Privacy Notice



Privacy Notice

Introduction

The Bournemouth Chamber of Trade and Commerce Ltd (BCTC) is committed to respecting our members privacy and protecting their personal information from misuse or unauthorised disclosure and complying with privacy laws.

The BCTC values its reputation and aims to maintain high ethical standards in the conduct of our business affairs.

This privacy policy explains how we use any personal information we collect about you when you use our website and become a member of The Bournemouth Chamber of Trade and Commerce.

Business Summary

The Bournemouth Chamber of Trade and Commerce Ltd is a not for profit membership organisation supporting businesses in Bournemouth.

We offer an annual membership to local businesses which provides them with access to the following:

– regular networking events

– a dedicated member to member area on our website

– access to local government contacts and our monthly LGA meeting

– Annual social events

– Training workshops

– A local business news feed via our website

– Our social media feeds for marketing their own businesses

– A quarterly BCTC newsletter.

We process personal (in the capacity of your business) information to enable us to provide our membership product offer and ensure that our members are kept up to date with the latest business news and BCTC and member events. Your contact details (email or phone numbers) are not shared by us with other BCTC members. Your business details are uploaded to our members directory via your member profile in the members area (only available to other BCTC members with login) and only information that you wish to be shown in the members directory is available.

Organisation Size

The Bournemouth Chamber of Trade and Commerce Ltd is managed and run by a Board of volunteer Directors referred to as the Executive Board. The number of Directors on the Board varies on a yearly basis and all Directors are voted onto the Board at the annual AGM, the latest of which was held on the 22nd March 2018. The maximum number of Directors on the Board is 20.

The BCTC does not employ any staff. Daily operations are maintained via two Freelance PA’s: Louise Berkhauer and Eloise Howes. Both contracted PA’s are committed to secure data handling processes and all data which they hold is stored within trusted, secure cloud storage. Both have their own data breach policies and procedures which sit in line with the BCTC’s requirements should the unlikely event of a data breach occur.

The BCTC is located in Bournemouth, Dorset, UK and does not have its own office location. Our registered office is detailed below and is the office of our accountant, Taylorcocks. All Directors are voluntary so work within their own businesses at their own business locations. All Directors are fully aware of GDPR requirements and process member data as supplied by you for the purpose of event organisation and invitation. Directors do not share member data.

Organisation Contact Details

Email Address: execofficer@bournemouthchamber.org.uk
Telephone Number: 01202 372437
Postal Address: 26-32 Oxford Road, Bournemouth, Dorset, BH8 8EZ

Company Representative Details: Roger Smith
email Address: President@bournemouthchamber.org.uk
Telephone Number: 01202 374237
Position: President
Postal Address: 26-32 Oxford Road, Bournemouth, Dorset, BH8 8EZ

Data We Collect – Online Services

This Privacy Policy relates to our use of any personal information we collect from you via the following online services:

Our website: http://www.bournemouthchamber.org.uk
Our social media accounts:

– Facebook – https://www.facebook.com/BournemouthChamberofTrade/

– Twitter – https://twitter.com/bmthchamber

– LinkedIn – https://www.linkedin.com/company/bournemouth-chamber-of-trade-&-commerce/

– Google+ – https://plus.google.com/u/1/b/108952827786428904902/108952827786428904902

Our Email addresses: execofficer@bournemouthchamber.org.uk, website@bournemouthchamber.org.uk, president@bournemouthchamber.org.uk, events@bournemouthchamber.org.uk, info@bournemouthchamber.org.uk, treasurer@bournemouthchamber.org.uk

Member data is collected upon joining the Bournemouth Chamber of Trade and Commerce Ltd via our website joining page. We may also collect data via our social media platforms listed above. Payment information is collected when paying for membership but is not stored on our website. We use secure online payment software (PayPal and Stripe) both of which are compliant with GDPR regulation. More information regarding your data stored by these organisations is available via the organisation website –

– PayPal – https://www.paypal.com/uk/webapps/mpp/ua/privacy-full

– Stripe – https://stripe.com/gb/privacy

As a member you are entitled to know where your data is held, what data we hold about you and what we do with your data.

As above, all our data is held on secure cloud storage platforms which include Microsoft OneDrive, WooCommerce, Stripe, PayPal, Mailchimp and Eventbrite. Our accountants (Taylorcocks Ltd) use Xero accounting software to manage our income and expenses. Taylorcocks have their own data management process and Xero is a secure, trusted, online accounts management software. Taylorcocks do not store any detailed data about our members/non-members, only company names for the business that has made a payment into our bank account to allow reconciliation of payments. This is the payment refence given by the payee upon making payment.

Each of the above third-party software suppliers are trusted global suppliers and have their own data control procedures. The website for each provider can be found below for further detail on how they use the data they store. We are confident that our suppliers are GDPR compliant and do not use your data other than for the purpose it is intended for by using their software.

– Microsoft OneDrive: https://privacy.microsoft.com/en-gb/privacystatement

– WooCommerce: https://woocommerce.com/privacy-policy/

– Stripe: https://stripe.com/gb/privacy

– PayPal: https://www.paypal.com/en/webapps/mpp/ua/privacy-full

– Mailchimp: https://mailchimp.com/legal/privacy/

– Eventbrite: https://www.eventbrite.co.uk/support/articles/en_US/Troubleshooting/eventbrite-privacy-policy?lg=en_GB

All the data we hold on you will have been supplied to us by you either via signing up to become a member of the Chamber or via supplying us with your business card at a networking or business event or meeting where we will have asked for your consent for us to contact you with our latest news and event invites. You are entitled to withdraw your consent at any time by emailing website@bournemouthchamber.org.uk or execofficer@bournemouthchamber.org.uk.

What data do we collect?

For the purposes of joining the BCTC, we collect the following data from you via our member joining page:

– Contact name

– Business name

– Contact email address

– Business address

– Contact phone number

– Membership fee paid/owing

For the purposes of subscribing to our email list to receive BCTC news and invitations to our events:

– Contact name

– Business name

– Contact email address

We do not store payment or financial information on any of our platforms except those that are explicitly designed for this use. Payments for membership are processed via Stripe which is a secure online payment system. Payments for event tickets are processed via Eventbrite or PayPal both of which are also secure, trusted, online payment processing systems and software.

We offer a number of payment options to our members (BACS bank transfer, cheque, PayPal and Stripe) therefore if online payment is a method you would rather not utilise you are welcome to pay using BACS transfer or cheque. Please contact execofficer@bournemouthchamber.org.uk for more information on payment options.

When, Why and How we gain Consent (Legal Basis)

We will not collect any information about you without your explicit consent.
We will ask your consent every time we need to collect personal information about you.
We will explain in clear simple terms why we want to collect your information and what we will do with it before seeking your consent, so you are fully informed and you will be given a clear and unambiguous option to opt in to any communications or services we might want to offer you.

Why we Collect Personal Data

We collect information about you to process your order and manage your account.
We also use it to ensure that you get the greatest benefit of your membership by sending you email communications that support you in your business such as the latest Chamber and local news, relevant members offers and invitations to relevant events.

We also use it for business, regulatory and legal purposes, such as dealing with any requests you make or content you submit, getting in touch if we need to tell you about something, like a change to our policies or any issues with our service.

The BCTC is committed to keeping your data private. We do not share or sell your data to third parties. Your data is only stored and used for the purposes of managing your membership with the BCTC or for informing you about our latest news, upcoming events and important information that is of value to your business. As above, you can change your preferences with how we contact you and what with at any time.

Who Processes the Data We Collect (Who are the recipients of your data)

We will store and process your data following industry best practice and security.

We will take all reasonable steps to ensure that there are appropriate arrangements in place that includes provisions covering the appropriate secure transfer, handling and processing of the personal information by those entities and third parties. Most of that processing takes place at the locations of our contractual PA’s in Bournemouth in the UK. All data processed by our contracted third parties is securely stored in trusted cloud based storage or on secure server.

Where processing takes place by one of our trusted data processors, we ensure that our contracts with those 3rd parties contain the appropriate GDPR model clauses and that all our 3rd parties are also compliant with the GDPR, this affords your data the same protection away from our organisation, as it does within it.

Who has access to your data

The following persons have access to your business data to process your membership with the Chamber:

– Ellie Howes – Get Ahead Virtually – Freelance PA – contractor

– Louise Berkhauer – Freelance PA – Contractor

– Samuel Adams – Rubix Digital – website developer – contractor

– Mark Gracey – Flavourfy Digital – website security and consultant – contractor

The following persons have access to your business name, contact name, email address and phone number upon request made to either Ellie Howes or Louise Berkhauer:

– The Executive Board – see website listing for Board Members

Information provided by Ellie Howes or Louise Berkhauer is only permitted to be used for Chamber activity including event invitation/notice, relevant business opportunities such as sponsorship and event speaking opportunities. Contact will never be made with you outside of a context that may benefit your business activity.

The data we collect through our online services may be processed by one or more of the following:

– Accounting Software – Xero, Stripe, PayPal

– Online Cloud Storage – Dropbox, GoogleDrive, Adobe, Mailchimp, WordPress, WooCommerce, Office 365 including Outlook, and Smartsheet

– Social Media Platforms – Facebook, Twitter, LinkedIn,Hoostsuite

Cloud Computing Policy

The BCTC is operated by a voluntary Board of Directors and four external contractors:

– Ellie Howes, Get Ahead Virtually – www.getaheadvirtually.co.uk – Communications Officer – website management, membership subscription management, social media marketing

– Louise Berkhauer Freelance PA – www.louiseberkhauer.com – Executive Officer – Chamber operations and daily administration

– Mark Gracey Flavourfy – flavourfydigital.co.uk – website security

– Samuel Adams – Rubix Digital – www.rubixmarketing.uk

All Board Directors have been GDPR trained and are adhere to BCTC data and privacy policy.

All external contractors are GDPR compliant and follow their own data privacy and security policies to protect the BCTC data they have access to and process.

All Directors have access to the secure Microsoft OneDrive cloud storage where member and non-member business information data can be stored in the form of contact names, business names and email addresses. There is no business address data stored in this area. This information is primarily used for marketing purposes and invitations to business events and providing latest news to marketing subscribers.

External contractors have access to full contact and business data held in WooCommerce within our website. This data held here is needed for the purpose of processing and servicing BCTC membership subscriptions on an annual basis. This data is supplied at the time of becoming a Chamber member. This data is never shared or used by our third parties other than for the purpose it is intended for.

Our member and website data is backed up by Mark Gracey from Flavourfy who manages the security of our website ensuring that all data and information stored is secure. Mark ensures that the website has the latest security software and plugin updates at all times to keep data safe.

Where we might send your personal data (Geographically)

We process data within the EEA and countries deemed by the European Union as having adequate safeguards for protecting personal data. These countries are recognised by the EU as having suitable safeguards for the rights and freedoms of individuals and recourse processes by which data subjects can exercise their rights.

How long do we keep your data?

The data referenced above in section the Data We collect is kept within our membership database for the duration of your membership (12 months). After 12 months you are notified that your membership is due to expire. At this point, you can either renew your membership which will mean that your data remains on our database with your consent and is processed as detailed above, or you can cancel your membership and at this point we will be notified that you wish to delete your data from our system. Your data will remain on our database for up to 90 days after your membership expires. This is due to the BCTC being a volunteer run organisation and therefore there is a period required to process expired memberships. We will endeavour to process expired memberships as promptly as possible and within this 90 days period. If you chose to cancel your membership, you can manage your preferences at this point and request to still receive email communications from us such as event invitations and/or our quarterly newsletter.

Your Rights as an Individual in Respect of the Data We hold

We respect the rights and freedoms of our members and as such we would like to make you aware of the following:

You have the right to:

– Request access to your data – all requests will be responded to within 40 days of receipt of request.

– Request rectification of your data where there are errors or inaccuracies, or the data is not current

– Request that the data we hold is removed entirely from our systems

– Request us to restrict processing of your data

– Object to our processing of your data

– Request your data in a format that is commonly used/accepted

– Send your data to another controller

– Withdraw consent already provided – at any time

You also have the right to complain should you feel that we are not protecting your data we you want us to. Complaints can be made to President@bournemouthchamber.org.uk or to execofficer@bournemouthchamber.org.uk

You also have the right to lodge a complaint with a supervisory authority. In this instance the ICO and their contact details are as follows:

https://ico.org.uk/concerns/handling/ or call the ICO on 0303 123 1113.

Requesting your data

Data subject request form

You are entitled to know about the data we hold about you or your business. In order to request the information we hold about you or your business please email us via execofficer@bournemouthchamber.org.uk with the following details:

– Your full name

– The business name that your membership is held under

– Your telephone number

– Your email address

We can only supply data to the email address that is registered with your business’s BCTC Membership. If you are emailing us from a different email address than the one we hold, we will need to verify your information request is legitimate. To do this we will require an email from the email address that we hold on our system under your membership details.

If this email is no longer in existence you will need to supply a letter on headed paper requesting the information, signed by a Director or Owner of the business. This information will then be verified with Companies House before data is released.

If the above process cannot be followed, then the membership that the information is being requested for will be placed on hold until details can be verified. To prevent the above scenario occurring, we would ask that all our members inform us if their details change so we can update your details on our database promptly.

In the unlikely event that the requested membership data cannot be verified, you will need to re-join the BCTC using the information you wish to have stored by us for your membership.

The BCTC reserves the right to refuse or withdraw membership at any time. If membership is refused or withdrawn by the BCTC, a refund will be given for full membership (if within 2 months of joining) or part membership calculated by the number of months remaining on the membership (membership fee divided by 12).

Quick Links for exercising your rights

BCTC email Address: execofficer@bournemouthchamber.org.uk
Phone number: 01202 372437
Postal address – BCTC, 26-32 Oxford Road, Bournemouth, BH8 8EZ

Data Sources – where did you get my data.

Any and all data in respect of Data We Collect (see page 1), is collected directly from you, the individual as a representative of your business.

We do not collect any of your personal or business data from any other sources. This included any publicly accessible list and or data sources, whether in the public domain or if we have a legitimate interest to be able to access those sources legally.

Do we have a statutory or legal right to hold this data

We have no statutory or legal right to hold the data you have provided and detailed in respect of – Data We Collect (page 1).
We rely on consent to collect and store this data and uphold all of the individual’s rights and freedoms with respect personal data given by consent.
See section – Your Rights as an Individual in Respect of the Data We hold

Automated Decision Making, Profiling, and what that means for you

Any and all data in respect of – Data We Collect (page 1), is not subject to any automated decision making.
We do not profile you using your data, any actions taken by us or our systems are as a direct result of explicit requests or consents you have chosen.
There are no foreseeable consequences of any significance in respect of providing the data or being removed from the records, except that we will not be able to contact you with relevant news or event information.

Disposal of data

As above, digital data is deleted as per the detailed time frames from our online cloud storage systems. Hard copy data (data that is printed for the purposes of events/meeting/training etc) such as attendee lists from events, meeting minutes etc is confidentially shredded.

Cookie Policy

When you visit our website you will be presented with notification that we use cookies and an opportunity to accept our cookie policy.

A cookie is a small amount of data, which often includes a unique identifier that is sent to your computer, tablet or mobile phone (all referred to here as a “”device””) web browser from a website’s computer and is stored on your device’s hard drive.

Each website can send its own cookie to your web browser if your browser’s preferences allow it. Many websites do this whenever a user visits their website in order to track online traffic flows.

Similar technologies are also often used within emails to understand whether the email has been read or if any links have been clicked.

If you continue without changing your settings, you are agreeing to our use of all cookies on the www.bournemouthchamber.org.uk website. However, you can change your cookie settings at any time.

This particular website, cookies record information about your online preferences and allow us to tailor our websites to your interests.

During the course of any visit to www.bournemouthchamber.org.uk website, the pages you see, along with a cookie, are downloaded to your device. Many websites do this, because cookies enable website publishers to do useful things like find out whether the device (and probably its user) has visited the website before. This is done on a repeat visit by checking to see, and finding, the cookie left there on the last visit.

Should you have any queries or questions regarding any of the above information or about the data we hold, please do not hesitate to contact us via execofficer@bournemouthchamber.org.uk

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