Privacy Policy
BAFSA in Great Britain & Northern Ireland Privacy Notice (including use of Cookies)
The British Automatic Fire Sprinkler Association (“BAFSA”) promise to respect the confidentiality of any personal data you share with us, or that we have access to through BAFSA, to keep it safe, and we will always take every effort to protect your privacy. We pride ourselves on our honesty and openness and will always be clear how, when and why we collect and process your information; we promise we will never do anything with your details that you wouldn’t reasonably expect. Developing a better understanding of our members and supporters is crucial, and your personal data allows us to manage your membership and provide the services you are entitled to.
It is expected that BAFSA team members, as represented on the BAFSA website :
https://www.bafsa.org.uk may also process member personal data on behalf of and they too will also be bound by this privacy notice.
We collect information in the following ways:
When you give it to us DIRECTLY
There are many ways you may give us your information. For example, when you join as a member, attend a committee, register for a seminar, subscribe to receive news, subscribe to a BAFSA publication, exhibit at an event, purchase our products or communicate with us either by phone, in writing, including email or in person. We are responsible for your data at all times.
When you give it to us INDIRECTLY
Your information may be shared with us by independent organisations. Independent third parties will only share your information when you have consented. You should check their Privacy Notice when you provide your information to understand fully how they will process your data.
Via Social Media
Depending on your settings or the privacy notices for social media and messaging services like Facebook, WhatsApp, LinkedIn or Twitter, you might give us permission to access information from those accounts or services.
Via information available publicly
This may include information found in places such websites, Companies House and information that has been published in articles/newspapers.
Cookies
Like most websites, we use “cookies” to help us make our site, and the way you use it, better. We do not store any personal data in the cookies that we use.
Cookies mean that a website will remember you. They’re small text files that sites transfer to your computer (or phone or tablet). They make interacting with a website faster and easier – for example by automatically filling your name and address in text fields.
In addition, the type of device you’re using to access our website or apps and the settings on that device may provide us with information about your device, including what type of device it is, what specific device you have, what operating system you’re using, what your device settings are. Your device manufacturer or operating system provider will have more details about what information your device makes available to us.
The type and quantity of information we collect and how we use it depends on why you are providing it. You should be able to control what cookies are placed on your device through your browser settings. Go to
www.aboutcookies.org to find out more about cookies, including how to see what cookies have been set and how to manage and delete them.
We use Google Analytics to analyse the use of our websites by generating statistical and other information.
Details captured during your visit to our websites will include, but are not limited to, traffic data, location data, weblogs and other communication data and the resources you access. However, all data collected is anonymous and will not identify you as an individual.
Google, not the Association, stores this activity information. You can view Google’s privacy notice here.
What personal information we collect and how we use it
We will only ever capture the minimum amount of information that we need to in relation to your membership, support or services we provide to you and we promise to keep your information secure. The personal data we will usually collect is:
- Your name
- Company and company address
- Your contact details : email address; office phone number; mobile phone number
- Your bank or credit card details (as relevant to the service provided)
- Details of the enquiry, service or product
Where it is appropriate, we may also ask for additional information
How we will use your data
We will use your personal data for the legitimate interest of conducting core business activities, these will include:
Sensitive information
We do not collect any personal information on members classified as ‘sensitive’ under GDPR.
Employees
We will collect all personal information required to comply with employment legislation, including where necessary sensitive information. This may include medical information and where additionally appropriate we will perform a criminal record search. To prevent discrimination and to ensure diversity, we shall request information from the employee on religion, sexuality and ethnicity.
Data sharing with our service/host providers
In the course of our legitimate business activities, there may be a need for us to share, or give access to, your personal data to third parties that provide us with services or host our applications/software that you may access, for instance:
- Publishing & Exhibition Services – our Comms & Market Development provider
- Banking organisations – those that provide our banking/payment services
- RIASCA – our web service provider
- MailChimp – our communication mailing software service provider
We will ensure that data processing agreements, compliant to GDPR, are in place before sharing with, or giving access to, your data with any of our service/host providers.
Sharing within BAFSA
In the course of its activities and in pursuance of its goals, BAFSA may share information with other BAFSA members
Sharing with partners
In the course of its activities and in pursuance of its goals, BAFSA may share information with the following bodies:
- Fire Sprinkler Network
- European Fire Sprinkler Network
- Business Sprinkler Alliance
- All Party Parliamentary Fire Safety Rescue Group
- Institute of Fire Engineers
- National Council of Fire Chiefs
When you give information to us it will be shared within the wider organisation to facilitate your membership or support and to provide the service afforded to you as part of that membership/support. We will ensure that data processing agreements, compliant to GDPR, are in place before sharing your data within the wider organisation.
BAFSA will neither store or share any of your personal information associated with your membership and will process your data in accordance with this BAFSA privacy notice.
Sharing with third parties
We will never commercially sell your personal data to anyone else. We will only ever share your personal data in other circumstances, not listed above, if we have your explicit and informed consent at the time of collection. However, we may need to disclose your details if required to the police, other agencies, for example HMRC, regulatory bodies or our legal advisors.
How we keep your information safe and who has access to it
We ensure that there are appropriate physical and technical controls in place to protect your personal details. For example, our network is protected and routinely monitored. Confidential paper waste is shredded.
We undertake regular reviews of who has access to information that we hold to ensure that your personal information is only accessible by appropriate parties. We have a duty to report certain types of personal data breaches to the relevant supervisory authority, and where feasible, we will do this within 72 hours of becoming aware of the breach. If a breach is detected and likely to result in a high risk of adversely affecting you, we will inform you without undue delay.
Where we store your information
Your personal information will be hosted securely within the UK.
How long we retain your information and how we keep it up to date
We will only keep your information for as long as we need it to assist you with your enquiry, process your membership, support, event registration or other services associated to your BAFSA membership. There are statutory timescales on how long we should keep your information. We shall delete your information according to these statutory limits.
Individual members are responsible for keeping their membership data up to date and have access to the BAFSA Members only section for this purpose. In addition, where necessary, we will keep your information accurate and up-to-date.
Your rights
The General Data Protection Regulations gives you certain rights and these are listed below for your convenience, further clarification of your rights is available on the Information Commissioners website
- You have a right to be informed when your personal data is being collected, what is collected and how it will be used or shared.
- You have a right of access to your personal data: the right of access allows you to be aware of and verify the lawfulness of the processing of your personal data. You can also request a copy of the information which we hold on you. This information will be provided free of charge.
- You have a right in certain circumstances to have inaccurate personal data rectified, blocked (restrict processing), erased (right to be forgotten), or destroyed.
- You have a right in certain circumstances to object to the processing of your personal data for such reasons as direct marketing, automated decision making, profiling; although we can confirm we make no decisions on you using an automated process.
- You have a right in certain circumstances to data portability.
In certain situations, these rights may not apply, for example if you are a valid member we will need to communicate with you about your membership and those services afforded to you as part of that membership; you hold a council or committee office and we need to communicate with you in relation to that office, in which case you will not be able to unsubscribe from these communications. We collect and process your personal data through legitimate interests or because you have provided it to us to enable us to deliver a service to you. We will only process your personal data as you would reasonably expect us to. You can opt out of our general member mailings at any time.
Finally, if you are unhappy with how we have processed your information, you have the right to lodge a complaint with the Office of the Information Commissioner, contact details below.
Changes to this privacy notice
We may change this privacy notice from time to time. If we make any significant changes in the way we treat your personal information we will make this clear on our website
www.bafsa.org.uk or by notifying you directly.
Complaints
If you are unhappy with how we have processed your personal information, please firstly contact the BAFSA Chief Executive.
Ali Perry
British Automatic Fire Sprinkler Association
BAFSA PO BOX, PO Box 28683,
EDINBURGH
EH4 9GN
If you are still unhappy you may contact the following:
Information Commissioner’s Office:
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline: 0303 123 1113 (local rate) or +44 1625 545 745
