Our contact details
UKBBF is fully committed to safeguarding your personal and sensitive information, as outlined in this document. Whenever you provide details of a personal or sensitive nature, we are legally obliged to use your information in line with all laws concerning the protection of personal information, including the General Data Protection Regulation 2018 (GDPR).
The type of personal information we collect
When you join, participate in, access or sign up to any of UKBBF services, activities or online content, such as UKBBF-organised webinars, telephone or text UKBBF, vote, book onto UKBBF events or register to use UKBBF members area on our website, we receive personal information about you. This can consist of information such as your name, email address(es), postal address(es), telephone and mobile number, employer details, professional interests and areas of work. By submitting your details, you enable UKBBF (and where applicable its contractors) to provide you with the services, activities or online content you select.
Please note that sometimes we will require you to provide additional personal information, and sometimes sensitive personal information (e.g. if you are sending in an application to be a member of our Steering group). When we do this, we will provide further information as to why we are collecting your information and how we will use it.
This information will be collected via the telephone, face to face, email or online forms.
The UKBBF website may contain hyperlinks to websites owned and operated by third parties. These third-party websites have their own privacy policies, including cookies, and we urge you to review them. They will govern the use of personal information you submit or is collected by cookies whilst visiting these websites. We do not accept any responsibility or liability for the privacy practices of such third-party websites and your use of such websites is at your own risk.
How we get the personal information and why we have it
Most of the personal information we process is provided to us directly by you for one of the following reasons:
- Dealing with your request to attend an event / webinar
- Provide you with information about our products and services
- Sharing your information with other attendees – e.g. attendance lists
- Dealing with your request to join as a member or a Steering group member
- When we monitor and analyse membership data or webinar attendance data
- When we share content (including event speakers, webinars, podcasts, blogs and other related activity)
Under the General Data Protection Regulation (GDPR), the lawful bases we rely on for processing this information are:
- (a) Your consent (e.g. we provide you with information about our products and services). You are able to remove your consent at any time. You can do this by contacting us at: firstname.lastname@example.org
- (b) We have a contractual obligation. (e.g. you are contractually obliged to deliver a service to us).
- (c) We have a legitimate interest (e.g. you consent to UKBBF recording audio and/or video in any presentations).
UKBBF will use your personal information for several purposes including the following:
- to provide our services, activities or online content and to deal with your requests and enquiries including sharing your details with other members in the Steering group, networks and regional activities, as well as external event hosts;
- for "service administration purposes", which means that UKBBF may contact you for reasons related to the service, activity or online content you have signed up for, (e.g. to provide you with password reminders or to notify you that a service, activity or online content has been suspended for maintenance);
- to contact you about your membership, events and conference bookings, online payments and other online transactions;
- to provide you with information about our services, activities or online content;
- to personalise the way UKBBF content is presented to you (we may present this information or a link to it on your member details page or homepage);
- to use IP addresses to identify the location of users, to block disruptive use, to establish the number of visits from different countries and to determine whether you are accessing the services from the UK or not;
- to monitor and analyse UKBBF website usage; and
- to analyse and improve the services offered on UKBBF websites.
We also receive personal information indirectly, from the following sources in the following scenarios:
- your company’s website “contact us” section in case we need to contact you.
We will keep your information secure and confidential except where disclosure is required or permitted by law (for example to government bodies and law enforcement agencies). Generally, we will only use your information within UKBBF.
UKBBF employs some third parties to deliver online and offline services (e.g. IEMA managing the UKBBF website(s), monitoring and analysing website statistics, organising webinars and running the Secretariat) and requires third parties to comply strictly with its instructions that they do not use your personal information for their own business purposes.
UKBBF is a membership organisation and we process your personal information to meet our contractual obligations to you including providing you with benefits that we believe add value to your membership. By increasing our membership we can our goals and support you in achieving your nature-related aims.
How we store your personal information
Your information is securely stored on the UKBBF Microsoft Teams site built on the Microsoft 365 cloud which has a provider-insured advanced security and compliance capabilities in regards to data protection.
Also, we follow the ICO Guidance on keeping our IT system safe and secure. We don’t hold on to your data for longer than we need and follow this ICO Guidance on data on Destroying Documents which are no longer needed permanently and securely.
Your data protection rights
Under data protection law, you have rights including:
Your right of access - You have the right to ask us for copies of your personal information.
Your right to rectification - You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
Your right to erasure - You have the right to ask us to erase your personal information in certain circumstances.
Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal information in certain circumstances.
Your right to object to processing - You have the the right to object to the processing of your personal information in certain circumstances.
Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.
You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.
Please contact us at email@example.com if you wish to make a request.
How to complain
If you have any concerns about our use of your personal information, you can make a complaint to us at firstname.lastname@example.org.
You can also complain to the ICO if you are unhappy with how we have used your data.
The ICO’s address:
Information Commissioner’s Office
Helpline number: 0303 123 1113
ICO website: https://www.ico.org.uk