Who we are
When do we collect personal information and what personal information do we collect?
We may collect personal information about you as follows:
- If you fill in forms on our website (including those relating to attending our meetings as a guest, enquiring about membership or the mentoring scheme), we will collect your contact details and the other information you provide in the form.
- If you contact us by any other means (e.g. email or telephone), we may keep a record of that contact and the information you provide us at that time.
- If you become a member or join the mentoring scheme, we will collect a range of information associated with such membership or mentoring, including contact details, financial data such as bank account details, and transaction data, including details about payments from you.
- If you attend our meetings (or events) as a member or as a guest we will collect limited information about personal preferences for such meetings, e.g. breakfast preference and attendance records.
Links to other websites
How do we use your personal information?
- If you fill in forms on our website, or contact us by any other means, we use the information you provide to respond to your enquiry or contact on the basis that we have a legitimate interest to do so.
- If you become a member or join the mentoring scheme, we will use the information you provide to carry out any contractual obligations to you and to fulfil any legal obligations arising. We may also use it to notify you about news about the club, changes or proposed changes to the organisation, and information relevant to your membership/mentoring on the basis that this is compatible with our original use of your information.
- Your contact details will be shared with the other members of the club, and they may be added to an email group, so as to help enable networking and communication between members in accordance with the club’s aims and legitimate interests.
We expect and require that our members and mentees comply with the provisions of the General Data Protection Regulation and have an appropriate lawful reason for the processing of any personal information that is supplied to them by the club in the course of their membership.
Where do we store your personal information and how it is kept secure?
Some of the information you provide to us will be transmitted electronically, e.g. information provided via our website or by email. We would remind you that information transmitted via the internet is not completely secure and although we will do our best to protect any information transmitted in this way, we cannot guarantee its complete security.
We have put in place appropriate security measures to prevent your personal data being accidentally lost, accessed or used in an unauthorised way, altered or disclosed. All information you provide to us is stored on our secure servers located [in the United Kingdom. No information you provide to us is transferred to, or stored at, a destination outside the European Economic Area.
In addition, we limit access to your personal data to those members of the club who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.
We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
Who do we share your personal information with?
We may disclose your personal information to third parties if we are under a duty to disclose or share it in order to comply with any legal obligation (for example any insurers, professional advisers and HMRC) or with your consent.
Your business contact details will be shared with the other members of the club on the basis so as to help enable networking and communication between members in accordance with the club’s aims and legitimate interests.
Certain financial and transactional details may be shared with the club’s treasurer and committee to help process your membership, organising networking meetings and events and collecting any necessary membership fees.
We do not envisage sharing your information outside of the European Economic Area and, in the event that this was required, we would only do this with your express, freely given consent or with appropriate safeguards having been put in place.
How long do we keep your personal information?
We will keep your personal information for the following periods of time:
|Circumstances in which personal information was provided||How long do we keep it?|
|Information submitted via website form (that does not lead to membership or mentoring)||12 months|
|Contact by any other means (e.g. email or telephone) (that does not lead to membership or mentoring)||12 months|
|In the course of your membership of the club||Usually 7 years from the end of your membership with the club|
|In the course of your mentoring by the club||Usually 12 months from the end of your mentoring with the club (unless it is followed by a period of paid membership)|
Your rights in relation to the personal information we hold
You have the right to:
- Request access to your personal data (commonly known as a “data subject access request”). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.
- Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.
- Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.
- Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.
- Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios: (a) if you want us to establish the data’s accuracy; (b) where our use of the data is unlawful but you do not want us to erase it; (c) where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or (d) you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.
- Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.
- Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.
- Website: readingbusinessclub.com
- Email: firstname.lastname@example.org
- Phone: 0118 334 8100
You have the right to complain to the Information Commissioner about the way in which we collect and use your personal data: www.ico.org.uk/concerns or telephone 0303 123 1113.