Last updated: 5 October 2016
This policy applies to the personal information you give us or which we receive. Please read this policy carefully.
1. What information do we collect about you?
We may collect and use the following information about you:
2. What happens to the information?
The information will be used for the following purposes:
We also use your information to:
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 these systems from the UK, which means we transfer personal information to a country outside the European Economic Area (EEA) and store it there too. We ensure that the transfer complies with European data protection law and that your information is protected through contract clauses and the EU-US Privacy Shield framework.
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 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:
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 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.
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:
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.org.uk