Privacy & GDPR Policy
Coventry & Warwickshire Chamber of Commerce - Privacy & GDPR Policy
June 2024
PURPOSE OF POLICY
Coventry & Warwickshire Chamber of Commerce is committed to protecting your personal information and being transparent about what information we hold about you. The purpose of this policy is to give you a clear explanation about how we collect, store and use the information we collect from you directly and from third parties.
The policy will be continuously assessed against new technologies, business practices, regulatory changes and the evolving needs of the Chamber and the memberships services provided by the Chamber.
WHO WE ARE
Coventry & Warwickshire Chamber of Commerce is a membership organisation and a local hub for businesses to access a broad offer of business support, established in 1903.
DATA CONTROLLER
For the personal data you give to us, the data controller is Coventry & Warwickshire Chamber of Commerce with its registered offices at Chamber House, Innovation Village, Cheetah Road, Coventry, CV1 2TL. This means that we are responsible for deciding what data we collect and how we hold and use your personal data.
INFORMATION COLLECTION
Most of the personal data we collect is for one of these purposes:
- To provide membership services
- For attendance at our events
- To provide business support
- To provide international trade services, such as export documentation or customs declarations
The information we collect may include:
- Your full name, title and date of birth
- Your email address, postal address and telephone number
- Personal data such as dietary requirements, allergies, or special access requirements
- Technical data, such as your IP (internet protocol) address, your browser type and version and location data.
- Usage data, such as how you use our websites and services.
- Membership status & booking history.
- Payment card details (these are not stored).
- Your contact and communication preferences and any access requirements.
What is the Chamber’s legal basis for processing data?
Data protection laws require us to state the legal grounds that justify us processing your information. The legal grounds are:
- Contracts: to deliver agreed services and support.
- Consent: where personal information is given voluntarily, for example in responding to a survey or agreeing to join a mailing list. To withdraw consent at any time please contact [email protected]
- Legal obligation: where we have a legal duty to report or respond to a request from a regulatory or government body, or to meet national security or law enforcement requirements or prevent illegal activity
- Legitimate interest: where the purpose is essential or relevant to our business. For example, we use your information:
- to carry out customer research to help us improve our services
- to check and improve our services and provide employee training
- to test computer systems to make sure your information is secure and our systems function properly
- to measure and understand how our audiences respond to a variety of marketing activities so that we can ensure our marketing is well targeted, relevant and effective.
SAFE STORAGE OF YOUR DATA
The Chamber uses reasonable measures to safeguard personally identifiable information. The implemented measures will be appropriate to the type of information maintained and compliance with all relevant legislation governing protection of personal information. Measures are implemented to preserve the confidentiality, integrity and availability of the personal information.
Photography & Video
We sometimes record our events and activities through photographs and film both for archive purposes and to help spread the word about the type of work we do. Participants and staff are advised of this in their registration forms. Members of the public are asked to advise the photographer/videographer if they do not wish to be captured and notices to this effect will be displayed at relevant events.
Information from other sources
We may also collect information about you from other sources:
- Referrals from other accredited Chambers of Commerce, International Chambers of Commerce (Global Business Network) or the British Chambers of Commerce.
- Other local membership or business support organisations in Coventry & Warwickshire, such as CW Growth Hub, FSB, and local authorities, but only if you have given them your consent. You should check that organisation’s privacy notice when you provide your information to fully understand how they will process and safeguard your data.
- Information about how you use our data from analytics providers such as Google.
SENSITIVE PERSONAL DATA
Data protection law recognises that certain categories of personal information are more sensitive such as health information, genetic and biometric data, information about your race or ethnicity or your religious or philosophical beliefs or sexual orientation, political opinions or trade union membership. We do not usually collect this type of information about our customers unless there is a clear reason for doing so. (For example, we may collect health information (dietary requirements / allergies) about event attendees for our programme of events or about customers who have access needs). Where we collect sensitive data, we will tell you that we are doing so, and will have additional security measures in place to restrict access only to people who need to see this information, and, as with other personal information that we collect, a commitment to deleting this information once the need for storing it has passed.
DATA LINKS TO THE BRITISH CHAMBERS OF COMMERCE (“The BCC”)
Coventry & Warwickshire Chamber of Commerce is part of a network of 53 Chambers of Commerce across the UK accredited by the British Chambers of Commerce (BCC). One purpose of the Chamber is to “influence the function of …any governmental body”. This objective is stated in the Chamber’s ‘Articles of Association’. We will provide BCC with your company’s email address in order for the BCC to conduct research into the impact of policies on your business.
What does the BCC do with your data?
The BCC will not contact your business for any other purpose other than to notify you of an opportunity to respond to a national policy survey. Each year, BCC conducts around five surveys which directly help us develop and shape Government policy across a range of areas, including business taxation, international trade, and employment. The data from these surveys are completely anonymised and aggregated so that individual responses cannot be identified. The anonymised data are then presented in closed briefings with stakeholders across UK Government, and shared publicly through BCC’s press team.
The purpose of carrying out the surveys is to produce reports, which the BCC and the Chamber can then use in their activities in promoting and protecting the interests of UK businesses; in other words, they are part and parcel of the function and purpose of BCC and the Chamber. There is never any marketing or commercial purpose to the surveys, and BCC does not carry out surveys on behalf of any third party.
You can contact us if you do not wish to be contacted by BCC, and you will have the opportunity to unsubscribe from BCC’s research mailing list at any point.
Sharing your information with others
From time to time, the Chamber collaborates with other relevant organisations and companies to promote other programs that may be of interest to members and the wider business community. In such cases, the Chamber does not provide these organisations with any personally identifiable information but may distribute the organisation's information on their behalf to those who may legitimately benefit from receiving such information or have elected to receive such information.
Other than as expressly set out in this Privacy Policy or as otherwise required or permitted by law, we will not share your personal information without your consent. We may share personal data securely under the following circumstances and with the following trusted service providers:
- When you have consented for us to share your details with a named partner or company e.g. CW Growth Hub, FSB, local authorities.
- Where necessary to deliver contracted services, such as payment processors and IT suppliers and service providers.
- Printers and mailing houses to facilitate distribution of print and correspondence.
- Marketing providers to help us to provide you with a more personal service.
We make sure that any company that provides a service to Coventry & Warwickshire Chamber of Commerce, which involves the processing of personal data, enters into an agreement with us and meets our standards for data security. This agreement will require them not to use personal data for anything other than the clearly defined purpose relating to the service they are providing.
Transfers outside the UK, European Economic Area (EEA) and Switzerland
Coventry & Warwickshire Chamber of Commerce is committed to protecting personal data. We may need to transfer personal data outside the UK, EEA and Switzerland, for example one of our service providers based outside these countries. If we do this, we will ensure that your privacy rights continue to be protected in line with data protection law and that secure methods of transfer will be used. Please contact us if you would like further information about the specific mechanism used by us when transferring your personal data outside the UK, EEA and Switzerland.
Failing to provide personal data
Some of the data we collect is required by law to fulfil our contract we have or are trying to enter with you (e.g., buying membership). Failure to provide this data may mean that we are unable to complete our service e.g., if an event is cancelled and we need to get in touch with you to let you know but don’t have any contact information.
GIVING YOU CONTROL
When making an event booking, purchasing membership or using any other services from us, you are given the opportunity to opt in to receiving email news and information from Coventry & Warwickshire Chamber of Commerce. We will only contact you with news or information or pass on your personal information to a named company if the relevant box has been ticked.
You can update your personal information and communications preferences, or unsubscribe, at any time in the following ways:
- Online by logging into our Data Protection Portal
- Clicking on the ‘unsubscribe’ link within an email from us
- Emailing us at [email protected]
- Writing to us at Coventry & Warwickshire Chamber of Commerce, Chamber House, Innovation Village, Cheetah Road, Coventry, CV1 2TL
How long do we keep your information?
We will only keep your personal information for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements. Where your information is no longer required, we will ensure it is disposed of, deleted or cached in a secure manner.
To determine the appropriate retention period for personal information, we consider the amount, nature, and sensitivity of the information, the potential risk of harm from unauthorised use or disclosure of the information, the purposes for which we process your personal information and whether we can achieve those purposes through other means, and the applicable legal requirements.
On a regular basis, we will:
- review the length of time we keep your personal data for
- consider the purpose or purposes for which we hold your personal data for in deciding whether (and for how long) to retain it
- securely delete information that is no longer needed for that purpose or those purposes.
- update, archive or securely delete information if it goes out of date.
Your rights
You have rights under data protection law: the right to be informed, the right of access the right of correction, the right to erasure, the right to restrict processing, the right to transfer data, the right to object and rights in relation to automated decision-making including profiling. You may also object to the processing of your personal information for direct marketing purposes. For further details on your rights please see the guidance from the Information Commissioner’s Office (ICO) which is the UK supervisory authority for data protection issues. Please use the contact details below if you would like to exercise any of these rights.
Contact details and further information: Please get in touch with us if you have any questions about any aspect of this privacy policy:
Data Protection Team
Coventry & Warwickshire Chamber of Commerce
Chamber House, Innovation Village, Cheetah Road, Coventry
CV1 2TL
If you are not satisfied by the way we have handled any issues concerning your data you have the right to make a complaint at any time to the ICO. We would, however, appreciate the chance to deal with your concerns before you approach the ICO, so please contact us in the first instance. The ICO’s contact details are as follows:
Information Commissioner’ Office
Wycliffe House
Water Lane, Wilmslow
SK9 5AF
CHANGES TO OUR PRIVACY POLICY
Any changes that we make to our privacy policy in the future will be posted on this page and, where appropriate, notified to you by email. The date of the last update is noted at the top of the document.
UPDATES TO YOUR DATA
It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.
Policy Updated: June 2024
