BDEF privacy agreement

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Your privacy

BDEF CIO (our registered name) is committed to protecting your personal information and respecting your privacy. We only collect and use your personal data where we have a lawful basis to do so and in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and other applicable data protection legislation.

The information we collect

Some information, such as details about Disability or health, is considered "special category data" under UK GDPR.

We will only collect this information where you voluntarily provide it and where it helps us to provide accessible services, understand our membership, or meet our equality and inclusion objectives. 

Becoming a member

When you become a member, we may collect:

  • Full name
  • Email address
  • Telephone number
  • Postal address (where provided or required)
  • Date of birth (where relevant)
  • Disability, access requirements or other equality monitoring information (where you choose to provide it)
  • Your postcode or local area
  • Your communication preferences
  • Any other information you choose to share with us through the membership form

Newsletter sign-up

When you sign up for our newsletter, we may collect:

  • Full name
  • Email address
  • Postal address (where provided or required)
  • Date of birth (where relevant)
  • Disability, access requirements or other equality monitoring information (where you choose to provide it)
  • Your communication preferences
  • Any other information you choose to share with us through the membership form

How we use your information

We use your information to:

  • Manage your BDEF membership
  • Contact you about membership matters, events, opportunities and organisational updates
  • Understand who our members are so we can improve our services and ensure they meet members' needs
  • Tailor communications that are relevant to you, for example:
  • o inviting members to local events based on where they live;
  • o sharing opportunities relevant to your interests or experiences;
  • o providing information in accessible formats where requested
  • Monitor equality, diversity and inclusion within our membership
  • Produce anonymous statistics for reporting to trustees, funders and partners
  • Meet our legal and regulatory obligations

We do not use automated decision-making or profiling that has legal or similarly significant effects on you.

Our lawful basis

We process your personal information under one or more of the following lawful bases under UK GDPR:

Legitimate interests

To manage and develop our membership, communicate with members, improve our services and fulfil BDEF CIO's charitable objectives.

Where we ask for your permission to receive certain communications or to provide special category information.

Where we rely on consent, you may withdraw your consent at any time.

Where we are required to process information to comply with the law.

Who we share your information with

We will not sell your personal information.

Your information may be shared only where necessary with trusted service providers who help us operate BDEF CIO, such as secure email, database or online form providers.

These organisations process information on our behalf and are required to keep it secure and confidential.

We may also share information where we are legally required to do so.

How we keep your information safe

We take appropriate technical and organisational measures to protect your personal information against unauthorised access, loss, misuse or disclosure.

Access to personal information is limited to trustees, staff and authorised volunteers who need it to carry out their role.

How long we keep your information

We will only keep your personal information for as long as it is necessary for the purposes for which it was collected, or to meet legal, regulatory or funding requirements.

If you end your membership, we will securely delete or anonymise your information in accordance with our data retention procedures, unless we are legally required to retain it.

Your rights

Under UK data protection law, you have the right to:

  • Access the personal information we hold about you.
  • Ask us to correct inaccurate or incomplete information.
  • Request that we delete your personal information in certain circumstances.
  • Restrict or object to how we process your information.
  • Withdraw your consent where processing is based on consent.
  • Request a copy of your information in a portable format where applicable.
  • Make a complaint to the Information Commissioner's Office (ICO) if you believe your information has been handled unlawfully.

Contact us

If you have any questions about how we use your personal information or wish to exercise your data protection rights, please contact us.

If you remain unhappy after contacting us, you have the right to complain to the Information Commissioner's Office (ICO).

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