Last Updated: 24 August 2023
Thank you for visiting the Wood Mackenzie Enterprise Risk Management and Compliance Helpline.
Wood Mackenzie is committed to maintaining an ethical work environment and encouraging you to speak up through a dedicated helpline. Wood Mackenzie respects your concerns about data privacy.
This Privacy Notice (“Notice”) describes how Wood Mackenzie collects and uses personal data submitted under Enterprise Risk Management and Compliance Helpline (“Helpline”, ‘Speak Up Report”). This notice applies to personal data that we collect for the purposes of administering the speak up program and investigating / responding to reports.
We will update this Notice from time to time. When we make changes, we will publish the updated Notice on the WoodMackenzie.com and Helpline website. If we make any significant changes, we will (subject to applicable law, choice of anonymity), inform you of this.
Introduction – Who are We?
Wood Mackenzie is a global insight business for renewables, energy and natural resources. To learn more about Wood Mackenzie, see ‘About us’
For the purposes of this notice, ‘Wood Mackenzie’ (“we”, “us”, "our") refers to the subsidiaries and affiliates, of Wood Mackenzie. For more details of our locations view, Our Locations | Global energy research | Wood Mackenzie
Wood Mackenzie is the data controller of personal data processed via the Helpline and relating to Speak Up Reports.
What data do we collect and where do we collect the data from?
Wood Mackenzie will collect, use and store your personal data based on the type of report and information that you chose to share as part of your Speak Up Report submission, and as you communicate with us relating to the report.
The table below sets out the types of data and where we collect personal data from depending upon the type of report that you submit.
Type of data
Source of data
Speak up report – contact information included
Name, email address, phone number, nature of relationship to Us
You, when you complete and submit the Speak Up Report
Speak up report – anonymous report towards the organisation
Subject to applicable law, should you choose to remain anonymous towards the organisation, then Wood Mackenzie will not collect/ process your personal data.
Convercent will process your name, email address, phone number.
You, when you complete and submit the Speak Up Report
Speak up report – remain completely anonymous
Subject to applicable law, then Wood Mackenzie and Convercent will not collect/process your personal data.
Not applicable. Note that in locations where the ‘Text Us’ intake mechanism is possible, Wood Mackenzie will not receive your phone number.
As part of the reporting process, we will ask you to describe the issue and involved parties (if known), location and date of the issue.
- We may also collect data about the allegation from:
We may also contact you to inquire as to whether you have experienced retaliation. If you respond, will collect your response (yes/no/help me decide), and any comments that you choose to share with us.
How do we use Data?
Wood Mackenzie will use your data for the purposes of investigating and responding to your report, and taking remedial action where applicable.
What we use data for
Our reasons / lawful basis
Investigating and responding to reports including with regards to retaliation
Managing our business
To communicate with you where you have chosen (subject to applicable law) not to remain anonymous
To comply with legal and regulatory obligations
Subject to applicable law, if you choose not to provide personal data requested by us, we will still take your report seriously, and investigate your report, however, the information may help us better investigate the concerns.
Under some circumstances, we may anonymise personal data so that it can no longer be associated with you. We reserve the right to use such anonymous and de-identified data for any legitimate business purpose (for example, statistical analysis) without further notice to you, or your consent.
Special categories of data?
Information We Share
Wood Mackenzie uses Convercent by OneTrust (a third-party service provider located in the UK) who provides the IT software report channel, and who will securely process personal data on behalf of Wood Mackenzie.
In instances where (subject to applicable law), you have chosen to remain anonymous towards Wood Mackenzie, we may ask Convercent to contact you to help us gather additional information about the report.
To the extent that it is necessary for the processing purpose, Wood Mackenzie may also share personal data with:
We may also disclose your identity when required to comply with a valid legal process such as a Court or Administrative Order, or Subpoena. Where possible and subject to applicable law, we will notify you of our intention to disclose identification to other parties.
We recognise that the information you provide may be confidential. Wood Mackenzie does not sell, rent, or otherwise make available, personal data to any third-party except as described in this notice. Wood Mackenzie will maintain confidentiality and protect your personal data in accordance with applicable laws and this Notice, including the section titled ‘information we share’.
Confidentiality / Anonymity – Understanding the difference
We would like to help you feel comfortable making a report to us. Here we explain the difference between confidentiality and anonymity to help you make an informed decision around how you wish to file your report.
Wood Mackenzie will not tolerate any retaliation against an individual for raising a concern in good faith, making a report or assisting in an investigation.
We will contact you to check in, to understand whether you have experienced retaliation.
Wood Mackezie only uses one session-length cookie on the Hotline website. You can view information about cookies by clicking the cookie settlings (cookie icon) at the bottom of the Helpline website .
This cookie is used to ensure that the data entered is held for the process. Once the report is submitted and the browser is closed, the cookie deletes, and no cookie data is stored or transferred.
Without the use of this necessary cookie, the hotline would not be able to function.
We may transfer the personal data that we collect about you to recipients in countries other than the country in which the personal data originally was collected, as outlined under ‘Information we share’. Those countries may not have the same data protection laws as the country in which you initially provided the personal data. When we transfer your personal data to recipients in other countries (such as the U.S.), we will protect that personal data as described in this Notice.
If you are located in the UK, European Economic Area (“EEA”) or Switzerland, we will comply with applicable legal requirements providing adequate protection for the transfer of personal data to recipients in countries outside of the UK, EEA and Switzerland. In all such cases, we will only transfer your personal data if:
You may request a copy of the safeguards that we have put in place in respect of transfers of personal data by contacting us as described in the ‘How To Contact Us’ section below.
Protection of your data
We maintain appropriate technical and organizational measures designed to protect your personal data against loss or accidental, unlawful or unauthorized, alteration, access, disclosure or use.
How Long we Keep Information / Data Retention
We process personal data for as long as necessary to respond to the report, and for as long as needed for the establishment, exercise, or defence of legal claims. We will then delete the data unless we are legally required to retain it or if we need to retain it in order to comply with our legal obligations.
Your Rights and Choices
Please note that your rights described may be subject to certain limitations. Wood Mackenzie may not be required to fulfil all requests in all circumstances. For example, we may not be able to delete all data as we may have a legal requirement to retain such data, or to retain such data in an identifiable form.
Wood Mackenzie does not make decisions relating to hotline reports/investigations/ based solely on automated data processing.
If you are located in the UK. European Economic Area (“EEA”), or Switzerland, you may have the following rights in relation to personal data that we hold about you:
You may contact us by e-mail or as described in the “How to Contact Us” section below to exercise your rights described above.
You also have the right to lodge a complaint with the data protection supervisory authority in your country. You can find the contact information of the data protection supervisory authority in your country here.
If you are located in Brazil, you have the following rights in relation to personal data that we hold about you:
You have the right to lodge a complaint with the Data Protection Authority regarding the processing of your personal data; ANPD — Autoridade Nacional de Proteção de Dados (www.gov.br)
How to Contact Us
By e-mail: Privacy@woodmac.com
Certain Wood Mackenzie affiliates and subsidiaries have a Data Protection Officer. If your personal data was provided to or collected by Vesseltracker, contact with Vesseltracker’s Data Protection Officer can be initiated via firstname.lastname@example.org.
How to Complain
If you have any concerns about the use of your personal information, you can make a complaint to us at email@example.com
Information Commissioner’s Office
ICO website: https://www.ico.org.uk
By Email: Privacy@woodmac.com
FAO: Data Privacy
Av. Alm. Barroso, 52 – Centro
Rio de Janeiro - RJ