Last updated: 15th May 2018
This policy applies to the personal information you give us or which we receive. Please read this policy carefully.
What information do we collect about you?
Much of the information we hold will have been provided by you, but some information may also come from external agencies, intermediaries or others who have referred you to us for assistance, or from previous employers if you are applying for a job, and we may source some data from publicly available sources.
We collect, store, and process personal data about you, for example your name, job title, email address and telephone number, as well as details about your business, for example company size, turnover, sector and growth plans.
We may collect and use the following information about you:
Information which you give us as our customer – for example when we advise you, when you attend an event, when you sign up to one of our services, or when you ring us or we call you. Please note that calls may be recorded for training and quality assurance purposes;
Information that you provide on any application form, claim and follow-up forms for funding in relation to a project, which may include baseline and impact data;
Information which you give us when you apply for funding – which might be for a project or for your organisation;
Information we receive from external agencies, intermediaries or others who have referred you to the BE Group for assistance;
Information that you give us when you apply for a job.
Why do we need the information?
We use your information to enable us to run our business and manage our relationship with you effectively, lawfully and appropriately.
The information will be used to deliver business services to you and manage contracts as follows:
To help your business. We will use it to check your eligibility and where applicable provide business support services and to advise you on your business;
To deliver services to you that you have signed up for;
To process your application for funding. If your application is successful, we will produce a funding agreement and administer the funding;
We will also use the information for audit and management information purposes, to report to our Funders and to produce statistics and to promote the success of the project;
To share with other delegates, buyers and suppliers, with your permission, at certain events;
To process job applications and manage any subsequent contracts of employment;
To manage relationships with our suppliers, contractors and associates; and
To notify you about changes to our services.
We also use your information for the following legitimate business reasons:
To measure the quality of our services and improve them; for example, through customer satisfaction, monitoring and evaluation of our services – we may use a third party to carry this out on our behalf;
To help us service customers' needs more effectively and to develop and maintain meaningful relationships, recognising the different ways in which we have interacted with you and the range of services you have received;
To send you updates about the service you have registered for and to let you know about other business support opportunities, services and events from BE Group, but only where we feel these will be of interest to you or your business;
To deliver a better, more personalised service and content based on your use of our websites;
To grow our business and contact new prospects about relevant business services that we offer;
To better understand the local business market and analyse our impact on the wider economy;
To ensure funding goes to the right businesses for the right purposes;
To ensure we meet our targets and other contractual commitments; and
To prevent and detect fraud and irregularity.
You may be able to object to these uses by contacting us.
Where do we store your information?
We store information in the UK on our own servers and in paper files. We also use a customer relationship management (CRM) database which is based in the EU.
If you register for an event we use an events management system which is hosted in the US; we ensure that the transfer complies with European Data Protection Law and that your information is protected by the EU-US Privacy Shield Framework.
Some of our staff may access your information from outside the European Economic Area (EEA), for example using a laptop or handheld device.
IT suppliers outside the EEA, like Oracle, may also have incidental access to your information for the purpose of providing IT support.
How long will we hold your information?
We will store your information securely at least for the duration of any customer relationship we have with you, or as otherwise required by our Funders which could be for two years after the closure of the 2014-20 ERDF programme.
If you apply for a job and are unsuccessful, we will retain your details for 6 months.
Who else will receive the information?
We may disclose your information to the following types of organisation:
(1) Funders, auditors, advisers and authorities
Our services are funded by a number of external organisations (Funders). Your information may be passed to those Funders, their auditors and advisers for their own purposes such as:
Audit and monitoring;
Detection and prevention of fraud and irregularity;
Documentary evidence of funding;
Production of case studies and demonstration of best practice;
Sending you further information which may be of interest to you (but only if you agree).
Our Funders may be required to disclose information about you or your business in response to a request under the Freedom of Information Act 2000, unless an exemption applies. Although companies in the BE Group are not subject to the Freedom of Information Act 2000, we may be asked to assist Funders with requests that they receive.
We may share your information with our advisers so we can take advice, or with our own auditors for auditing purposes. We will disclose your information to regulatory or enforcement authorities if asked to do so, or to a third party in the context of actual or threatened legal proceedings.
As well as the employees, officers, auditors and other agents of the BE Group, the Secretaries of State, the European Commission, the European Court of Auditors, the National Audit Office, (and any successor to any of the foregoing bodies) may examine, audit or copy the information contained in any document or record (whether paper or electronic) relating to the services provided to you.
(2) Other business support organisations
We will share management information and statistics with other business support organisations in the UK for the purpose of improving business support services, but not in a way that identifies individuals.
We may also need to share your information, both core details about you and your business and details of our interactions with you, with other business support organisations involved in your project, to improve the quality of business support given to customers. We will discuss this with you at the time. We will only share your information if you want to receive these additional services from other organisations.
(3) Organisations referring customers to the BE Group
We will usually share your information, both core details and details of our interactions with you, with any organisation which referred you to us, so they know the outcome of the referral.
(4) BE Group companies
We will share your information within our group, which means the ultimate holding company, its subsidiaries and their subsidiaries, as defined in section 1159 of the Companies Act 2006. Our group companies will use your information to provide business support services to you and, if you’ve asked to be on our mailing lists, to send you further information which may be of interest to you.
We may allow third party providers and contractors who supply services to us or who process information on our behalf incidental access to your information. We will ensure that we have appropriate contracts in place and that they keep your information secure and do not use it for their own purposes.
We may share your information with another organisation which buys one or more of our group companies or our assets or to whom we transfer our agreement with you and in the course of any negotiations which may or may not lead to such a transfer or sale.
How do we safeguard your information?
We will keep your information secure by taking appropriate technical and organisational measures against the unauthorised or unlawful processing of that information and against its accidental loss, destruction or damage.
What are your rights?
Subject to certain conditions, you have the following rights in relation to the personal data that we hold about you:
To obtain a copy of your personal data;
To restrict or object to our use of your personal data;
To ask us to delete or correct your personal data;
Where you have provided consent, to withdraw it;
To transfer your personal data to another data controller;
To make a complaint to the Information Commissioner’s Office (ICO) if you think we are not handling your personal data fairly or in accordance with the law.
Please also let us know (using our contact details below) if there are any changes to your information, or if you notice any mistakes in the information that we hold about you as this helps us to keep it up to date and reliable. We may contact you from time to time to check whether the information we have on you is still accurate and up to date.
You can also contact us if you want to be added to, or removed from, our mailing lists:
Data Protection Officer
Spectrum Business Park
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