BCF’s Privacy Policy is devised to help you feel more confident about the privacy and security of your personal details and shows how the BCF intends to process, retain and remove your personal data, and the lawful basis for doing so. It is applicable to any personal information which is given by you or your company to the BCF.

What data do we process and who is it shared with?

Members:

BCF’s Data Protection Mapping document outlines how the BCF handles the data included in new member applications, and who the data is shared with. It also applies to existing members, and new contacts that are added throughout a company’s membership. Our lawful basis for processing this data is that it is “necessary for a member’s legitimate interests” and information is sent to members that we feel relevant to a specific role.

Data is only shared with individuals in your company and members of BCF staff (who have each signed a Confidentiality Statement) and is not shared with any other third parties apart from i) Whittle Industry Data, who compile member statistics independently and share industry data direct to members and ii) e-mango who supply the CRM platform, thus having access to the data held.  Note that the name and company name of BCF meeting attendees is recorded in the Minutes, which are uploaded and available to view behind a member wall on the BCF website.

Non-members:

New contact data is added to the CRM to receive information that has been requested, and/or information that we feel is of interest to that individual. 

Data processed includes only contact and company name, job role, email address and telephone numbers, and a clear reason why we process and retain that data is recorded.  In addition, personal data gathered through attendance at meetings and events is retained (eg dietary requirements) and is shared with organising and event venue staff.  Name, job role and company name of delegates is included in delegate packs at certain BCF events.

How can the contact data we hold be viewed, amended or removed?

Members:

Members can log in to their Dashboard on BCF’s website and view, amend or remove the contact data that we hold, and view the Committees and Contact Groups that we believe are of interest to your role, and which form the basis of the communications sent to you. Alternatively, a request for such data to be viewed, amended or removed can be made by emailing info@bcf.co.uk or  alison.brown@bcf.co.uk. Such data will usually be removed within three working days but will always be removed within one month of such written request being received. 

Non-members:

A request for your contact data to be viewed, amended or removed can be made at any time by emailing info@bcf.co.uk or alison.brown@bcf.co.uk.

Newsletters, information about events and other marketing communication will include the option to Unsubscribe from those communications. The Unsubscribe will usually be processed within three working days but will always be actioned within one month of such written request being received.

What data do we retain and what data do we remove?

If we are notified that an individual has left a company, the CRM will be updated so that no further information is sent to that person.  Contact data may be retained for up to ten years at which time it will be deleted, unless there is a legitimate reason for its further retention*. This includes data gathered about an individual when they register for a meeting or event.  

As above, if a request is received for that data to be deleted this will usually be removed within three working days but will always be removed within one month of such written request being received.

*Such data is available on request from info@bcf.co.uk or alison.brown@bcf.co.uk.

From Summer 2021, BCF will ask for a declaration from attendees at meetings or events that they have been double vaccinated against Covid-19, or taken a negative test within 48 hours of the meeting.   Such declarations will be retained for six months, when they will be destroyed.  Data included in the declaration will not be shared with third parties nor stored on BCF’s CRM.

What process do we have to secure disposal of personal data?

Once a request has been made to remove contact data, this will be carried out by the Head of Membership or the Technical and Membership Administrator in the timescales noted above. A written process outlining how data is deleted is available on request from info@bcf.co.uk or alison.brown@bcf.co.uk.

It is the responsibility of both the Chief Executive and Head of Membership to ensure GDPR compliance and in case of query, contact info@bcf.co.uk or alison.brown@bcf.co.uk in the first instance.

For the purposes of GDPR, the BCF is both a Data Processor and Data Controller, and as noted above our lawful basis for processing your data is that “the processing is necessary for your legitimate interests” as defined in clause 6(1)(f) of the legislation.  

Security
Security is very important to Us. Secure Socket Layer (“SSL”) encryption technology is used for protection of information in transit for any sensitive transactions such as payments. Additional security procedures are in place to protect the confidentiality, integrity and availability of Your User information. Your User information will not be kept longer than is necessary for the purposes stated at the collection point or in this Privacy Policy.

Photographs
Photographs taken at BCF events and meetings may be used in marketing material and may therefore be in the public domain.  Personal data will not be published alongside the photograph unless the individual is a speaker or has a key role at the event or at the BCF.  In case of query or to ask not to be included in such photographs, please email.

Data Protection Policy
You can download our Data Protection Policy here.

Cookies
You should be aware that information and data may be automatically collected through the use of Cookies. "Cookies" are small text files that store basic information that a website can use to recognise repeat site visits and as an example, re-call your name if this has been previously supplied. We may use this to observe behaviour and compile aggregate data in order to improve the website, target the advertising and assess general effectiveness of such advertising.

Cookies do not attach to your system and damage your files. If you do not want information collected through the use of Cookies, there is a simple procedure in most browsers that allows you to deny or accept the Cookie feature. Note, however, that ‘personalised’ services may be affected if the cookie option is disabled.