Essex Chamber of Commerce (“the Chamber”) honours the rights of its members, employees and other users’ including website visitors’ right to privacy and data protection. The Chamber is fully committed to complying with the provisions of all applicable Data Protection legislation and regulations such as Data Protection Act and EU GDPR.
As the context may so require.
The Policy will inform you as to how we collect, use, handle and disclose your personal data, as well as telling you about your privacy rights and how the law protects you. If you need any more information about our data protection practices, please contact us.
The Policy describes how the Chamber collects and processes your personal data, including any data you may provide when you contact us via e-mail, telephone, post, through social media or the Chamber’s website, or where you subscribe to our newsletters or other publications, attend our events, use our website, purchase any services or membership from us, interact with us in person, respond to any survey or other similar medium, get in contact with us, or otherwise engage with any of the services we provide to you.
The Policy is effective as of 1st May 2018. The policy will be continuously assessed against new technologies, business practices, regulatory changes and the evolving needs of the Chamber and the membership services provided by the Chamber. We are registered with the Information Commissioners Office (ICO); the UK’s Data Protection Authority.
You have the right to make a complaint at any time to the ICO, the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.
The data controller for all personal data collected by the Chamber is the Essex Chamber of Commerce with its registered office at 34a Star Lane Industrial Estate, Star Lane, Great Wakering, Southend-On-Sea, England, SS3 0FF. This means that we are responsible for deciding what data we collect and how we hold and use your personal data. We will implement appropriate data security measures for protecting the data from unauthorised access and loss, as laid out in the Security section of this Policy.
Data protection principles
The Chamber adheres to the principles set out in data protection legislation when handling personal data. These principles require personal data to be:
We are also responsible and accountable for ensuring that we can demonstrate compliance with the data protection principles listed above.
We may collect, use, store and transfer different kinds of personal data about you. We collect and process personal data about you when you:
Personal data is usually collected from you through direct interaction with us (either in person, by phone, by e-mail, by post, via social media or through this website). For example, you will provide your personal information when you submit an enquiry to us, or otherwise engage with us for our services.
The Chamber does not collect personal data about individuals except when there is a legitimate business requirement or when such information is provided on a voluntary basis.
Unless expressly stated otherwise, this website is not intended for children and we do not knowingly collect data relating to children.
Please note: on occasion, the British Chambers of Commerce (BCC) will act as a data processor on behalf of the Chambers. The BCC may process information from the Chambers and other regional chambers, and specifically may collect the first name and email address from each member of the Chambers for the purposes to conducting a national survey.
The personal data that we collect will include:
If you fail to provide personal data: Where we need to collect personal data by law, or under the terms of our contract with you, and you fail to provide that data when requested, we may not be able to provide our services. If so, we may have to terminate our contract with you but we will notify you if this is the case at the time.
Purpose of Processing
The personal data collected is used by the Chamber to give you information in relation to: Chamber membership, the Chamber’s website, other Chamber services, customer administration, prospecting new members, account management with existing members, to process and respond to queries received from the public or other relevant stakeholders, to contact you to seek your views or comments on emerging political or economic issues and to send marketing communications on the Chamber’s behalf or on behalf of the Chamber’s patrons and strategic partners.
The Chamber may perform statistical analyses of user behaviour and characteristics to measure interest in and the use of various sections of the website.
The personal data held by the Chamber may also be used on an aggregate basis without any personal identifiers to provide third parties with information, such as the composition of membership, and to help us develop new member services and products, improve the features and content of the website or other marketing material, and to provide sponsors and others with aggregate information about our members, website users and their usage patterns in relation to services and/or the website.
If you or your parent company are a current member of the Essex Chamber of Commerce, choosing to opt out of promotional emails will not stop all communication from us. By becoming a member of the Chamber, your business is signing you up to receive certain information related to the organisation. It is a constitutional requirement for us to send this information to you.
If you are not a member of the Chamber or if you or your parent company’s membership has lapsed, you can choose to opt in or out of further contact with us. We also receive non-member data through networking (e.g. business cards, event registrations) and add these details, if relevant, onto our CRM or other data management system. We may on occasion purchase ‘opt-in’ data (lists from reputable providers) for promotional campaigns.
The personal data collected is stored in the Chamber’s CRM system and other appropriate data management systems, both paper-based and electronic. Personally identifiable information will not be disclosed to any third party except if permission has first been obtained from the users.
The data will not be transferred to any agency located outside the EU.
At regular intervals, we will:
Delete Your Personal Data
You have the right to delete or request that the Chamber assist in deleting the Personal Data that the Chamber has collected about you.
Members may update, amend, or delete company information at any time by signing in to your account, if you have one, and visiting the account settings section that allows you to manage your company information. You may also contact the Chamber to request access to, correct, or delete any personal information that you have provided to the Chamber.
Please note, however, that the Chamber may need to retain certain information when we have a legal obligation or lawful basis to do so.
We may use third party provided tools to manage our social media interactions. If you send us a private or direct message via social media the message may be stored on these platforms. Like other personal data, these direct messages will not be shared with any other organisations.
Links to Third-Party Sites
The Chamber is a membership organisation and for its legitimate business interests, must maintain contact information on its members and the wider business community to communicate information on membership.
We may use your contact details to send you marketing communications if you are a client and you have expressly given consent to receive those marketing communications.
If you do not wish to receive marketing material, you may opt out. Every marketing e-mail will include an ‘unsubscribe’ link at the bottom. You may also notify the Chamber in writing via email@example.com. If your parent company has nominated you as a relevant contact required to receive information on its behalf, you cannot opt out of important information the Chamber is required to provide you as per the Chamber’s contractual obligations to its members.
From time to time, the Chamber collaborates with other relevant organisations and companies to promote other programs that may be of interest to members and the wider business community. In such cases, the Chamber does not provide these organisations with any personally identifiable information but may distribute the organisation’s information on their behalf to those who may legitimately be benefited from receiving such information or have elected to receive such information.
We will not share your information for marketing purposes with any company or other entity outside of the Chamber and BCC, unless we have your opt-in consent to do so.
You can ask us or third parties to stop sending you marketing messages by getting in contact with us at any time or clicking the “unsubscribe” button in the relevant e-mail.
Lawful basis for using your information
In some cases, we will only use your personal information where we have your consent or because we need to use it in order to fulfil a contract with you (for example, because you have a membership with us, have signed-up to any of our events, or have requested our services, and we need to provide them to you).
Generally, we do not rely on consent as the lawful basis for processing your personal data, although we will get your consent before sending third party direct marketing communications to you. You have the right to withdraw consent to marketing at any time by getting in contact with us.
There are other lawful reasons that allow us to process your personal information, including where we have a “legitimate interest”. This means that the reason that we are processing information is because there is a legitimate interest for the Chamber to process your information.
Whenever we process your personal data on the basis of a “legitimate interest”, we make sure that we take into account your rights and interests and will not process your personal information if we feel that there is a disproportionate privacy impact on you.
Under certain circumstances, the Company may be required to disclose Your Personal Data if required to do so by law or in response to valid requests by public authorities (e.g. a court or a government agency).
Change of purpose
We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us.
If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.
Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.
Disclosures of your personal data
We may have to share your personal data with the parties set out below for the purposes set out above.
We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We provide third-party advertising companies with Aggregated Data so that you may receive tailored advertisements, services, and information based on your visits to our website. However, we do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.
The Chamber uses reasonable measures to safeguard personally identifiable information. The implemented measures will be appropriate to the type of information maintained and compliance with all relevant legislation governing protection of personal information.
Measures are implemented to preserve the confidentiality, integrity and availability of the personal information. We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to only those employees, contractors or agents who have a legitimate business need to have access to that data. The employees, contractors or agents will process your personal data in accordance with our instructions. They will be subject to a duty of confidentiality and due care with respect to handling the personal data.
We have put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so. The Chamber’s employees are trained on data security and information protection. Relevant areas of the Chamber’s website will employ Secure Socket Layer (“SSL”) or Transport Layer Security (“TLS”) encryption technology to enhance data privacy and help prevent loss, misuse, or alteration of the information collected and retained by the Chamber.
Your legal rights
Under certain circumstances, you have rights under data protection laws in relation to your personal data.
If you wish to exercise any of the rights set out above, please contact us.
No fee usually required
You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances.
What we may need from you
We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.
Time limit to respond
We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.
Please e-mail firstname.lastname@example.org or send a letter marked “Data Protection” to the Chamber’s offices at 34a Star Lane Industrial Estate, Star Lane, Great Wakering, Southend-On-Sea, Essex, SS3 0FF.