Last updated: 6 August 2013
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:
- 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.
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 access this CRM 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 supplier, Oracle America Inc., is a signatory 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 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:
- Audit and monitoring;
- Detection and prevention of fraud and irregularity;
- Documentary evidence of funding;
- Production of case studies and demonstration of best practice;
- Sending you further information which may be of interest to you (but only if you agree).
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.
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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 (seehttp://www.google.com/intl/en_uk/analytics/) to collect and analyse site statistics.
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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
Tel: 0191 426 6154
Fax: 0191 581 7604
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.