This privacy statement sets out what information we might collect about you and how we will use that information.
What information will we collect?
- When you subscribe to our updates or make a nomination we will ask for your name and email address.
- We may also ask you for contact details to get in touch.
How will we use your information?
- We use your information to send you our news and updates and to let you know the outcome of your nomination.
What will we do with your information?
- We will only contact you with your consent.
- We do not rent, sell or exchange your information with any third party.
Privacy & GDPR Notice – SCBCA
How we use your information
This privacy notice tells you what to expect when SCBCA collects personal information. It applies to information we collect about the following groups:
Visitors to our websites
When someone visits our website we use a third party service, Google Analytics, to collect standard internet log information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to the various parts of the site. This information is only processed in a way which does not identify anyone. We do not make, and do not allow Google to make, any attempt to find out the identities of those visiting our website. If we do want to collect personally identifiable information through our website, we will be up front about this. We will make it clear when we collect personal information and will explain what we intend to do with it.
We use a third party provider, Mailchimp, to deliver our updates. We gather statistics around email opening and clicks using industry standard technologies to help us monitor and improve our e-newsletter. For more information, please see Mailchimp’s Privacy Information
Security and performance
People who call us
When you call us we do not retain any information from the calls or record them.
People who email us
We will monitor any emails sent to us, including file attachments, for viruses or malicious software. Please be aware that you have a responsibility to ensure that any email you send is within the bounds of the law.
People who make an enquiry or complaint to us
When we receive a complaint from a person we make up a file containing the details of the complaint. This normally contains the identity of the complainant and any other individuals involved in the complaint.
We will only use the personal information we collect to process the complaint and to check on the level of service we provide. We do compile and publish statistics showing information like the number of complaints we receive, but not in a form which identifies anyone.
We usually have to disclose the complainant’s identity to whoever the complaint is about. This is inevitable where, for example, the accuracy of a person’s record is in dispute. If a complainant doesn’t want information identifying him or her to be disclosed, we will try to respect that. However, it may not be possible to handle a complaint on an anonymous basis.
We will keep personal information contained in complaint files in line with our retention policy. This means that information relating to a complaint will be retained for two years from closure. It will be retained in a secure environment and access to it will be restricted according to the ‘need to know’ principle.
Similarly, where enquiries are submitted to us we will only use the information supplied to us to deal with the enquiry and any subsequent issues and to check on the level of service we provide.
People who use our services
Businesses and members of the public may make nominations for the awards via the website.
Businesses and members of the public may sign up to our email updates and follow our social media channels.
We have to hold the details of the people who have requested the service in order to provide it. However, we only use these details to provide the service the person has requested and for other closely related purposes.
What will we do with the information you provide to us?
All of the information you provide during the process will only be used for the purpose of progressing your nomination, or to fulfil legal or regulatory requirements if necessary.
We will not share any of the information you provide during the nomination process or when signing up for updates with any third parties for marketing purposes or store any of your information outside of the European Economic Area. The information you provide will be held securely by us and/or our data processors whether the information is in electronic or physical format.
We will use the contact details you provide to us to contact you to progress your nomination where applicable or send you the information you have requested.
What information do we ask for, and why?
We do not collect more information than we need to fulfil our stated purposes and will not retain it for longer than is necessary.
Under the Data Protection Act 1998, you have rights as an individual which you can exercise in relation to the information we hold about you.
You can read more about these rights here – https://ico.org.uk/for-the-public/is-my-information-being-handled-correctly/
Complaints or queries
SCBCA tries to meet the highest standards when collecting and using personal information. For this reason, we take any complaints we receive about this very seriously. We encourage people to bring it to our attention if they think that our collection or use of information is unfair, misleading or inappropriate. We would also welcome any suggestions for improving our procedures.
This privacy notice was drafted with brevity and clarity in mind. It does not provide exhaustive detail of all aspects of SCBCA’s collection and use of personal information. However, we are happy to provide any additional information or explanation needed. Any requests for this should be sent to the address below.
If you want to make a complaint about the way we have processed your personal information, you can contact the ICO in their capacity as the statutory body which oversees data protection law – www.ico.org.uk/concerns.
Access to personal information
We try to be as open as it can be in terms of giving people access to their personal information. Individuals can find out if we hold any personal information by making a ‘subject access request’ under the Data Protection Act 1998. If we do hold information about you we will:
- give you a description of it.
- tell you why we are holding it.
- tell you who it could be disclosed to; and
- let you have a copy of the information in an intelligible form.
To make a request for any personal information we may hold you need to put the request in writing addressing it to our Data Protection Officer.
If you agree, we will try to deal with your request informally, for example by providing you with the specific information you need over the telephone.
If we do hold information about you, you can ask us to correct any mistakes.
Links to other websites
This privacy notice does not cover the links within this site linking to other websites. We encourage you to read the privacy statements on the other websites you visit.
How to contact us
East Suffolk House, Station Rd, Melton, Woodbridge IP12 1RT