SHEP understands that your privacy is important to you and that you care about how your personal data is used and stored.We will collect and use personal data in ways that are described here, and in a manner that is consistent with Our obligations and your rights under the law.
1. Definitions and Interpretation
In this Policy, the following terms shall have the following meanings:
“personal data” means any and all data that relates to an identifiable person who can be directly or indirectly identified from that data. In this case, it means personal data that you give to as part of daily business duties. This definition shall, where applicable, incorporate the definitions provided in the EU Regulation 2016/679 – the General Data Protection Regulation (“GDPR”).
2. Information About Us
2.1 SHEP c/o BFPA, Cheriton House, Cromwell Park, Chipping Norton, Oxfordshire OX 7 5SR. Tel: 01608 647900.
2.2 Our representative for Data Protection issues is Chris Buxton, who can be contacted by email at email@example.com, by telephone on 01608 647900, or by post at the above address.
2.3 Our website http://www.shepuk.co.uk is owned and operated by SHEP.
3. What Does This Policy Cover?
4. Your Rights
4.1 As a data subject, you have the following rights under the GDPR, which this Policy and Our use of personal data have been designed to uphold:
4.1.1 The right to be informed about Our collection and use of personal data
4.1.2 The right of access to the personal data We hold about you (see section 12)
4.1.3 The right to rectification if any personal data We hold about you is inaccurate or incomplete (please contact Us using the details in section 13)
4.1.4 The right to be forgotten – i.e. the right to ask Us to delete any personal data We hold about you (We only hold your personal data for a limited time, as explained in section 6 but if you would like Us to delete it sooner, please contact Us using the details in section 13)
4.1.5 The right to restrict (i.e. prevent) the processing of your personal data
4.1.6 The right to data portability (obtaining a copy of your personal data to re-use with another service or organisation)
4.1.7 The right to object to Us using your personal data for particular purposes
4.1.8 Rights with respect to automated decision making and profiling.
4.2 If you have any cause for complaint about Our use of your personal data, please contact Us using the details provided in section 13 and We will do Our best to solve the problem for you. If We are unable to help, you also have the right to lodge a complaint with the UK’s supervisory authority, the Information Commissioner’s Office via the website www.ico.org.uk
4.3 For further information about your rights, please contact the Information Commissioner’s Office or your local Citizens Advice Bureau.
5. What Data Do We Collect?
We may collect some or all of the following personal data:
5.1 Your name
5.2 business/company name
5.3 contact information such as job title, email and postal addresses and telephone numbers
5.4 bank account and payment details, including credit cards for one time use only
5.5 transactional information regarding goods sold or purchased, payment method, time and date of purchase.
6. How Do We Use Your Data?
6.1 All personal data is processed and stored securely, for no longer than is necessary in light of the reason(s) for which it was first collected. We will comply with Our obligations and safeguard your rights under the GDPR at all times. For more details on security see section 7, below.
6.2 Our use of your personal data will always have a lawful basis, either because it is necessary for Our performance of a contract with you, because you have consented to Our use of your personal data (e.g. by subscribing to emails), or because it is in Our legitimate interests. Specifically, We may use your data for the following purposes:
6.2.1 Supplying Our services to you
6.2.2 Supplying products to you which you have purchased from us (please note that We require your personal data in order to enter into a contract with you)
6.2.3 Marketing the products and services of our members, via Our website and our printed directory as per our Terms of Reference
6.2.4 Replying to emails from you
6.2.5 Supplying you with emails. You may unsubscribe or opt-out at any time when communications relate to commercial activities by using the link at the foot of each email, or by contacting Chris Buxton by email firstname.lastname@example.org
6.2.6 Market research.
6.2.7 With your permission and/or where permitted by law, We may also use your data for marketing purposes which may include contacting you by email with information, news, and offers on Our services. We will not, however, send you any unsolicited marketing or spam and will take all reasonable steps to ensure that We fully protect your rights and comply with Our obligations under the GDPR and the Privacy and Electronic Communications (EC Directive) Regulations 2003.
6.3 You have the right to withdraw your consent to Us using your personal data at any time, and to request that We delete it.
6.4 We do not keep your personal data for any longer than is necessary in light of the reason(s) for which it was first collected. Data will therefore be retained for the following periods (or its retention will be determined on the following bases):
6.4.1 Type of data Duration held
The contact details of our members, for the purposes of:
communicating and promoting SHEP membership services, OR
Promoting the products and services of our members:
for the duration of your membership.
The contact details of non-members with whom SHEP has a business interest, for the purposes of:
promotion of our non-member events OR
• possible membership renewal OR
• maintaining an ongoing business relationship:
for the period in which the SHEP has a legitimate interest to hold the data, or until the individual requests removal.
Details of sales via our website:
for six years as required under financial regulations
Names and contact details of members of BSI standards committees:
for as long as the membership of the committee is current.
7. How and Where Do We Store Your Data?
7.1 We only keep your personal data for as long as We need to in order to use it as described above in section 6, unless you instruct us to act otherwise.
7.2 Although We will only store your data within the UK, we do use external companies to process data on our behalf, such as MailChimp for sending emails, and SmartSurvey for conducting surveys. Some of our partners may store your personal information outside of the European Economic Area (“the EEA”) (The EEA consists of all EU member states, plus Norway, Iceland, and Liechtenstein). They will process your data only under documented instruction from Us, and have no rights to use your data for any other purpose. You are deemed to accept and agree to this by using Our services, and submitting information to Us. If We do store data outside the EEA, We will take all reasonable steps to ensure that your data is treated as safely and securely as it would be within the UK and under the GDPR.
7.3 Data security is very important to Us, and to protect your data We have taken suitable measures to safeguard and secure data collected through Our Site.
7.4 Steps We take to secure and protect your data include:
7.4.1 Storing data on up-to-date and secure servers, with antivirus software, firewall and anti-malware software protection
7.4.2 Encrypting and/or password protecting the systems on which your data is stored
7.4.3 Ensuring that only staff of the SHEP and its data processors have access to your data
7.4.4 Providing training to our staff on data protection
7.4.5 Ensuring that the systems on which your data resides are backed up regularly in a secure way and are encrypted
7.4.6 Ensuring that the systems on which your data resides are subject to appropriate technical security measures
7.4.7 Any printed documentation is kept securely within our premises.
8. Do We Share Your Data?
8.1 We may share the data of our membership with other organisations as part of our efforts to promote the products and services of our members. We will do so according to the information in our Terms of Reference, and on the lawful basis of “Legitimate Interests” as We believe it is in our interests and those of our members to promote the services and products of our membership.
8.2 We may sometimes contract with third parties to supply services to you on Our behalf. These may include payment processing, delivery of marketing and communication emails, and delivery of goods which you purchase from us. In some cases, the third parties may require access to some of your data. Where any of your data is required for such a purpose, We will take all reasonable steps to ensure that your data will be handled safely, securely, and in accordance with your rights, Our obligations, and the obligations of the third party under the law.
8.3 We may sometimes use third party data processors, including those listed below, some of which may be located outside of the European Economic Area (“the EEA”) (The EEA consists of all EU member states, plus Norway, Iceland, and Liechtenstein). Where We transfer any personal data outside the EEA, We will take all reasonable steps to ensure that your data is treated as safely and securely as it would be within the UK and under the GDPR including:
8.3.1 MailChimp (under the EU / US Privacy Shield)
8.3.2 Various training partners (within the UK)
8.3.3 Web development and hosting companies (within the UK, or in the USA under the EU / US Privacy Shield)
8.4 In certain circumstances, We may be legally required to share certain data held by Us, which may include your personal data, for example, where We are involved in legal proceedings, where We are complying with legal requirements, a court order, or a governmental authority.
9. What Happens If Our Business Changes Hands?
9.2 In the event that any of your data is to be transferred in such a manner, We will endeavour to contact you in advance to inform you of the changes. When contacted you may be given the choice to have your data deleted or withheld from the new owner or controller.
10. How Can You Control Your Data?
10.1 In addition to your rights under the GDPR, set out in section 4, you may be given options to restrict Our use of your data. In particular, We aim to give you strong controls on Our use of your data for direct marketing purposes (including the ability to opt-out of receiving emails.
10.2 You may also wish to sign up to one or more of the preference services operating in the UK: The Telephone Preference Service (“the TPS”), the Corporate Telephone Preference Service (“the CTPS”), and the Mailing Preference Service (“the MPS”). These may help to prevent you receiving unsolicited marketing. Please note, however, that these services will not prevent you from receiving marketing communications that you have consented to receiving.
11. Your Right to Withhold Information
You may access certain areas of Our websites without providing any data at all. However, to use all features and functions available on Our websites you may be required to submit or allow for the collection of certain data.
12. How Can You Access Your Data?
You have the right to ask for a copy of any of your personal data held by Us (where such data is held). Under the GDPR, no fee is payable and We will provide any and all information in response to your request free of charge. Please contact Us for more details at email@example.com, or using the contact details below in section 13.
13. Contacting Us
Should you wish to opt out of any aspect of SHEP business, please inform us in writing by email or post.