This privacy notice explains when and why we collect personal information about visitors to our website, how we use it, the conditions under which we may disclose it to others and how we keep it secure.
We may change this notice from time to time so please check this page occasionally to ensure that you’re happy with any changes.
2. About South Wales Chamber of Commerce
South Wales Chamber of Commerce (the Chamber) is a membership-based organisation. Our mission is to strengthen member businesses and stimulate Welsh business prosperity generally through the provision of relevant information, services and advocacy.
The Chamber is part of a network of 53 Chambers of Commerce across the UK accredited by the British Chambers of Commerce (BCC). One purpose of the Chamber is to “promote support or oppose any legislation or policies”. This objective is stated in the Chamber’s Articles of Association (see section 2(d) of Chamber AoA, view excerpt of Aims & Objects (Section 2) here). We will provide BCC with your company’s email address in order for BCC to conduct research into the impact of policies on your business.
Our ICO registration number is: Z2590778
3. What sort of personal data do we collect?
We collect the following types of personal information:
- Member contact name(s), invoicing and business address(es), email(s) and telephone number(s).
- Basic payment information for membership, training, event ticket payments etc. We do not collect payment card details.
- User social media username, if you interact with us through those channels, to help us respond to your comments, questions or feedback.
4. How do we collect personal data and where is it stored?
The Chamber collects information directly from individuals or their parent companies who are members or interested generally in the Chamber, its services and activities. The information may be collected through e-mails, phone calls, online forms, face to face meetings and through the members’ dashboard area.
The members’ area is stored directly on our CRM and is accessed only via the website. Members are responsible for uploading and maintaining information about their company, including membership contact details, using their membership dashboard. Details of how to access your dashboard are provided in your membership package when you become a member. If you need any assistance accessing your membership dashboard, please contact us at email@example.com.
All personal information gathered from the website is stored in the UK.
5. Why do we use your personal data?
We use your personal information to:
- Provide your membership services, e.g. the members’ dashboard.
- Manage training course and event attendance.
- Seek the views or comments of business people on emerging political or economic issues.
- Process and respond to queries received.
- Process payments for the services we provide.
- Engage with businesses via social media.
- Develop and customise our services to meet the needs and preferences of members, and to bring to their attention member services, events, networking opportunities and training courses.
- Analyse the website statistics of user behaviour to measure interest in and use of the different sections of our website, and to improve the features and content of the website.
We do not pass information on to third parties for advertising purposes.
6. Our lawful bases for processing personal information
We rely on the following 5 lawful bases for processing personal information:
We need personal data to comply with our contractual obligations to you, for instance if your business becomes a member or if you book onto a course.
We are legally required to keep some information, such as certification and financial data.
We use personal information where we have been mandated by a public authority to issue, for example, international trade certificates.
We also use personal information to pursue our legitimate interests in a way which might reasonably be expected as part of running our business and which does not materially impact your rights, freedom or interests. For example, properly administering our website, the day-to-day provision of our services, and to respond to your queries about the Chamber and its services.
We may explicitly ask for your consent to use your data, for example, when you tick a box to opt-in for your business to receive notification of events or training from us.
7. When do we collect personal data?
- When a business becomes a member we collect contact details that identify the appropriate individuals for us to contact within the member business.
- As a security check when member businesses login to their membership account.
- When businesses upload personal information to their membership dashboard.
- When people book, or are booked in by their company, to attend training courses or events.
- When individuals pay for our services on behalf of their business.
- When people lease a commercial property from us on behalf of their business.
- When people engage with us on social media.
- When we are contacted with queries, complaints etc.
- When individuals enter prize draws or competitions run by the Chamber.
8. How we protect personal data
All personal information generated via this website is stored in a secure server the overall security of which is managed by our website administration contractor. Access to the personal data is limited to those Chamber employees, contractors or agents who have a legitimate business need, such as managing memberships, letting properties or processing payments.
The Chamber’s employees, contractors and agents are subject to a duty of confidentiality and due care which includes proper handling of personal information. All employees are trained on data security and information protection.
9. How long do we keep personal data?
We keep website generated personal information on our CRM for the following periods:
- Award entrant data is deleted 2 years after the finalists for that year are announced.
- The lapsed membership data is deactivated after 1 year and deleted after 10 years.
- Cancelled memberships are deactivated within a calendar month and deleted after 3 years unless specifically requested.
Members are responsible for updating and maintaining the accuracy of their information in the Members’ dashboard area.
Some data, such as financial information, must be kept for legally prescribed periods. When deciding how long to keep personal information with no prescribed legal retention period, we take into account the purpose or purposes for which we hold the information.
10. Who do we share data with?
We share personal data with our contractors including our public relations company, our CRM and website administrator and our certified document provider. We use Google Analytics and Google Tag Manager for website analytics, MailChimp for member newsletter and information mailouts and SagePay for online payments. Sometimes our contractors collect and administer personal information on our behalf, for example our website administrators implement website analytics and our PR company sends out our newsletters.
Personal data will not be transferred to any agency located outside the EU unless consent has been gained. Data would only be sent if the business concerned was using our trade certification scheme to trade outside the EU and, for example, contact information needed to be sent to an embassy to facilitate this.
On an aggregate basis without any identifiers, personal data may be used to provide third parties with information such as the composition of our membership, to help us develop new member services and products, and to provide sponsors and others with aggregate information about members and visitors, and how they use our website and services.
Our policy is that:
- We only provide the data needed for third parties to perform their specific services.
- Third parties may only use personal data for the exact purposes we specify in our contract with them.
- We work closely with third parties to ensure that personal privacy is respected and protected.
- If we stop using the services of a third party, any personal data held by them will either be deleted or rendered anonymous.
We do not sell data on to third parties for advertising or any other purpose.
British Chamber of Commerce Surveys
We share a small amount of personal information with our accrediting organisation, the British Chambers of Commerce (BCC).
BCC will not contact your business for any other purpose other than to notify you of an opportunity to respond to a national policy survey. Each year, BCC conducts around five surveys which directly help us develop and shape Government policy across a range of areas, including business taxation, international trade, and employment conditions. The data from these surveys are completely anonymised and aggregated so that individual responses cannot be identified. The anonymised data are then presented in closed briefings with stakeholders across UK Government, and shared publicly through BCC’s press team.
The purpose of carrying out the surveys is to produce reports, which BCC and the Chambers can then use in their activities in promoting and protecting the interests of UK businesses; in other words, they are part and parcel of the function and purpose of BCC and the Chamber.
You can contact us if you do not wish to be contacted by BCC, and you will have the opportunity to unsubscribe from BCC’s research mailing list at any point. If your or your parent company’s membership of a local Chamber has lapsed, the BCC may continue to contact you about opportunities to respond to business surveys. You can choose to opt in or out of further contact with the BCC.
11. What are your rights?
An overview of your rights
You have the right:
- To be informed of the ways in which we use your personal information.
- To access any personal information we have about you.
- To request the correction of your personal information when incorrect, out of date or incomplete.
- To request the deletion of your personal information.
- To request us to restrict or suppress the processing your personal information.
- To request that we provide a copy of your personal information to you in a structured, commonly used and machine readable format.
- To object to us processing your personal information.
- To lodge a complaint with the Information Commissioner’s Office (ICO) which is the appropriate UK supervisory authority if you feel that we have not respected your rights. They can be contacted via their website ico.org.uk.
We do not use personal information for automated decision making or profiling.
If your business is a member and you wish to amend your information, please update your online account via your membership link (you will need your password) or contact firstname.lastname@example.org for assistance.
12. Changes to this Privacy Notice
We will review this notice regularly, so please check back from time to time to ensure you are still happy with it.
The last date the notice was reviewed was 01 October 2019.