The Business Archives Council use your personal data to help us provide a better service for you. This includes tailoring the information we share with you to make sure it is relevant and useful. We respect your privacy and work hard to meet strict regulatory requirements.
We never sell your personal data to third parties. We will only share it with organisations who meet our high privacy standards and who act for us (e.g., collect subscriptions or organise our conferences and event) and will ensure that they comply with all relevant data protection legislation.
We will always protect your personal data and we will regularly review our privacy notice so you can see how we use your data and what your options are. If there are any changes to the General Data Protection Regulations (or GDPR) or related laws, we may need to amend this statement.
When we collect data
We collect data from you:
- when you join the Council and when you renew your membership
- when you make orders or bookings with us
- when you attend events or meetings of the Council
- when you volunteer or act in an honorary capacity for the Council
- when you supply or we buy from you
- when you visit our website
- when you make enquiries or we interact with you in the course of Council business.
We hold contact and financial details supplied by you when you join. In some cases we will hold ‘special category’ information, such as dietary requirements, in relation to events you attend; such ‘special category’ information will be deleted as soon as it is no longer required for the purpose for which it was collected. We will hold information about your attendance at BAC meetings and events including photographs and video or audio recordings.
How we use your data
We use your data to administer your membership and the activities of the Council, distribute our newsletter, to send you notifications of meetings and events, general updates (including future changes we may make to this privacy notice) and other relevant information. Individuals who apply to join will be asked their preferred method of receiving communications from the Council and this will be noted on the membership database. We will ask at the point of renewal if there is any change in your preferences.
If the law requires us to, we may need to collect and process your data, and we may also use your data, typically in an emergency, where this is necessary to protect your vital interests, or someone else’s vital interests.
We maintain an historical record of our activities, which is archived in the public interest, so it can be used for research in accordance with data protection legislation.
Personal data will be held on secure password-protected computers, and physical records and media in locked cabinets and secure archive store. No trustees will hold personal data outside these central storage systems.
How to contact us
Under GDPR you have the right to request access to the personal data we hold about you, and copies of any data shared with a third party. You will be able to review and correct any details at the time of your subscription renewal. You can also request the correction of your personal data and in certain circumstances the erasure of your data and the suspension of processing. You can contact us to exercise these rights at any time.
If you decide to make a request, you may be asked to provide the following details:
The personal information you want to access.
Where it is likely to be held.
The date range of the information you wish to access.
We will need to confirm your identity. If we hold personal information about you, we will give you a copy of the information in an understandable format along with an explanation of why we hold and use it. We will aim to respond to any requests for information promptly and within the legally required time limit of 30 days. This timeframe may be extended by up to two months if your request is particularly complex.
Please contact our secretary on [email protected]
If you decide you no longer want be a member of the Business Archives Council we will delete all your contact details in compliance with GDPR guidance once your subscription has expired or when you request if sooner.
If you feel your data has not been handled correctly you may lodge a complaint with the Information Commissioner’s Office on 0303 123 1113 or on their website https://ico.org.uk/for-the-public/.
5 July 2023