Canterbury Business Improvement District (BID) is a trading name of Canterbury Connected CIC a company incorporated and registered in England and Wales under company number 0693 7002 whose registered office is at 27 New Dover Road Canterbury Kent CT1 3DN. Canterbury BID is registered with the Information Commissioner’s Office as a data controller (No. ZA361969).
This notice describes the type of personal data we collect and how we may use and share that data. The term “personal data” means information about an identifiable individual which includes name, address, email, telephone number and other information relating specifically to an individual.
Canterbury BID is a not-for-profit company which has been established by our business community to project manage improvements and services in Canterbury City Centre.
What data we collect and how we use it
Canterbury BID Members
The information we collect, and hold includes your organisation’s name, telephone number and the address of the property that is liable to pay the BID levy. This information has been either obtained from data held by the Canterbury City Councils NDR team, or directly collected by the BID itself.
The personal information we gather only extends to the business representative’s mobile telephone number, job title, company and/or personal email address as may be supplied directly by the business representative.
In order to provide the services you have requested and the services laid out in the Canterbury BID Business Plan we will use your data to:
- Identify you as a Levy Payer if you contact us in relation to Canterbury BID.
- Keep track of important direct communications that we have with you by storing emails via an appropriately sourced CRM system.
- Send you email and postal communications to keep you up-to-date with progress, activities and services.
- To record your interest in, or attendance at an event. Given the nature of BIDs, it’s important for us to demonstrate consultation and engagement with our business community.
- For statistical analysis.
If you choose not to provide us with your personal data you may not be able to access some of the services we offer, such as our e-newsletter, offers, promotions or receive invitations to events and workshops.
Our lawful bases for our storing and processing of different sorts of personal data are:
- The data subject has given consent to the processing of his or her personal data for one or more specific purposes.
- Processing is necessary for compliance with a legal obligation to which the controller is subject.
- Processing is necessary for the purposes of the legitimate interests pursued by the controller or by a third party.
Use of images
Canterbury BID routinely uses photos and videos to promote our work and events via our social media accounts, our Website, our e-newsletter and other communications. At times, we may share your image for use by our partners to promote or advertise our events, projects, services and initiatives. Where possible, we will try to gain your consent in advance. However, if we are using an image of you, and you would like us to stop, please contact us. Please note, we do not pay or provide credit for use of your image in our photographs or videos.
MyCanterbury is delivered by Canterbury BID and funded by the businesses of Canterbury city centre. MyCanterbury provides information, deals and discounts which is promoted through a weekly newsletter. You may choose to subscribe to our newsletter from our website. In order to send you the newsletter we will collect your name and email address. We gather statistics around email opening and clicks using industry standard technologies.
Our lawful basis for holding this personal information is that you provide your Consent through opting in. You may withdraw your consent at any time by clicking the “unsubscribe” link contained in each newsletter.
Canterbury BID Customers
When you purchase a product or service from us we will collect the personal information required to perform the service. This information includes your name, billing and business addresses, email address, phone number and payment method.
Our lawful basis for collecting this information is that we have a Legitimate Interest to enable us to provide products and services to you.
Canterbury BID Employees
Recruitment – The information you provide during the recruitment process will only be used for the purpose of progressing your application and we will not share any of the information you provide during the recruitment process with any third parties. The information you provide will be held securely by us and/or our data processors whether the information is in electronic or physical format.
We will use the contact details you provide to us to contact you to progress your application. We will also ask you about your previous experience, education, referees and for answers to questions relevant to the role you have applied for. We will use the information you provide to assess your suitability for the role you have applied for.
Employment – If we make a conditional offer of employment we will ask you for information so that we can carry out pre-employment checks. We need to confirm the identity of our staff, their right to work in the United Kingdom and seek assurance as to their trustworthiness, integrity and reliability. You will therefore be required to provide proof of your identity and proof of your qualifications. We will contact your referees, using the details you provide in your application, directly to obtain references.
If we make a final offer, we will also ask you for the following:
- Bank details – to process salary payments;
- National Insurance number and tax codes for use with HMRC; and
- Emergency contact details – so we know who to contact in case you have an emergency at work.
During your employment with us we will collect and store information in your personnel file such as performance reviews and leave records.
Like most websites, we use third party companies, such as Google, to provide analytics software to monitor web visits. In this situation, cookies are used to provide us with information about how people use our site. This information is completely anonymous and is only used to improve the Website. Please consult Google’s information for privacy information relating to these cookies.
Links to Other Website
Making Contact via our website
You may choose to raise a query with us via the contact forms provided on our website or by emailing email@example.com. In this case we will collect and store your name and email address. As an alternative method of contact you may click on one of the email addresses on our website. In this case the link will open your own email application and you will not need to save your information on our website.
Personal Data Retention Periods
We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.
To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.
Data relating to:
- clients, customers and suppliers will be maintained for such periods as are laid down by the professional bodies responsible for the conduct of the Company and/or statutory and regulatory requirements.
- BID Levy payers will be maintained for 7 years after the delivery of the BID is completed.
- project delivery will be retained for 7 years after the end of the BID Development or 7 years after BID Delivery is completed.
- the recruitment of staff:
- If you are unsuccessful following assessment for the position you have applied for, your details be retained for up to a period of six months.
- If you become a member of staff the information you provide during the application process will be retained by us as part of your employee file for the duration of your employment plus 7 years following the end of your employment.
Where data has been collected from individuals who have undertaken the following activities with the BID, the retention period for this data will be for the duration of the BID life only:
- Subscribers to our social media
- Exhibitors and sponsors of our events (although financial records are kept for 7 years)
- Entrants to our surveys
Disclosure of information to outside parties
We do not circulate, exchange or sell personally identifiable data to outside parties without your express consent. We use a number of service providers to assist us deliver products and services to you and share necessary portions of your personal information with them:
- Our website hosting provider is CloudSpace.
- Our email newsletter provider, Think Systems UK Ltd, holds the personal information you provide that enables us to send you the newsletter. The information is only used for email newsletter subscriptions and no other purpose. The provider hosts your information outside of the EU but is an organisation that complies with the EU’s data privacy regulations;
- Contract documents, records and invoices of our suppliers are held on our server;
- Our accounting system, Xero, holds your personal information related to invoices and payments.
All of our service providers are required to maintain the confidentiality and security of your personal information and to use it only in compliance with applicable privacy laws. These companies are not authorised to use your information in any manner, other than in helping us to provide you with products and services or as otherwise required by applicable law.
We may release your information if we believe release is appropriate to comply with the law, enforce policies or protect our rights, property and safety. We may disclose data as required by order of court, jurisdiction or any judicial, governmental or regulatory body.
We share our employees’ personal information with our accountant for preparing payroll, with HMRC and with our pensions provider. We may also disclose specific personal information about you if required by law, governmental request or court order if, based on our good faith belief, it is necessary to conform or comply with such law, request or court order.
We maintain reasonable administrative, technical and physical safeguards in an effort to protect against the loss, theft, unauthorised access, use, modification and disclosure of personal information in our custody and control. We only provide access to personal information to employees and authorised service providers who require such information for the purposes described in this Privacy & Security Policy.
How We Protect Your Personal Data
We maintain administrative, technical and physical safeguards to protect against loss, misuse or unauthorised access, disclosure, alteration or destruction of the personal data you provide to Canterbury BID.
If you have any questions or comments about this Notice, would like to update your contact details and preferences, find out what data we hold about you or to tell us you no longer want us to process your personal data, you can email us at firstname.lastname@example.org
If you ask that we stop using your personal data, we will take reasonable steps and honour that request. However, we will retain records of your personal data as needed to comply with applicable law and for the purposes of voting in a BID renewal ballot.
How to make a complaint
If you are unhappy with the way that we have processed your data, or with aspects of our data protection policy, we would encourage you to contact us in the first instance. If you are dissatisfied with the way that we have handled your complaint (or if you would prefer to exercise your right to do so), you may contact the Information Commissioner directly. Information on how to do this can be found on their website.
Updates to Our Privacy Notice
Last updated: January 2021