How we use your personal information
This privacy notice has been prepared in accordance with the Data Protection Act 2018 (DPA2018), the United Kingdom General Data Protection Regulation (UK GDPR), the Privacy and Electronic Communications (EC Directive) Regulations 2003 and any legislation implemented in connection with the aforementioned legislation. Where data is processed by a controller or processor established in the European Union or comprises the data of people in the European Union, it also includes the EU General Data Protection Regulation (EU GDPR). This includes any replacement legislation coming into effect from time to time.
Please note that the company may engage the services of third-party providers (e.g., event management platforms, payment processors) where the company is not the data controller, and the service is provided for the convenience of our members, attendees, and partners. We follow strict due diligence procedures with all our suppliers. If you would like more information, please contact dataprotection@wnc.ac.uk
Event Attendees
The information we collect about you and why we collect it
As part of your participation in our events, we store and use your personal details and information about your attendance for the purposes of managing and operating the company’s events. We collect your full name, mobile phone number, email address, company name, and company contact details (such as company email and phone number).
We use CCTV at our event venues for the purposes of crime prevention, security, and health and safety, and may capture imagery of attendees at our events.
We may use your data to contact you in case of an emergency using your mobile number or email address.
The legal basis on which we collect and use your personal information
Except in the circumstances highlighted below, we process this information on the basis of our legitimate interests:
- We have a legitimate interest in interacting with you to manage and operate our events effectively and to ensure that our event venues are safe and secure for all attendees.
- To achieve this, we need to understand details of who is attending the event and be able to communicate with them.
How long we keep your personal information
We will only use and store information for so long as it is required for the purposes it was originally collected or for legal and regulatory reasons. How long information will be stored, depends upon the information in question and what it is being used for.
CCTV: CCTV footage is deleted after 28 days on a rolling basis unless it is required as part of an investigation, in which case it will be kept until the completion of the investigation. Visitor’s record: The daily visitors’ record book pages are destroyed after two working days.
Health and Safety: Up to 40 years, to comply with legislation
We will always retain your personal information in accordance with the prevailing data protection legislation and will never retain your information for longer than is necessary.
How we share your personal information
We may share the personal information that you give us with the following organisations (or types of organisation) for the following purposes.
Organisation / type of organisation:
Law enforcement agencies
Insurance Companies
Purpose:
Reporting and/or investigation of criminal and/or antisocial behaviour
In the event of an insurance claim
How we transfer your personal information outside Europe
We do not store or transfer your personal data outside Europe.
Automated decisions we take about you
We do not make automated decisions using this personal data.
Members
We store and use your information for the purposes of managing and processing payments for the services that our company offers to its members.
The information we collect about you and why we collect it
In order to engage with and best serve our members, we may collect information to meet service requirements and assess the fees for the services we provide. This may include collecting financial information such as credit or debit card details, as well as contact information, to process payments for these services.
Additionally, if you attend one of our events or venues, we may collect and process information as outlined in the “Event Attendees” section above (if relevant).
The legal basis on which we collect and use your personal information
Except in the circumstances highlighted below, we process this information on the basis of our legitimate interests:
- Where we are required by law to hold certain records for health and safety purposes, we collect and retain those records to comply with our statutory obligations.
- Where we hold your bank account or payment details, we do so on the basis that it is necessary for us to perform our contractual obligations with you, such as processing payments for services.
How long we keep your personal information
Financial information is typically retained for 6 years after the end of the relevant financial year. However, in some cases, financial information may be kept longer if required by specific agreements or legal obligations, such as for audit purposes or in the event of a dispute with a member.
We will always retain your personal information in compliance with the prevailing data protection legislation and will never retain your information for longer than is necessary to fulfill the purposes for which it was collected.
How we share your personal information
We may share the personal information that you provide to us with the following organisations (or types of organisations) for the following purposes:
Organisation / type of organisation:
- Government agencies
- Insurance companies
- Law enforcement agencies
- Internal and external auditors
- Debt collection agencies
- Financial software providers
- Banks
Purpose:
- To comply with statutory reporting
- Reporting and/or investigation of criminal and/or antisocial behavior
- In the event of an insurance claim
- To pursue unpaid amounts
- Receiving or making payments
We may also use your information to send you details of other events, services, or opportunities that may be of interest to you. You can opt out of receiving this marketing information by contacting the company by emailing janine@mabn.com
How we transfer your personal information outside Europe
We do not store or transfer your personal data outside Europe.
Automated decisions we take about you
We do not make automated decisions using this personal data.
Suppliers
We store and use your information for the purposes of managing our suppliers in respect of the supply of goods and services that our college may need.
The information we collect about you and why we collect it
In order to engage with and manage our suppliers, if you are a supplier (or, if it is a company, you are its representative), we collect and store your contact information and, where appropriate, your bank account details. This information is held to facilitate payments and exchange financial details with you.
You may also be asked to provide details of your occupation and, where relevant, your CV.
Additionally, if you visit one of our event venues, we will collect and process the information as outlined in the “Event Attendees” section above (if relevant).
The legal basis on which we collect and use your personal information
Except in the circumstances highlighted below, we process this information on the basis of our legitimate interests:
- We have a contractual obligation that involves engaging with and managing our suppliers, and to fulfil this, we need to hold details of who those suppliers are.
- Where we are required by law to hold certain records for health and safety purposes, we collect and retain those records to comply with our statutory obligations.
- Where we hold your bank account details, we do so on the basis that it is necessary to perform our contract with you, including processing payments for services provided.
How long we keep your personal information
Financial information is typically retained for 6 years after the end of the relevant financial year. However, in some cases, financial information may be kept longer if required by specific agreements, legal obligations, or in the event of a dispute with a supplier.
Health and Safety-related information is retained for 40 years, as required by law.
We will always retain your personal information in compliance with the prevailing data protection legislation and will never retain your information for longer than is necessary to fulfill the purposes for which it was collected.
How we share your personal information
We may share the personal information that you provide to us with the following organisations (or types of organisations) for the following purposes:
Organisation / type of organisation:
- Government agencies
- Insurance companies
- Law enforcement agencies
- Internal and external auditors
- Banks
- Health & Safety authorities
Purpose:
- To comply with statutory reporting
- Reporting and/or investigation of criminal and/or antisocial behavior
- In the event of an insurance claim
- To facilitate financial transactions (e.g., payments)
- To comply with health and safety obligations
How we transfer your personal information outside Europe
We do not store or transfer your personal data outside Europe.
Automated decisions we take about you
We do not make automated decisions using this personal data.
Your Rights
Your rights regarding your personal information
You have a number of rights over your personal information, including the right to access, correct, delete, and make complaints about how your data is handled.
Please note that on occasion, we may process “special categories” of information about you. This may include data revealing racial or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, as well as genetic data, biometric data used to identify a natural person, health data, or data concerning a person’s sex life or sexual orientation.
You have the following rights regarding your personal information:
- The right to be informed about our collection and use of personal data:
You have the right to be informed about how we collect and use your personal data. We fulfill this right through our internal data protection policies and external website policy, which we review regularly to ensure accuracy and transparency. - Right to access your personal information:
You can request access to the personal information we hold about you, commonly known as a ‘Subject Access Request’. If we agree that we are obliged to provide this information, we will do so free of charge, typically within 1 month of confirming your identity. We may require proof of identity and details of your interactions with us to locate your personal information. - Right to correct your personal information:
If any of the personal information we hold about you is inaccurate, incomplete, or out of date, you have the right to ask us to correct it. - Right to restrict processing:
You may ask us to restrict the processing of your personal data, for example, if you have concerns about the accuracy of the data or how we have processed it. This right is not absolute and only applies in certain circumstances. - Right to erasure:
You have the right to have your personal data erased, also known as the ‘right to be forgotten’. This right is not absolute and only applies in specific situations. - Right to portability:
You have the right to receive the personal data you provided to us in a structured, commonly used, and machine-readable format. You can also request that we transfer this data directly to another controller. - Right to object:
You have the right to object to our processing of your personal data. This right is absolute when we use your data for direct marketing but may not apply in other cases where we have legal or compelling reasons to continue processing.
For more information about your privacy rights:
The Information Commissioner’s Office (ICO) regulates data protection and privacy in the UK. You can find more information about your rights or make a complaint on their website at https://ico.org.uk/for-the-public.
While you are free to make a complaint to the ICO at any time, we hope you would first consider raising any concerns with us directly. Your satisfaction is important to us, and we will do our best to resolve any issues you may have.
Changes to our Privacy Policy
We keep our privacy policy under regular review and may update it periodically to ensure it remains up-to-date and accurate. Any significant changes will be communicated where appropriate.
Data Security
Your data security is of great importance to Mansfield & Ashfield Business Network, and we have implemented suitable physical, electronic, and managerial procedures to safeguard and secure the data we collect.
We take a range of security measures to protect your information, including:
- Restricting access to our event venues and offices to authorized individuals only, using passes, key card access, and other related technologies.
- Implementing strict access controls for our information technology systems.
- Using appropriate procedures and technical security measures, including encryption, anonymization, and secure archiving techniques, to safeguard your information across our computer systems, networks, websites, and offices.
- Ensuring that we never ask for your passwords.
- Advising you to never enter your account details, passwords, or other sensitive information in response to unsolicited emails or links.
If you have any questions about this policy or the ways in which we use your personal information, please contact our Data Protection Officer:
The Data Protection Officer
West Nottinghamshire College
Derby Road
Mansfield
NG18 5BH
Tel: 0800 100 3626
Email: dataprotection@wnc.ac.uk