Data Policy

Overview

This Data Policy sets out how High Tech Bristol and Bath CIC (referred to as ‘we’, ‘us’, or ‘HBB’) uses and protects any information that you give us when you use this website or access our services.

We are committed to ensuring that your privacy is protected. Should we ask you to provide certain information by which you can be identified, then you can be assured that it will only be used in accordance with this policy.

We may change this policy from time to time by updating this page. If we are storing any personally identifying information about you, we will advise you of any changes the email address provided.

This policy is effective from 1 April 2018 in compliance of the General Data Protection Regulation (GDPR) & replaces earlier policies.

High Tech Bristol and Bath CIC (HBB)

HBB is a Community Interest Company, established for the benefit of the high tech community in the West of England Local Economic Partnership Area (Bath & North East Somerset, Bristol, North Somerset, and South Gloucestershire).

HBB is registered with the Information Commissioners Office, ref: ZA207893

A copy of our registration may be found here: ICO_2018_Registration_Certificate.

There are 4 broad reasons we may hold data / information about you;

  1. you are part of, or interested in, the high tech clusters around Bristol and Bath;
  2. you have attended an event or conference that we have organised;
  3. you are involved with DigiLocal;
  4. you have visited our website or otherwise interacted with it, e.g. left a comment.

In all cases the Data Protection Officer is the CEO (Dr John Bradford). His contact information is at the bottom of any emails you receive from us and on our contact page.

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 online.

Data retention

If you have not interacted with HBB for over 18 months, we will contact you to opt-in to receiving further notices from us. If you do not consent, or withdraw consent, your data will be deleted under the ‘right to be forgotten’. The reason for the 18 month period is that we organise annual conferences and it is a legitimate use to hold information between successive events to provide a high quality of service to returning customers.

You may request to have your personal data deleted at any time by contacting the Data Protection Officer.

For more information about this right see the Information Commissioner’s Office: https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/individual-rights/right-to-erasure/

1) High Tech cluster

Minimum data we ask from you

  • first name, last name;
  • email.

To help understand our community and your needs we ask for, but do not require;

  • employer (where known), and job title (where known),
  • principle trading address (where known) for each organisation

What we do with the information we gather

We require this information to understand your needs and provide you with a better service, and in particular for the following reasons:

  • Internal record keeping;
  • We may use the information to improve our products and services;
  • We may periodically send promotional emails about new products, special offers or other information which we think you may find interesting using the email address which you have provided;
  • From time to time, we may also use your information to contact you for market research purposes;
  • We may contact you by email;
  • We may use the information to customise the website according to your interests;
  • We also manage specific contracts on behalf of clients and funders, these may have specific requirements to update individuals outside the general newsletter format.

Where we are delivering contracts on behalf of a third party, it may be a contractual requirement to hold your information as evidence of delivering the contract. This will be made clear at the point you participate in such a funded activity.

2) Events

We help support the high tech clusters by offering an event management service. This may be for small meetings, meetups, larger conferences, showcases.

In addition to the information described at Section (1), we provide event attendees with updates on event activity, and may take payment for attendance. This may lead to the following additional information being gathered or generated;

  • where payment is taken this additional information will include a Transaction ID, Invoice Reference, and billing address,
  • no credit card data is held by HBB (financial transaction processing is handled by Stripe Ltd https://stripe.com/gb)
  • we may also hold event specific information, e.g. dietary requirements, t-shirt size (for ordering swag), seminar choices, etc

Some community events may be promoted by HBB but organised by community groups outside HBB (see ‘Links to other Websites’ below). HBB is not the Data Controller for those events. All HBB owned events will have a booking link such as; https://hbb.org.uk/civicrm/?page=CiviCRM&q=civicrm/event/register… .

3) DigiLocal

DigiLocal is our service to local communities across the West of England to enable them to run tech clubs for their young people. We provide volunteer management, parental communications, and achievement recording of young people’s activities.

In addition to the standard contact information noted above in Section (1), we hold some additional information related to DigiLocal volunteers, parents, and young people.

Volunteers

  • to maintain a register of Disclosure and Barring Service (DBS) cleared volunteers in support of DigiLocal clubs we hold DBS certificate numbers and Date of Birth for all volunteers so that their status can be verified,
  • mobile phone number for contact in case of emergency,

Parent / guardian

  • DigiLocal permission date is held for parents /guardians, registering the date at which they consented to their children attending a DigiLocal club,
  • mobile phone number for contact in case of emergency,

Young people

  • Young people are entered as individual records only when we receive a signed permission form from the parent / guardian. Prior to this they are logged as a potential attendee, without names, as a note on their parent / guardian.
  • Names of young people attending DigiLocal clubs (but no contact information) are held so that LINKS awards can be recorded to aid in progression monitoring and verifying which child has achieved which level
  • An internal CRM link is maintained with the parent / guardians so that we can maintain an accurate record of emergency contact information,

4) Website

Cookies

This site uses cookies – small text files that are placed on your machine to help the site provide a better user experience. In general, cookies are used to retain user preferences, store information for things like shopping baskets, and provide anonymised tracking data to third party applications like Google Analytics.

We use traffic log cookies to identify which pages are being used. This helps us analyse data about webpage traffic and improve our website in order to tailor it to customer needs. We only use this information for statistical analysis purposes and then the data is removed from the system.

As a rule, cookies will make your browsing experience better. However, you may prefer to disable cookies on this site and on others. The most effective way to do this is to disable cookies in your browser.

Public data and publishing

Browsing this site doesn’t reveal your identity publicly, though see Private Logging later in this document for more information. Comments, trackbacks, and pingbacks are published, and except in very limited circumstances, will be a permanent part of this site. If you decide to comment, link, or pingback to a post, you must keep this in mind.

Author identification

When posting a comment, a name and email address are required. You do not have to select your real name. Your email address will not published. This will not create a record on our CRM and you will not be contacted about HBB activities under Sections 1-3 above (unless you already have a record on our CRM or subsequently request one).

Comments, trackbacks, and pingbacks will be identified by your IP address. These numbers could potentially be traceable to identifying information about you, whether it is your home ISP or the University or Work account where the IP address is registered. Your IP address could potentially be used in conjunction with other data to identify you.

If you are concerned about attempts to match your IP address to your identity, you may wish to use an anonymous browsing service or attempt some means to obfuscate your real IP address.
If so, you might like to try Tor, an anonymous browsing service. Please see http://tor.eff.org/ for more details.

Links to Other Websites

Our website may contain links to other websites of interest. However, once you have used these links to leave our site, 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 which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.

HBB Conferencing Ltd.

This business exists purely to facilitate the delivery of conferences and events for the high tech community, as directed by High Tech Bristol and Bath CIC.

  • The Data Controller is High Tech Bristol and Bath CIC;
  • all attendee ticketing is handled by High Tech Bristol and Bath CIC;
  • information is collected and processed for the purpose of sponsorship packages, or for making payments to suppliers;
  • no further information is collected or processed by HBB Conferencing Ltd.