Ecologi Zero Terms and Conditions

Ecologi is a trading name of Ecologi Action Ltd (“we”, “us”, or “our”, “Ecologi”).

Ecologi refers to our website (ecologi.com), including its subdomains and any other website and applications for mobile or tablet through which we make our Services available (including any Application Program Interfaces (API).

Whenever we say “us” we mean Ecologi and whenever we say “you” then we’re referring to a “user” or “customer” or “business” making use of our services.

Ecologi is owned and operated by Ecologi Action Ltd, a privately owned company incorporated in England & Wales (company number 11911630) whose registered office is at 483 Green Lanes, London, N13 4BS.

Questions, comments and complaints regarding our Ecologi Zero Terms and Conditions, are welcomed and should be emailed to us at hq@ecologi.com

Ecologi Zero (referred to as “Service” or “the Service”) is what we call the greenhouse gas (GHG) calculation service we provide to organisations which calculates an organisation’s “carbon footprint” (the sum GHG emissions associated with the organisation’s business activities and operations) and displays the associated information.
The Service uses up-to-date GHG emission factors to calculate your carbon footprint and you can find details on the methodology and datasets on our website.

When you access the Service, you must have authority within your company in order to do so. We provide the Service on the basis that you have such authority.

Personal information

• Email address
• IP address

Registration information
To use Ecologi Zero, you must first create or have a business account with Ecologi and you will be subject to the standard Ecologi Terms and Conditions for that account . We can refuse the creation of your account, or access to our Services, for any legitimate reason.

To create your business account, you must give us correct information and inform us of any changes to this information. You’ll also need to create a password to finalise your account and you must keep your password safe and confidential, as you’re responsible for anything that happens with your account using this password. Let us know immediately if your password is lost or stolen. If you believe your password has been stolen we recommend changing it as soon as possible. You will use the same login details for Ecologi Zero and your business account; please ensure that you have the necessary permissions and authority from your business to use the Service.

Both the Ecologi Terms and Conditions and the Ecologi Zero Terms and Conditions are incorporated in any additional contract with us.

We will require the following information to create a business account with Ecologi;

• First name
• Last name
• Email address
• Location
• Number of employees
• Company revenue

In addition, we will need following information to use Ecologi Zero;

• Business name
• Industry sector

The Service requires you to actively submit information about your organisation. We only collect such information when you have consented to supply it to us during registration to the Service. This includes any additional information you provide when you register to use our Service.

Your organisation’s expenditure
In order to calculate the emissions from your supply chain (also referred to as Scope 3 or Value Chain emissions), the Service integrates with your accounting software (e.g. Xero) to create a limited copy (see Excluded Transactions below) of your business expenditure. To enable this process, you will be directed from the Service to a secure website (controlled and operated by your accounting software provider) to enter your credentials and authorise Ecologi Zero to access this data.

We never have access to, or store, your accounting software credentials. We are provided with a secure access token by your accounting software provider, which can be used to retrieve your data.

We only have authorisation to read data from your accounting software and not to create, modify or delete records. We ask you for a start date from which to import your business expenditure from and do not import any transactions that occurred prior to this date. We only use your business transaction data for the purposes of calculating your carbon emissions.

What is automatically imported
For each transaction item imported from your accounting software provider, we process and store only the following information (when it is available) being ‘Spend Money’ and ‘Invoices’ (Direct Costs, Fixed, Overheads):

Transactions

• Contact identifier (the supplier or payee)
• Contact name (the supplier or payee)
• Contact email address (the supplier’s email address, if present)
• Date of transaction (or paid date for an invoice)
• Last modified date
• Transaction or Invoice type
• Xero transaction identifier
• Currency code
• Currency rate
• Subtotal
• Total tax
• Total
• Last modified date

Line Items

• Xero line item identifier
• Description of the line item
• Quantity
• Unit Amount
• Line Amount
• Account Code

We need to process certain information to accurately provide you with your organisation’s carbon footprint. If your accounting software refers to an individual’s name for a specific transaction, (for example, payment of a subcontractor may use an individual’s name for reference as this is also the company name) , then this may not be able to be excluded as it informs us of your carbon footprint. To properly protect this data, we recommend you anonymise or remove the Individuals full name from transactions of this nature. To do this, access your accounting software and amend the transaction.

Exclude Transactions

We ask you to provide us with the Account Codes that you use with your accounting software to identify transactions that are not relevant for the purposes of calculating your organisation’s carbon footprint, including:

• Salary, wages and payroll
• Taxes and VAT
• Director payments and loans
• Bonus payments
• Commission payments

We store these Excluded Account Codes for the purposes of filtering out any transactions associated with these codes so we can prevent them from being processed. The limited data set is downloaded into a temporary file and then all data related to the Excluded Account Codes is discarded and only the remaining data is processed and stored.

Your Organisation’s operations & activities

We ask you to provide us with details of your business operations and employee activities in order to make your organisation’s carbon footprint more accurate. We only collect such information when you choose to supply it to us. This includes:

• Electricity usage at facilities from your utilities bill or smart meter
• Energy used for heating and cooling at facilities from your utilities bill or smart meter
• Company vehicle distance covered or consumed fuel
• Non-company vehicle distance covered or consumed fuel

Ecologi Zero uses information about your organisation’s expenditure and its activity in order to calculate a carbon footprint for your business.

We will use information you give us:

• To carry out our obligations arising from any contracts entered into between you and us and to provide you with the information and services that you request from us.

In addition, we may use information provided by you for the following purposes:

• For internal operations, including troubleshooting, data analysis, testing, research, statistical and survey purposes.
• To improve our site to ensure that content is presented in the most effective manner for you and for your computer.
• To allow you to participate in interactive features of our service, when you choose to do so.
• As part of our efforts to keep our site safe and secure.
• To make suggestions and recommendations to you about Ecologi products or services that may interest you.
• To resolve any problems that you report to us (troubleshooting).

No information you provide to us is publicly available unless you decide to share this information.

All information you provide to us is stored on secure servers hosted within Amazon Web Services (AWS) in Ireland, and is encrypted in transit and in storage on our servers. Where we have given you (or where you have chosen) a password which enables you to access certain parts of our site, you are responsible for keeping this password confidential. We ask you not to share your password with anyone.

Access to your data

Access to your data is strictly controlled, and only authorised Ecologi employees are able to access your data to perform specific duties (listed above), including customer and technical support.

Your rights

Revoke access to your accounting software
You can revoke Ecologi Zero’s access at any time by logging onto your accounting software, reviewing your connected apps and disconnecting Ecologi Zero. This will prevent any new transactions from being imported to Ecologi Zero.

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.

To request erasure of your personal data please email hq@ecologi.com or contact customer services through our online support tool.

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.

Request erasure of your organisation’s data
This enables you to ask us to delete or remove your organisation’s 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 organisation’s 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 organisation’s data to comply with local law.

To request erasure of your organisation’s data please email hq@ecologi.com or contact customer services through our online support tool. 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.

You can withdraw consent at any time by contacting hq@ecologi.com or contact customer services through our online support tool; if you withdraw your consent, we may not be able to provide the Service to you where we are relying on consent to process your organisation’s data. We will advise you if this is the case at the time you withdraw your consent. This will not affect the lawfulness of any processing carried out before you withdraw your consent.

Closing your Ecologi Zero account

You can terminate your Ecologi Zero account and stop using the Service at any time. If you wish to close your account you can do this either via the website by clicking on the ‘Request account deletion’ button found under ‘Profile and Settings’ in the ‘Ecologi Zero’ Menu, or, by emailing us at hq@ecologi.com. This action will not affect your original Ecologi account that you used to create your Ecologi Zero account. Your original Ecologi account will remain active until you request otherwise.

Upon request from you we will deactivate your Ecologi Zero account and render your organisation’s information unusable as soon as reasonably possible, in accordance with applicable law. We retain some personal and organisation information from closed accounts in order to comply with the law, prevent fraud, collect any fees owed, resolve disputes, troubleshoot problems, assist with any relevant investigations, enforce our Terms and Conditions, and take other actions otherwise permitted by law.

By using our Services, you agree to our Privacy Policy, which is incorporated into and forms part of these Terms and Conditions.