How we use your Personal Information
Updated: 2021
The British Institute of Innkeeping (the BII) is a membership organisation providing advice, guidance and support to individuals working within the licensed retailing sector in England, Scotland and Wales.
The BII head office is at Sentinel House, Ancells Business Park, Harvest Cresent, Fleet, Hampshire, GU51 2UZ and the membership department can be reached on 01276 684449 or via [email protected]. More information about the BII can be found at www.bii.org.
This privacy statement is to explain how we look after your personal information. This includes information you give to us, what we learn from you as a member and the choices you can make about marketing and what we information we send to you.
For the purposes of General Data Protection Rules, the ‘data controller’ is The British Institute of Innkeeping (Membership Department) (the BII) whose address is as above. ‘Data processors’ are staff directly or indirectly employed by the BII.
We will:
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Keep your data safe and private
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Not sell your data or pass to third party organisations without your consent
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Always give you ways to update/view your data
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Give you ways to manage and review your marketing choices at any time
How we use your data:
Your privacy is protected by law. The law says we are allowed to use your personal information only if we have a legitimate reason to do so. Within the BII, as a membership organisation, this information would be used in the following ways:
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To administer your membership account i.e. payments, renewals etc
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To provide you with the membership benefits and services
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To provide you with information regarding goods and services from our BII Trusted Partners, so long as this is in line with the marketing choices you have made on your membership account. We would never pass your personal information to any third party supplier or organisation without your prior consent or at your request.
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To notify you about any changes to membership benefits; rates etc.
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To regularly update you, via our INNFocus weekly email, on industry news, changes to legislation, BII events and competitions, provided this is in line with your marketing choices.
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To contact you for BII surveys and in research to help us to continually improve our services, including contact from our BII News editorial team to approach you for member interview and comment
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To share limited membership data (name, pub or company name, landline telephone number) with our BII Regional Chair of the region in which your membership sits, so that they may contact you to offer local networking, mentoring or other support from time to time and to invite you to local events. Email or personal addresses will not be shared. Please note our regional Chairs all sign a Confidentiality agreement and this information would be kept securely. The BII Regional Chair would also share their contact details with you so that you have a local as well as a national point of contact.
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To give limited data on a monthly basis to the provider of our Helplines service so that if you as a member call the helpline number, they may check you are an up to date member of the BII. To do this, all that is reasonably required to perform that check is your full name and membership number. This means that the provider of the helpline service becomes a ‘data processor’ under the law as they provide a service to us and are indirectly employed by us.
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To give your name, post nominals and preferred mailing address to the publishers of our BII News magazine so that they may mail your printed copy to your chosen address, provided that this complies with your marketing choices. No other personal data would reasonably be needed to fulfil this purpose.
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If we are under a duty to legally disclose your personal data or to protect the rights, property or safety of the BII. This would include exchanging information with other companies for the purposes of fraud protection.
Who has access to your data:
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Employees of the BII; who will process it to fulfil our obligations to provide your membership benefits and services
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Third party contractors and suppliers of the BII as described above (Helpline providers, Chairmen, Publisher of BII News all of which is in a form limited to the reason it is being provided) as well as the providers of our Customer Relationship Management records system and our website provider. Again this is to fulfil our obligations to maintain accurate data, information and provide membership benefits.
Where we store your personal data:
The data that we collect from you will be stored within the UK and will not be transferred outside the UK unless we have your explicit consent to such a transfer. In any event, your data will only be transferred to any third party mentioned in this policy if they have a code of practice in place with regard to Data Protection. We will take all reasonable steps to ensure your data is treated securely and in accordance with this Privacy Statement.
How long we keep your data:
Your personal information will form part of your membership record on our CRM system for the duration of your membership with us. We will keep lapsed member details for 1 year after the expiry of membership and then delete your data, and for financial records purposes for 7 years after that date in secure archives, after which it will be destroyed.
Accessing your personal information:
We will have provided you with a login to our members’ area on our website. Here you will be able to check and update your personal information, set your preferred contact details and addresses as well as contact us for any query about your membership. Please do not share your password with anyone so that this information remains secure.
You have the right to access any other personal information we may hold on you that is not shown on our members’ area. Any access request must be made in writing to the BII, Sentinel House, Ancells Business Park, Harvest Cresent, Fleet, Hampshire, GU51 2UZ . Any access request may be subject to a fee to cover our costs.
Other rights:
You have the right to ask us not to process your data for marketing purposes and we will always inform you (before collecting any new data) if we intend to use your data for such purposes or share your information with any other third party. You can change your marketing preferences at any time by logging into your account to choose which communications you receive from us, emailing us on
[email protected], or again by writing to us at the above address.
Any queries or feedback about this Privacy Statement should be addressed to the Data Protection Controller, British Institute of Innkeeping.