GDPR: Data privacy notice

Effective Business Network (UK) Ltd ( ebn ) is committed to protecting and respecting your privacy – and not only because the new rules set out in the General Data Protection Regulation (GDPR) require it, but because it is ethical and professional.

This Notice will tell you:

What data we collect
What it will be used for
How it’s stored
How long it will be kept

Please read the following carefully to understand our views and practices in relation to your personal data.

Before we start these are terms that you’ll read in this Notice – and what they mean.

Data controller - decides the purpose and means of processing personal data.

For ebn Glenys Chatterley, Managing Director, is the data controller. This means she decide how your personal data is processed and for what purposes. Her contact details are: Email: Glenys@ebn.uk.com. Phone: 01245 494087 or write to me at: 94 Mildmay Road, Chelmsford, Essex CM2 0EA. These contact details can be used for all data matters.

Data processor - responsible for processing personal data on behalf of a controller.

Data subject – That’s you – or anyone else whose date we collect.

1: What information we collect

Personal data - the GDPR applies to personal data, this means any information relating to an identifiable person who can be directly or indirectly identified (for more information see Article 6 of GDPR). For example name, passport number, home address or private email address. Online identifiers include IP addresses and cookies.

Processing - means any operation or set of operations performed on personal data or on sets of personal data, whether these are manual or automated. This covers collection, recording, organisation, structuring, storage, adaptation or alteration, retrieval, consultation, use, disclosure by transmission, dissemination or otherwise making available. It also includes alignment or combination of information and restriction, erasure or destruction.

Third party - means a natural or legal person, public authority, agency or body other than the data subject, controller, processor and persons who, under the direct authority of the controller or processor, are authorised to process personal data.

Members:

The personal data you give us may include your name, address, email address, phone number, social media details, company name, position in company category of work, photograph, logo, and financial information.

Non-members:

We may have obtained your personal data from advertising leaflets delivered to our offices, google searches or being given your business card at a networking event.

You may give us information about yourself by filling in forms on our site: www.ebn.uk.com or by corresponding with us by phone, email or otherwise. This includes information you provide when you register to use our site, subscribe to our service, enter a competition, promotion or survey, and when you report a problem with our site.

You are under no statutory or contractual requirement or obligation to provide us with your personal data, but if you choose not to:

you will not be able to join ebn , receive invitations to meetings, be able to attend meetings or special networking events,
your social media details will not be used by any of our social media systems,
you will not be referred to people who may require your business services.

2: What it will be used for

Members:

We use your personal data for the following purposes:

To maintain our own accounts and records
To complete the process of membership, renewal or transfers
To keep you up-to-date with events and information that may be useful to you as a business person.

Non-members:

We use your personal data to provide you with invitations to business-related networking events or other information that could benefit your business.

The legal part

In relation to Article 6 of GDPR these are the details of how your data may be processed by ebn .

Processing necessary for the performance of a contract with the data subject or to take steps to enter into a contract	Membership applications, renewals and transfers. Processing financial payments made by and to ebn
Processing necessary for compliance with a legal obligation	Processing of accounts
Processing necessary for the purposes of the legitimate interests of the data controller or a third party, except where such interests are overridden by the interests or fundamental rights or freedoms of the data subject.	Being given your business card at a networking event

3: How it’s stored

All members’ information is stored as secure digital documents on password protected computers.

Both members and non-members (Who have given their business card at a networking event) name, company, business category and email address will also be stored on the MailChimp digital data management service to enable us to communicate easily with you as outlined above.

Sharing your personal data

Your personal data will be treated as strictly confidential and will be shared only with:

ebn management team (Managing Director, Group Directors, and processors within ebn ), by trusted contractors who operate in compliance with GDPR and in individual Group Directors’ companies.
With the company accountancy practice for accounting purposes.

4: How long it’s kept

We keep your personal data for no longer than necessary.

All accounting information will be retained for 7 years as required by HMRC. Members information will be kept as long as they are members – and only for accounting purposes after their membership expires.
Non-members information will be retained as long as they remain subscribed to our list.
Visitors to our Groups information will be kept indefinitely.

5: Other useful information

Your rights and your personal data

Unless subject to an exemption under the GDPR, you have the following rights with respect to your personal data. You can:

Request a copy of the personal data that we hold about you;
Request that we correct any personal data if it is found to be inaccurate or out of date;
Request your personal data is erased where it is no longer necessary to retain such data;
Withdraw your consent to the processing at any time, where your consent was our lawful basis for processing the data;
Ask us to provide you with your personal data and where possible, to transmit that data directly to another data controller, (known as the right to data portability) in line with GDPR
Where there is a dispute in relation to the accuracy or processing of your personal data, you can request a restriction to be placed on further processing;
Object to the processing of personal data, ( i.e. where processing is based on legitimate interests); direct marketing and processing for the purposes of scientific/historical research and statistics).

Automated Decision Making

We do not use any form of automated decision-making in our business.

Further processing

If we wish to use your personal data for a new purpose, not covered by this Data Privacy Notice, then we will provide you with a new notice explaining this new use prior to commencing the processing and setting out the relevant purposes and processing conditions.

Changes to our privacy policy

Any changes we may make to our privacy policy in the future will be posted on this page and, where appropriate, notified to you by email. Please check back frequently to see any updates or changes to our privacy policy.

How to make a complaint

To exercise all relevant rights, queries or complaints please in the first instance contact our Data Protection Officer, Glenys Chatterley (details shown at the beginning of this document)

If this does not resolve your complaint to your satisfaction, you have the right to lodge a complaint with the Information Commissioners Office (ICO) on 03031 231113 or via email at https://ico.org.uk/global/contact-us/email/ or by post at: The Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF, England.