BAPIO Limited – Data Protection Privacy Policy for our members
This privacy policy tells you what to expect us to do with your personal information. Please read this privacy policy as it contains important information on who we are and how and why we collect, use and share any information relating to you. It also explains your rights in relation to your personal data and how to contact us or a relevant regulator in the event you have a complaint. We are required to notify you of this information, under data protection legislation. Please ensure that you read any other similar notice that we may provide to you from time to time whilst we collect or process personal information about you.
Contact details
Post
The Chapel Trinity Gardens, 9-11 Bromham Road, BEDFORD, MK40 2BP, GB
Telephone
What information we collect, use, and why
BAPIO Limited trading as BAPIO (“Company”) is a ‘data controller’ and gathers and uses certain information about you. This information is also used by our affiliated entities and group company, (our ‘group companies’) and so, in this notice, references to ‘we’ or ‘us’ mean the Company and our group companies.
We may collect or use the following personal information up to and including the commencement of your membership with BAPIO:
- Name
- Financial information
- Details of your qualifications and employment (including job titles), and interests
- Date of Birth
- Gender
- Racial or ethnic origin;
We will typically collect and use your personal information:
- Where you have given consent;
- To process your membership with BAPIO;
- To keep in touch with you in relation to your BAPIO membership;
- To offer you the benefits of your BAPIO membership;
- For the purposes of event registration and communication with you about such event as well as for marketing and promotional purposes as outlined below;
- To comply with our contractual, legal and regulatory obligations;
- For the performance of a contract with you or to take steps at your request before entering into a contract; or
- For purposes of our legitimate interests or those of a third party
A legitimate interest is when we have a business or commercial reason to use your personal data, so long as this is not overridden by your own rights and interests. We will carry out an assessment when relying on legitimate interests, to balance our interests against your own. You can obtain details of this assessment by reaching out to our Data Protection Officer (‘DPO’) using the above contact details.
We seek to ensure that our information collection and processing is always proportionate. We will notify you of any changes to the information we collect or to the purposes for which we collect and process it.
We collect or use personal information for information updates, event sponsors or marketing purposes including but not limited to name, address, job title, contact details, date of birth and gender. Please note that the information that you may provide to us during event registration may be used for the following purposes:
- To communicate with you about event details and updates.
- To send relevant marketing materials related to the event or other services that may interest you.
- To share with selected event sponsors for marketing purposes.
Please note that your personal information may be retained by BAPIO or the event sponsors for no longer than is necessary. Once the purpose for which it was collected is fulfilled, this information may be deleted or anonymised in accordance with our data retention policies. Please contact our membership team to obtain such policies at admin@bapio.co.uk
By registering and attending the event, you acknowledge and consent to BAPIO collecting and processing personal information (including name, job title and email address) and photos. This may be shared with selected event sponsors for marketing purposes and may be retained for no longer than is necessary.
You can withdraw your consent preferences, at any time, by contacting admin@bapio.co.uk or by directly opting out of communications directly with the sponsors.
We have a legitimate interest in using your personal information for marketing purposes. This means we do not need your consent to send you marketing information. If we change our marketing approach in the future so that consent is needed, we will ask for this separately and clearly. You have the right to opt out of receiving marketing communications at any time by contacting us at the above contact details. We will always treat your personal information with the utmost respect and never sell or share it with other organisations except for the reasons outlined in this privacy policy.
Data Protection Rights
You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:
Your right of access - You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. You can read more about this right here.
Your right to rectification - You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. You can read more about this right here. • Your right to erasure - You have the right to ask us to delete your personal information.
Your right to erasure -You have the right to ask us to delete your personal information. You can read more about this right here.
Your right to restriction of processing - You have the right to ask us to limit how we can use your personal information. You can read more about this right here.
Your right to object to processing - You have the right to object to the processing of your personal data. You can read more about this right here.
Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organization, or to you. You can read more about this right here.
Your right to withdraw consent - When we use consent as our lawful basis you have the right to withdraw your consent at any time. You can read more about this right here.
If you make a request, we must respond to you without undue delay and in any event within one month.
To make a data protection rights request, please contact our Data Protection Officer (DPO) using the contact details at the top of this privacy notice.
Where we get personal information from
We obtain the personal information in the following manner:
- Directly from you
- Any other relevant professional bodies
How long we keep information
We keep the personal information that we obtain about you during the membership application process for no longer than is necessary for the purposes for which it is processed. How long we keep your information will depend on whether your application is successful, the nature of the information concerned and the purposes for which it is processed.
We will keep membership information for no longer than is reasonable, considering the limitation periods for potential claims such as discrimination (as extended to take account of early conciliation), after which they will be destroyed. If there is a clear business reason for keeping membership records for longer than the membership application period, we may do so but will first consider whether the records can be pseudonymised, and the longer period for which they will be kept.
If your application is successful, we will keep only the membership information that is necessary in relation to your membership for the duration of your membership.
For further details on our approach to information retention and destruction, please reach out to the BAPIO membership team at admin@bapio.co.uk
Who we share information with
We may also need to share some of the above categories of personal information with other parties, such as professional advisers, event sponsors, business and organizational support and with any third party instructed on your behalf. Usually, information will be anonymised, but this may not always be possible especially when such information will be shared with event sponsors.
The recipient of the information will be bound by confidentiality obligations. We may also be required to share some personal information as required to comply with the law.
Keeping your information secure
We have appropriate security measures in place to prevent personal information from being accidentally lost or used or accessed in an unauthorised manner. We limit access to your personal information to those who have a genuine business need to know it. Please note that the processing of your information will be done only in an authorised manner and is subject to a duty of confidentiality.
We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected breach where we are legally required to do so.
How to complaint?
If you have any concerns about our use of your personal data, you can make a complaint to our DPO using the contact details at the top of this privacy notice. We hope that our DPO can resolve any query or concern you raise about our use of your information.
If you remain unhappy with how we’ve used your data after making a complaint with us, you can also complain to the ICO.
The ICO’s address:
Information Commissioner’s Office
Wycliffe House, Water Lane
Wilmslow, Cheshire
SK9 5AF
Helpline number: 0303 123 1113