Last updated: 30 September 2015
1. What information do we collect about you?
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. For details of how we handle information submitted through the Investment Centre site, please click here.
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.
2. What happens to the information?
The information will be used for the following purposes:
To help your business. We will use it to provide business support services and to advise you on your business.
• 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 produce statistics and to promote the success of the project.
To send you information that you ask us for and, if you have asked to be put on our mailing lists, information which we feel may be of interest to you.
To share with other delegates, with your permission, at certain events.
To notify you about changes to our services.
For customer satisfaction monitoring and evaluation of our services. Information about you will be passed to a third party organisation who may contact you to obtain your views on the service you have received, including customer satisfaction.
We also use your information to:
Ensure funding goes to the right businesses for the right purposes;
Measure the quality of our services and improve them;
Better understand the local business market;
Help us to service customers’ needs more effectively;
Ensure we meet our targets and other contractual commitments; and
Prevent and detect fraud and irregularity.
Where 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 supplied data to BE-NE Ltd or BE Commercial Ltd prior to 22nd April 2013, we have stored this on a CRM database which is based in the US, for audit purposes; we need to keep this data until 2025 to comply with our Funders’ regulations. We also use an events management system which is hosted in the US. We access this CRM and the events management system from the UK, which means we transfer personal information to a country outside the European Economic Area (EEA) and store it there too. The software suppliers, Oracle America Inc. and Cvent Inc., are both signatories to the US Government’s Safe Harbor framework, which means that the transfer complies with European data protection law and your information is protected.
Some of our staff may access your information from outside the 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 at least for the duration of any customer relationship we have with you, or as otherwise required by our Funders.
3. Who else will receive the information?
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 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.
4. How 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.
We use traffic analytics cookies to identify which pages are being used. This helps us analyse data about web traffic and improve our website in order to tailor it to our customer needs.
Using cookies helps us create better websites, providing customers with a better browsing experience. Cookies do not allow us to access your computer or any information in any way, other than the data you choose to share with us.
We use the free Google Analytics tool (see http://www.google.com/intl/en_uk/analytics/) to collect and analyse site statistics.
Google Analytics uses persistent cookies to track data. These cookies do not collect any personally identifiable information and are only used for the statistical collection of data such as visits and page hits. Google Analytics’ cookies store IP addresses but we cannot link those addresses to any individual or path through the website. Google uses the cookies to read information and evaluate visitors’ use of the website in the form of statistical reports that we can access. The Google Analytics’ code is incorporated into our site’s code so that our site serves the cookies, but Google has access to the cookies.
Google Analytics’ terms require us to reproduce the following wording in this policy:
To opt out of being tracked by Google Analytics across all websites visit http://tools.google.com/dlpage/gaoptout.
To find out more about cookies, including how to see what cookies have been set and how to manage and delete them, see the IAB website www.youronlinechoices.co.uk.
6. Further information
Please 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.
In addition, please contact us if you wish to:
See a copy of the information we hold on you. Please note that there is a statutory fee for this which is currently £10. We will also need sufficient evidence of your identity and sufficient details of the information you wish to see to enable us to locate it; or
Be added to, or removed from, our mailing lists.
Data Protection Officer
Spectrum Business Park
Further information about data protection issues including the online register of data controllers can be found on the Information Commissioner’s site at www.ico.gov.uk.