Privacy Policy

How Brackley Business Association handles your data

Privacy Policy - How We Handle Your Data

About This Policy

Brackley Business Association Ltd (“we”, “us”, “BBA”) is committed to protecting your privacy and personal data. This policy explains how we collect, use, store, and protect your information in accordance with UK GDPR and Data Protection Act 2018.

Data Controller: Brackley Business Association Ltd
Contact: hello@brackleybusiness.org.uk

What Information We Collect

Member Information

Business name and address
Representative name and position
Contact details (email, phone)
Business sector and description
Payment information
Meeting attendance records

Website Visitors

IP addresses and browser information
Pages visited and time spent
Cookies for functionality
Form submissions

Communications

Email correspondence
Meeting notes and minutes
Photos from events (with permission)
Feedback and complaints

How We Collect Information

Directly From You

Membership application forms
Website contact forms
Email communications
Meeting registrations
Event sign-ups

Automatically

Website analytics
Email open/click tracking
Meeting attendance systems
Payment processing

Why We Use Your Information

Membership Management

Process applications
Manage member database
Send communications
Organize meetings
Maintain democratic processes

Service Delivery

Business directory listings
Event organization
Grant applications
Council representation
Marketing activities

Legal Obligations

Company law compliance
Financial record keeping
Health and safety
Data protection compliance

Legitimate Interests

Website functionality
Improving our services
Preventing fraud
Protecting our reputation

Legal Basis for Processing

We process your data under:

Contract: Membership agreement
Legal Obligation: Company law requirements
Legitimate Interest: Member communications
Consent: Marketing emails (opt-in)

Never Shared

We never sell or rent your personal data.

Accountants: For financial record keeping
Legal Advisors: When required for legal matters
IT Providers: For secure data storage
Payment Processors: For membership fees
Councils: When representing members (with consent)

Public Information

With your consent, we may include in public directories:

Business name and contact details
Business description
Website and social media links

How Long We Keep Information

Active Members: Throughout membership plus 6 years
Former Members: 6 years after leaving
Website Data: 2 years
Financial Records: 6 years (legal requirement)
Meeting Minutes: Permanently (governance record)

Your Rights

Access Your Data

Request copy of information we hold
Understand how it’s used
Check accuracy

Rectification

Correct inaccurate information
Complete incomplete records
Update changed details

Erasure (“Right to be Forgotten”)

Request deletion of data
Not applicable to legal obligations
May affect membership status

Restrict Processing

Object to certain uses
Suspend processing pending resolution
Maintain but not use data

Data Portability

Receive data in standard format
Transfer to another organization
Applies to electronically provided data

Object to Processing

Marketing communications
Automated decision making
Legitimate interest processing

Security Measures

Technical Security

Encrypted data storage
Secure website (HTTPS)
Regular security updates
Access controls
Backup systems

Organizational Security

Staff training
Access on need-to-know basis
Clear data handling procedures
Regular policy reviews
Incident response plans

Cookies and Website

Essential Cookies

Session management
Security features
Form functionality

Analytics Cookies

Website usage statistics
Improvement insights
No personal identification

Managing Cookies

Browser settings control
Opt-out options available
Functionality may be affected

Children’s Privacy

We do not knowingly collect information from children under 16. If you believe we have such information, please contact us immediately.

International Transfers

We only use UK-based service providers where possible. Any international transfers comply with adequate protection standards.

Data Breaches

In the unlikely event of a data breach:

We’ll investigate immediately
Notify authorities within 72 hours
Inform affected individuals
Take remedial action
Review and improve security

Changes to This Policy

We may update this policy to reflect:

Legal requirement changes
Service improvements
Technology updates
Best practice developments

Changes will be:

Posted on our website
Notified to members
Effective from publication date

Contact Us

Data Protection Queries

Email: hello@brackleybusiness.org.uk
Subject: Data Protection Query

Making Requests

Please include:

Your full name
Business name (if member)
Contact details
Specific request details
Proof of identity

Response Times

Acknowledgment: Within 5 working days
Full response: Within 1 month
Complex requests: Up to 3 months

Complaints

If you’re unhappy with how we handle your data:

Contact us first: hello@brackleybusiness.org.uk
Information Commissioner’s Office: ico.org.uk

ICO Contact Details

Website: ico.org.uk
Phone: 0303 123 1113
Post: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF

This policy works alongside:

Articles of Association
Membership Terms
Code of Conduct
Website Terms of Use

Last Updated: June 2025
Next Review: June 2026

Your privacy matters to us. We’re committed to handling your data responsibly and transparently.