure that everyone in RCG is respected and can give of their best, irrespective of who they are or what job they do.

The Board takes overall responsibility for the development of equality and diversity, leads by example and ensures that progress is reviewed and further actions instigated as necessary.

RCG actively fosters a culture of continual improvement, open dialogue and consultation between Directors, employees, contractors and clients. RCG leaders at all levels will demonstrate their commitment to promoting equality and diversity, and take responsibility for progress. All staff have personal responsibilities to treat everyone with respect, consideration and without prejudice and to promote the same levels of behaviour in colleagues.

RCG expects that contractors working with, and for, the company are competent, professional, and that they accept comparable equality and diversity standards.

This policy shall be reviewed annually, and updated as necessary.

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Conflicts of Interest policy

It is the policy of The Renewables Consulting Group Limited (“RCG”) to ensure that our consultants always provide professional, objective and impartial advice, and that at all times we hold the client’s interests as paramount, without any consideration for future work and strictly avoiding conflicts with other assignments.

We operate strict confidentiality arrangements internally to protect client information.

Our consultants are not selected for any assignment that would be in conflict with their prior or current obligations to other clients, or may place them in a position of not being able to carry out the assignment in the best interest of the client.

Our consultants (and sub-consultants) are not to be engaged for any assignment that, by its nature, may be in conflict with another assignment of the consultants unless the potential conflict arising from this situation has been identified and resolved in a manner acceptable to the client throughout the procurement and execution phases of the project.

RCG’s internal processes to avoid and prevent conflict of interest follow World Bank guidelines for best practice. We will always fully disclose any potential or real conflict of interest at the earliest opportunity, and continuously monitor developments in our firm to ensure that subsequent events do not affect our previously stated position. We maintain documented evidence of conformity to the conditions of the firm’s engagements and the conduct of our contractual obligations. RCG always maintains independence from external influences that may affect the ability of the firm to hold the interests of each of our clients as paramount (but always within the requirements of operating ethically).

RCG actively fosters a culture of continual improvement, open dialogue and consultation between Directors, employees, contractors and clients in the pursuit of the highest standards of business integrity.

RCG expects that contractors working with, and for, the company are competent, professional, and that they accept comparable standards for dealing with conflicts of interest.

This policy shall be reviewed annually, and updated as necessary.

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Privacy policy

It is the policy of The Renewables Consulting Group Limited (“RCG”) to operate strict privacy arrangements to serve the interests of those visiting our website and using our services, including online services and digital tools and applications.

Use of information

This Privacy Policy applies to any personal data or information we collect from:

  • our clients;
  • visitors to our website and any associated microsites;
  • complainants and other individuals in relation to data protection or freedom of information complaint or enquiry;
  • people who use our services (for example, those who subscribe to our alerts, articles or request a publication from us);
  • job applicants and our current and former employees; and
  • users of our online databases, online tools, and other digital systems.

For our businesses operating in the United Kingdom, RCG seeks to comply with the Data Protection Act 1998 and subsequent legislation. We follow strict procedures in the storage and disclosure of personal information so as to prevent unauthorised access by third parties.

RCG has offices worldwide. Transfers to other countries will only be carried out when deemed absolutely necessary in the legitimate business interests of RCG and will be protected by suitable safeguards as deemed adequate and appropriate by the Information Commissioners Office and the European Commission.

For our group entities based elsewhere in the world, they comply with the national laws and regulations applicable to them – please note, that while the protections are broadly similar, there may be some instances where the level of protection differs.

RCG may change this policy periodically. You should check from time-to-time to ensure that you are happy with any changes.

Why we collect your information

The information which you may provide to us, along with other information relating to you, will be held by RCG and used for the following purposes, and under specific lawful basis:

  • where processing is necessary for the performance of a contract with you or your employer, or to take steps to enter into a contract;
  • where processing is necessary for compliance with a legal obligation;
  • where it is necessary for the purposes of RCG’s legitimate business interests, except where such interests are overridden by the interests, rights or freedoms of the data subject (the individual whom particular personal data is about);
  • if we process special categories of data, we do so only with the explicit consent of the data subject, unless reliance on consent is prohibited by United Kingdom or other applicable law, or where processing is necessary for carrying out obligations under employment, or a collective agreement; and
  • where none of the above applies, or it is deemed necessary, we shall only process your data with your explicit consent, which has been positively and freely given.

Types of data

We may collect the following information:

  • name, job title, company, and/or information required in order carry out services as per our contract with you (or your employer);
  • financial information (specific to the services being provided);
  • contact information, including email address;
  • demographic information, such as postcode; and
  • other information relevant to our clients and their staff.

Our clients

Our clients’ information, data and intellectual property remains confidential and is only dealt with in the strictest of confidence and security in accordance with RCG’s standard terms and conditions or agreed client terms and conditions, and only for the purpose of performing the services detailed in our contract.

Our clients’ information shall only ever be accessed internally on a “need-to-know” basis by authorised personnel.

We retain personal information only for as long as necessary to manage our contract with our clients and in line with our retention schedule or as required by law. This means that information may be retained for up to seven years. We may retain de-personalised information about organisations for as long as is necessary, but no individuals are identifiable from that data.

The legal basis for processing this data is the performance of a contract between you and us and/or taking steps, at your request, to enter into such a contract.

Use of third parties

As part of our services to our clients, we may use some third-party support or software (for example, email servers and accounting systems). Before contracting with any supplier, we request detailed information on their data protection policies and processes in order to ensure that your data will be suitably protected when processed by them, and where their data is stored.

The legal basis for processing this data is both our legitimate business interests, namely the proper administration of our business, and the performance of a contract between you and us and/or taking steps, at your request, to enter into such a contract.

Visitors to our websites

If you browse, read pages, or download information from our website, we will gather and store certain limited information about your visit. This information collected or stored is used by us only for the purpose of improving the content of our web services and to help us understand how people are using our services.

When someone visits our websites, we use a third-party service (such as Google Analytics) to collect standard internet log information and details of visitor behaviour patterns. This includes your computers’ or digital device’s IP address, the type and version of browser and operating system you use, your internet domain and, if you visited via a link from another website, the URL of the linking page. We do this to perform technical diagnosis of our website’s performance and to analyse data traffic for each page. This information is only processed in a way which does not identify anyone. We do not make any attempt to find out the identities of those visiting our websites. The information generated about your use of the website (including your IP address) will be transmitted to and stored by the third-party service on their servers (and in the case of Google, on servers in the United States). If you do not wish for your data to be processed this way, please do not enter our website.

This information is collected on our behalf by our website service providers. We take steps to ensure that the service providers we use for this have adequate procedures and policies in place to protect any data collected on our behalf.

The legal basis for processing this data is our legitimate business interests, namely monitoring and improving our website and services.

Use of cookies by RCG

Our websites collect data which allows us to recognise you, your preferences and how you use our websites. This information is collected by ‘cookies’ – small strings of data stored in your device’s temporary memory as text files. Some cookies are deleted when you close your browser, but others are persistent and are not automatically deleted. Cookies may store your computer’s IP address, but do not store your email address or other such personal information.

We may use cookies to recognise you and your preferences so that we can tailor the website to match your interests and preferences.

You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website.

For further information, visit www.aboutcookies.org or www.allaboutcookies.com to understand how to remove cookies from your browser or not to accept them. However, in some cases, some of our website features may not function as a result.

People who use our services

We hold the details of the people who have requested our services in order to provide such services. However, we only use these details to provide the service the person has requested and for other closely-related purposes. For example, we might use information about people who have requested a publication to carry out a survey to find out if they are happy with the level of service they received.

Where we do collect personally identifiable information through our websites, we will be transparent about this. We will make it clear when we collect personal information and will explain what we intend to do with it. When people do subscribe to our services, they can cancel their subscription at any time and are given an easy way of doing this.

Alerts and articles

To those who consent and subscribe to our mailing list (including our clients) and/or our online databases and tools, we send out alerts, details of upcoming events, and other useful local updates and information relating to our industry.

We use a third-party provider for alerts and articles. We gather statistics around email opening and clicks using the industry standard technologies including clear gifs to help us monitor and improve our alerts and articles.

We may process the information contained in any enquiry submitted to us regarding our services, and may use that data for the purpose of offering relevant services to you. The legal basis for this processing is consent, and taking steps, at your request, to enter into a contract.

Emails

Any email sent to us, including attachments, may be monitored and used by us for reasons of security and compliance with our internal policies and procedures. Email monitoring or blocking software may also be used. You have a responsibility to ensure that any email you send to us is within the bounds of the law.

If you send us a direct message or email via our website, this information may managed and temporarily stored by a third-party service provider. It will not be shared with any other organisations or third parties.

Social media

We manage our social media interactions via platforms such as Twitter and LinkedIn. If you send us a private or direct message via social media the message may be stored by the social media website as per their privacy policy. It will not be shared with any other organisations.

Users of our online databases and systems

On registering to access our online databases and tools, you will be required consent to our terms of use and privacy terms. We may process your account data, including your name, email address, company name (if any), job title (if any), and telephone number. This information will not be disclosed to any third party accept in order to manage, maintain or update the system.

Depending on the level of access to our online databases and tools, we may process information relating to transactions, including the purchase of subscription services that you enter into with us. The transaction data may include your contact details, your card/bank account details and the transaction details. The transaction data may be processed for the purpose of supplying the purchased services and keeping proper records of those transactions. The legal basis for processing is the performance of a contract between you and us and/or taking steps, at your request, to enter into such a contract, and our legitimate interests, namely, our interests in the proper administration of our website, database and business.

All financial transactions relating to our services are handled internally by our accounts team. The data is only processed to the extent necessary for the purposes of processing your payments, refunding such payments and dealing with queries relating to such payments.

Other websites

Our website contains links to other websites. This Privacy Policy only applies to this website and the RCG group of companies. RCG is not responsible for the privacy practices or the content of third-party websites linked to our website. When you link to another website, you should read and accept all their own applicable privacy policies before proceeding.

Job applicants, current and former RCG employees

When individuals apply to work at RCG or one of our subsidiaries or affiliate companies, we will only use the information they supply to us to process their application and to monitor recruitment statistics. Where we want to disclose information to a third party, for example where we want to take up a reference or obtain further disclosure (such as from the Criminal Records Bureau), we will not do so without informing the individual first, unless the disclosure is required by law.

Information about unsuccessful candidates will be held for a maximum of 12 months following completion of the recruitment process; it will then be destroyed or deleted. We retain de-personalised statistical information about applicants to help inform our recruitment activities, but no individuals are identifiable from that data.

On employing an individual, a file will be compiled relating to their employment with RCG. This information will be kept secure and only used for purposes directly relevant to that person’s employment, and only accessible to those with the correct and appropriate level of authority within RCG.

Information for our current and former employees will be stored securely and kept in accordance with our retention policy.

Security and performance

We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect online and in completing our services to our clients.

We may process any personal data identified in this Policy where it is deemed necessary for the purposes of maintaining insurance coverage, managing risks, obtaining professional advice, or establishing, exercising or defending legal claims, we do this for the proper protection of our business. We may also process such data where processing is required in order to comply with a legal obligation in order to protect your or another person’s vital interests.

Access to your information and correction

RCG tries to be as open as it can be in terms of giving people access to their personal information. Individuals can find out if we hold any personal information by making a ‘subject access request’ under the Data Protection Act 1998 and subsequent legislation. If we do hold information about you, we will:

  • give you a description of it;
  • tell you why we are holding it;
  • tell you who it could be disclosed to; and
  • let you have a copy of the information in an intelligible form.

To make a request to the RCG for any personal information we may hold you need to put the request in writing addressing it to our Data Protection Officer at our registered office or emailing it to the address provided below.

If you agree, we will try to deal with your request informally, for example by providing you with the specific information you need over the telephone.

You have specific rights under data protection legislation; these are:

  • the right to be informed;
  • the right of access;
  • the right to rectification;
  • the right to erase;
  • the right to restrict processing;
  • the right to data portability;
  • the right to object; and
  • rights in relation to automated decision making and profiling.

If for any reason we are unable to disclose your personal information, we will set out such reasons for any refusal. We may request that you provide further information and identification to enable us to comply with your request.

We will not sell, distribute or lease your personal information to third parties unless we have your permission or are required by law to do so.

You may request details of personal information which we hold about you under the Data Protection Act 1998. If you believe that any information we are holding on you is incorrect or incomplete, please write to or email us as soon as possible, at the address below. We will promptly correct any information found to be incorrect.

Complaints

RCG tries to meet the highest standards when collecting and using personal information. For this reason, we take any complaints we receive about this matter very seriously. We encourage people to bring it to our attention if they think that our collection or use of information is unfair, misleading or inappropriate. We would also welcome any suggestions for improving our procedures.

This privacy policy was drafted with brevity and clarity in mind. It does not provide exhaustive detail of all aspects of RCG’s collection and use of personal information. However, we are happy to provide any additional information or explanation needed. Any requests for this should be sent to the address below.

When we receive a complaint from a person we make up a file containing the details of the complaint. This normally contains the identity of the complainant and any other individuals involved in the complaint.

We will only use the personal information we collect to process the complaint and to check on the level of service we provide. We do compile and publish statistics showing information like the number of complaints we receive, but not in a form which identifies anyone.

We usually have to disclose the complainant’s identity to whoever the complaint is about. This is inevitable where, for example, the accuracy of a person’s record is in dispute. If a complainant doesn’t want information identifying them to be disclosed, we will try to respect that. However, it may not be possible to handle a complaint on an anonymous basis.

We will keep personal information contained in complaint files in line with our retention policy. This means that information relating to a complaint will be retained for two years from closure. It will be retained in a secure environment and access to it will be restricted according to the ‘need to know’ principle.

Similarly, where enquiries are submitted to us we will only use the information supplied to us to deal with the enquiry and any subsequent issues and to check on the level of service we provide.

Contact information

If you have any concerns about how we use your personal information, questions about this policy, or wish to request access or changes to your information, please contact our Data Protection Officer at the following address:

By post: Data Protection Officer
2 The Old Carthouses, Broadlands Park, Romsey, Hampshire, SO51 9LQ, United Kingdom
Email: info@thinkrcg.com (please include “Data Protection” in the subject line of the email).

Further information

You can find detailed information about your rights under UK Data Protection legislation on the UK Information Commissioner’s website: http://www.ico.gov.uk

For the avoidance of doubt, this policy covers all of The Renewables Consulting Group, including its subsidiaries and affiliates worldwide.

This policy shall be reviewed annually and updated as necessary. We reserve the right to modify or otherwise update this policy and any changes will be posted on our website.

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