Welcome to the Bea & Co London Limited privacy notice.
Purpose of this privacy notice
Bea & Co London Limited respects your privacy and is committed to protecting your personal data.
This privacy notice will inform you as to how we look after your personal data collected when you visit our website (regardless of where you visit it from) or have otherwise provided to us off line in the course of our dealings with you and tell you about your privacy rights and how the law protects you.
It is important that you read this privacy notice together with any other privacy notice or fair processing notice we may provide on specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your data. This privacy notice supplements the other notices and is not intended to override them.
Bea & Co London Limited is made up of different legal entities: Bea & Co South Limited, Bea & Co North Limited and Bea & Co Partnerships Limited. This privacy notice is issued on behalf of the Bea & Co London Limited Group so when we mention "Bea & Co", "we", "us" or "our" in this privacy notice, we are referring to the relevant company in the Bea & Co London Limited Group responsible for processing your data. Bea & Co London Limited is the controller and responsible for this website.
We have appointed a data privacy manage who is responsible for overseeing questions in relation to this privacy notice. If you have any questions about this privacy notice, including any requests to exercise your legal rights please contact the data privacy manager using the details set out below.
Our full details are: Bea & Co London Limited,17 The Ryde, Staines, TW18 2SL
Name of data privacy manager: Miss Amy Beadel
Email address: email@example.com
You have the right to make a complaint at any time to the Information Commissioner's Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.
Changes to the privacy notice and your duty to inform us of changes
This version was last updated on 21/05/2018
It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.
Our website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy notice of every website you visit.
1. The data we collect about you
Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).
We may collect, use, store and transfer different kinds of personal data about you as follows:
includes first name, maiden name, last name, passport or driving licence number, national insurance number, username or similar identifier, marital status, title, date of birth and gender.
includes billing address, postal address, email address and telephone numbers.
includes bank account and payment card details.
Transaction Data includes details about payments to and from you and other details of services you have asked us to provide.
includes internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform and other technology on the devices you use to access our website.
includes information about how you use our website and services.
Marketing and Communications Data
includes you Contact Data as relevant to provide you with marketing information in accordance with any preferences or as provided in accordance with the law.
We do not collect any Special Categories of Personal Data
about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and genetic and biometric data). Nor do we collect any information about criminal convictions and offences.
However, given the nature of the services we provide, we will also collect and store personal data about minors that members have specifically provided to us, which may include sensitive personal information about their health, in order to safely and properly carry out the work.
If you fail to provide personal data
Where we need to collect personal data by law, or under the terms of a contract we have with you and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to provide you with goods or services). In this case, we may have to cancel a product or service you have with us but we will notify you if this is the case at the time.
2. How is your personal data collected?
We use different methods to collect data from and about you including through:
You may give us your Identity, Contact, Marketing Data and Financial Data by filling in forms or by corresponding with us by post, phone, email or otherwise. This includes personal data you provide when you:
- apply to provide your services to our members as a creative or chaperone;
- contact us to arrange for us to provide members with a quote for our creatives or chaperones to provide their services to their families;
- subscribe to our newsletter; or
- give us some feedback.
Automated technologies or interactions.
As you interact with our website, we may automatically collect Technical Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies, and other similar technologies.
Third parties sources.
We may receive personal data about you from various third parties and public sources as set out below:
- Identity and Contact Data from our partners, who require us to provide our services to their clients.
- Identity and Contact Data from the Disclosure and Barring Service.
3. How we use your personal data
We will only use your personal data when the law allows us to.
We need all the categories of information in the list above primarily to allow us to provide services to members, and to allow you to provide your services as a creative or chaperone, and to enable us to comply with legal obligations. In some cases we may use your personal information to pursue legitimate interests provided your interests and fundamental rights do not override those interests. The situations in which we will process your personal information are listed below.
- Making a decision about your appointment as a creative or chaperone.
- Administering the agreement you have entered into with us, as a member, creative or chaperone and the working arrangements.
- Administering the contracts we have entered into with other partners, to provide services to their clients.
- Management and planning, including accounting and auditing.
- Assessing qualifications for a particular task.
- Managing work and performance.
- Gathering evidence for possible grievance or disciplinary hearings.
- Making decisions about your continued engagement as a creative or chaperone.
- Dealing with any legal disputes involving you, members, or other clients including accidents at work.
- Ascertaining fitness to carry out the tasks required.
- Complying with health and safety obligations.
- Complying with safeguarding obligations.
- To prevent fraud.
Some of the above grounds for processing will overlap and there may be several grounds which justify our use of your personal information.
Third Party Marketing
We will not share your personal data with any company outside of the Bea & Co London Limited Group for marketing purposes.
You can ask us to stop sending you marketing messages at any time by contacting us at any time.
Change of purpose
We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us.
If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.
Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.
4. Disclosures of your personal data
We may have to share your personal data with the parties set out below for the purposes outlined in paragraph 3 above.
- Internal Third Parties as set out in the Schedule.
- External Third Parties as set out in the Schedule.
- We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.
5. International transfers
We do not transfer your personal data outside the European Economic Area (EEA).
6. Data security
We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. We limit access to your personal data, including the personal data of minors and such information is kept within a safe cloud service and inputted on to our CRM system, which is password protected. The Bea & Co office team are the only people who will have access to that information, will only process your personal data on our instructions and they are subject to a duty of confidentiality.
We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
7. Data retention
How long will you use my personal data for?
We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.
To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.
Generally we keep basic information about our members, creatives and chaperones (including Contact, Identity, Financial and Transaction Data) for six years after they cease being members, creatives or chaperons for legal and tax purposes.
In some circumstances you can ask us to delete your data: see below for further information.
8. Your legal rights
Under certain circumstances, you have rights under data protection laws in relation to your personal data.
You have the right to:
to your personal data (commonly known as a "data subject access request"). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.
of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.
of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.
Object to processing
of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.
of processing of your personal data.
This enables you to ask us to suspend the processing of your personal data in the following scenarios: (a) if you want us to establish the data's accuracy; (b) where our use of the data is unlawful but you do not want us to erase it; (c) where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or (d) you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.
Request the transfer
of your personal data to you or to a third party.
We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.
at any time where we are relying on consent to process your personal data.
However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.
If you wish to exercise any of the rights set out above, please contact us.
No fee usually required
You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances.
What we may need from you
We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.
Time limit to respond
We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.
Internal Third Parties
Other companies in the Bea & Co London Limited Group acting as joint controllers or processors and who are based in the United Kingdom.
External Third Parties
Service providers acting as processors based in the United Kingdom who provide IT and system administration services.
Professional advisers acting as processors or joint controllers including lawyers, accountants, bankers, auditors and insurers based in the United Kingdom who provide consultancy, banking, legal, insurance and accounting services.
HM Revenue & Customs, regulators and other authorities acting as processors or joint controllers based in the United Kingdom who require reporting of processing activities in certain circumstances.