GDPR COMPLIANCE NOTIFICATION
Dear Network Member/Colleague/Learner
We wrote you a short while ago and outlined our intentions regarding the change in the law this coming May for the General data Protection regulations (GDPR).
In order for us to continue to send you communications and for you to receive newsletters and other mailings from us, we now need to ask you to take note of our updated policy and procedure and opt in:
Opt in. If you don’t opt in to our mailings, GDPR means we will stop sending you communications after 1st May 2018.
The aim of this policy is to provide you with information about the following:
What information we collect from you and why;
How we use this information; and
How you can access and manage your information.
We are committed to protecting and preserving your information, being transparent about what data we hold and how we use it.
This policy applies to anyone who buys or uses any of the services provided by Social Business Alliance CIC (SBA).
We collect information about you when you buy or use any of our services or from other organisations we use to provide services to you, for example, if you book on a training course, register for a qualification with our IOEE Enterprise Academy or receive emailed newsletters from us as a result of an event or activity we have organised.
INFORMATION WE COLLECT
1. Information you give us
When you agree to receive or pay for any of our services we will need certain information to process this. This may be information such as your name, private/business email or postal address, telephone or mobile number, financial or credit card information to help us identify you and to provide a service to you. We may ask for other information that relates to the service you are using or ordering.
If you complete any survey we may ask for information about you, which we will make clear to you at the time and for the purpose we will be using this information.
We will always make sure we ask you to opt in. Unless you opt in we will not continue to provide or send any information or mailings to you.
2. Information we automatically collect
We will automatically collect information when you:
register to attend an event or training activity, including signing in on a register we keep after an event to use to mail out information to you
register for a qualification
assign us through an order or contract a service to provide for you or your clients or members
3. Information we receive from other sources
We may receive personal information about you from third parties, such as companies contracted by us to provide services to you.
HOW WE USE INFORMATION
The information we collect helps us to better understand what you need from us and to improve the provision of our services to you.
We use the information collected for example to:
verify your identity and correct details when you use our services or contact us
process your enquiry, orders or applications, for example, when assessing an application
monitor, record, store and use any telephone, e-mail or other electronic communications with you so that we can check any instructions given to us and to improve the quality of our customer service, and in order to meet any legal obligations
where you have agreed, provide you with information about other activities, events or services, offers or products which you may be interested in
tell you about changes to our services, prices or terms and conditions
carry out any marketing analysis, profiling or create statistical or testing information to help us improve the services we offer you
recover any monies you may owe to us for using our services
analyse our services with the aim of improving them
We may carry out due diligence on potential suppliers in line with our ethics policy.
You are in control of your data and if you don’t want us to contact you please let us know by phone, post or email using the details at the end of this document.
We will only share your information with organisations outside SBA:
involved in the running or managing of a qualification you have registered for, or an event or activity we organise that you attend
as part of any legal proceedings
in response to properly made requests from law enforcement agencies for the prevention and detection of a crime, for the purpose of safeguarding or when the law requires us to
Where we share your information with third parties who help us provide services, they have their own information sharing policies and they must comply with the requirements of the GDPR 2018 or any other relevant legislation to protect your information and keep it secure.
HOW LONG DO WE HOLD YOUR INFORMATION
The time period for which we keep information varies according to what the information is used for. Unless there is a specific legal requirement for us to keep information, we will keep your information for as long as it is relevant and useful for the purpose for which it was collected (and which you agreed to), at which point it will then be deleted completely. We have an Excellent Information Handling Policy which covers discard dates and these will be adhered to in all circumstances.
We will continue to hold information about you if you do not become our customer when your application for an event, qualification or activity (including training courses) is declined. We will only hold such information for such periods as is necessary for the purpose of dealing with enquiries and complying with any legal obligation.
ACCESSING YOUR INFORMATION
Data protection legislation entitles you find out what information we hold about you. If you want to find out what information we hold you, will need to submit a request in writing to:
Social Business Alliance
16 The Square
Tel. 07739 985546
If any of your information is incorrect or your personal details have changed you can notify us in writing and we will update your details.
Where you have agreed to us contacting you either when you joined our mailing lists, our network, or registered for training or qualifications, we will contact you with details of products, services and events that we believe you may be interested in. If you change your mind and do not want to us to send you marketing communications you can do this in a number of ways:
writing to us at the address above
calling us on the phone number above
If you notify us in these ways we will stop sending you marketing communications that you don’t want, but we may still need to send you service related messages including changes to services or terms and conditions.
PROTECTING YOUR INFORMATION & YOUR RIGHTS
We take protecting your data seriously and will do our utmost to employ appropriate organisational and technical security measures to protect your information against unauthorised disclosure or processing.
If you wish to raise a complaint on how we have handled your personal data, there are a number of ways to contact us:
• Call us. The line is open Monday to Friday from 8:30am to 5:00pm. Outside of these hours you can leave us a message and a contact name and number and we will return your call the next working day.
• Email us at: firstname.lastname@example.org
• Write to us at the address above.
This policy will be reviewed and may change from time to time.