This Policy describes BEFS’s practices regarding how we manage and control personal data about you as a BEFS Member e.g. how it is collected, used and stored by us.
What personal data do we collect from you?
We collect and process the following data about you:
• Name
• Email address
• Home address
• Telephone number
When do we collect information?
I. We collect information from you when you complete an application form to
join BEFS or join our waiting list (by completing a physical form or an online
form on our website).
II. We may periodically ask you to review and update the data we hold on you
to ensure it is accurate.
What do we use your information for?
We may use you data for the following purposes:
i. To contact you by email, post or telephone to provide you with relevant
information relating to your membership.
ii. To provide you with information and updates on BEFS activities and those of
other relevant organisations.
iii. To improve our website.
iv. We may, at the request of the Berkeley Estate (Our Landlord) Director and
with justifiable cause, share your contact details with the Berkeley Estate.
Timescale
We will hold your personal data within our system for as long as you are a member of BEFS.
After you cease to be a member of BEFS your data will be retained for no longer than is
necessary to perform our administrative and legal duties with respect to your membership
and then safely and permanently destroyed.
Disclosing Your Information to other BEFS members
Your name and e-mail address only will be included in the membership list that is provided
to all members with your consent. If you do not have email access then your telephone
number will be included, with your consent. Members are required to protect the list to
ensure the personal data is not distributed further. Members are to indicate they are
content with this arrangement by signing the Membership Joining and Annual Subscription
Renewal form. If your consent is not given then your personal information will not be shared
with other members.
Disclosing information to outside parties
We do not sell, trade, or otherwise transfer your personal data to third parties with the
possible exception of the Berkeley Estate (see “What do we use your information for”
above) unless we have your permission or are required by law to do so.
Security
We are committed to ensuring that your information is secure. In order to prevent
unauthorised access or disclosure, we have put in place suitable physical, electronic and
managerial procedures to safeguard and secure the information we collect from you.
Storing Your Personal Data.
The data you provide to us is encrypted and stored on password protected files where
possible.
The transmission of information via the internet is not completely secure and therefore we
cannot guarantee the security of data sent to us electronically and transmission of such data
is therefore entirely at your own risk. Where and when we have given you (or where and
when you have chosen) a password so that you can access certain parts of our website, you
are responsible for keeping this password confidential.
BEFS website
Our website contains links to other websites of interest. Once you have used these links to
leave our website, you should note that we do not have any control over that other website.
Therefore, we cannot be responsible for the protection and privacy of any information that
you provide whilst visiting such websites and such websites are not governed by this Policy
statement. You should exercise caution and look at the privacy policy statement applicable
to the website in question.
Controlling your personal information
You may request details of personal data that we hold about you. If you would like a copy of
the information held on you please contact the Membership Secretary BEFS through our
website or direct – contact details are found in the Members Information Pack. We reserve
the right to charge you a fee in line with applicable law when dealing with any such request.
If you believe that any information we are holding on you is incorrect or incomplete, please
write to or email us as soon as possible, at through our website or direct – contact details
are found in the Members Information Pack. We will promptly correct any information
found to be incorrect.
Policy Updates
We occasionally update this Policy so please return and review this Policy from time to time.
If you have any questions in relation to this Policy, please contact BEFS Secretary through
our website or direct – contact details are found in the Members Information Pack.