Privacy with clarity.

Who this notice applies to

This notice applies when you visit the RRBSA website, contact the Association, submit an enquiry, attend or enquire about an Association activity, or otherwise communicate with us.

It may also apply to representatives, employees and professional contacts of RRBSA member businesses, prospective members, suppliers, advisers and other organisations with which the Association works.

Information we may collect

The information collected depends upon how you interact with us. It may include:

• Identity and contact information, such as your name, business name, postal address, email address and telephone number.
• Enquiry information, including the content of a message, the nature of the assistance requested and any information you choose to provide.
• Professional information, such as your role, employer, membership connection, specialist interests or relationship with the Association.
• Event and activity information, where you register for or participate in an Association meeting, award, training activity or other initiative.
• Website information, including IP address, browser type, device information, pages visited and cookie preferences.
• Correspondence records, including emails, letters, telephone notes and records of actions taken in response.

Please do not provide sensitive personal information unless it is genuinely necessary for your enquiry.

How and why we use information

We may receive information directly from you, through our website, from a member business, from another professional contact or from publicly available sources where it is appropriate to do so.

We use personal information to:

• respond to enquiries and provide requested information;
• administer membership and maintain Association records;
• organise meetings, events, training, awards and Association activities;
• communicate with members, professional contacts and interested parties;
• operate, secure, maintain and improve the website;
• protect the Association's legitimate interests and comply with legal obligations; and
• establish, exercise or defend legal claims where necessary.

Our lawful bases

UK data protection law requires a lawful basis for processing personal information. Depending upon the circumstances, we may rely on:

When information may be shared

We limit access to people and organisations that reasonably need the information. Depending upon the purpose, information may be shared with:

• authorised RRBSA officers, representatives and professional advisers;
• relevant RRBSA member businesses, where this is necessary to respond to your request and is within your reasonable expectations;
• service providers supporting website hosting, email, administration, communications, event management or data storage;
• regulators, law enforcement bodies, courts or other authorities where disclosure is required or permitted by law; and
• another organisation in connection with a structural change affecting the Association, subject to appropriate safeguards.

Service providers are expected to use personal information only for the authorised purpose and to protect it appropriately.

International transfers

The RRBSA has international members and may use service providers operating outside the United Kingdom. Where personal information is transferred internationally, we take reasonable steps to ensure that an appropriate legal safeguard or recognised level of protection applies.

The website and cookies

Some information is collected automatically when you use the website. This may include technical information needed to deliver pages securely, diagnose faults, prevent misuse and understand how the site performs.

Essential cookies may operate because they are necessary for the website to function. Non-essential cookies should only be used in accordance with the choices presented through the website's cookie controls.

Links to other websites

This website links to member businesses and other external organisations. The RRBSA is not responsible for the privacy practices of an external website. Please review the privacy information provided by the organisation operating it.

Security and retention

We use reasonable technical and organisational measures intended to protect personal information against unauthorised access, alteration, disclosure, loss or misuse. Access is limited according to role and need.

No online system can be guaranteed to be completely secure. If you believe information sent to or held by the Association may have been compromised, please contact us promptly.

How long information is kept

Personal information is retained only for as long as reasonably necessary for the purpose for which it was collected, including the need to maintain appropriate Association, legal, accounting and correspondence records.

Retention periods vary according to the nature of the information, the relationship involved, legal requirements and whether the information may be needed to establish or defend a claim. Information that is no longer required is securely deleted, anonymised or otherwise disposed of.

Your data protection rights

Depending upon the circumstances, UK data protection law may give you the right to:

• ask whether we hold personal information about you and request a copy;
• ask for inaccurate or incomplete information to be corrected;
• ask for personal information to be deleted;
• ask us to restrict how information is used;
• object to processing based on legitimate interests or to direct marketing;
• receive certain information in a portable format;
• withdraw consent where consent is the lawful basis; and
• raise a concern about the way your information has been handled.

These rights are not absolute and may be subject to legal conditions or exemptions. We may need to confirm your identity before responding to a request.

Changes to this notice

We may update this notice to reflect changes to the website, Association activities, service providers or legal requirements. The latest version will be published on this page and the date at the top will be revised when a material change is made.