Coventry BID Privacy Notice

Businesses, Stakeholders and Website Users

Coventry BID Limited is committed to protecting your personal data and being transparent about
how we collect and use it.

1. Who we are

Coventry BID Limited is the data controller for the personal data we process.

If you have any questions about this notice or how we use your data, please contact us at:
Email: admin@coventrybid.co.uk

2. What personal data we collect

We may collect and process the following personal data:

• Name and job title
• Business name and address
• Email address and telephone number
• Information you provide when contacting us
• CRM contact records
• Mailing list subscriptions
• Website enquiry forms
• Social media messages and interactions
• Information related to business crime reduction initiatives (where applicable)
• We do not collect more personal data than is necessary for our purposes.

3. How we collect your data

Personal data may be collected:

• Directly from you
• Through our CRM system
• Via our website forms
• Through email correspondence
• Through social media platforms
• Through partnership working (e.g. local authority, police, BCRP), where appropriate and lawful

4. How we use your personal data

We use personal data for the following purposes:

• Communicating with levy-paying businesses and stakeholders
• Providing BID services and support
• Managing mailing lists and newsletters
• Responding to enquiries and feedback
• Supporting business crime reduction and safety initiatives
• Meeting legal or regulatory obligations
• Our lawful bases for processing include legitimate interests, consent (where required), and legal obligations.

5. Sharing your personal data

We may share personal data with:

• Service providers who support our operations (e.g. CRM or IT providers)
• Partner organisations where relevant and lawful (e.g. local authority, police, BCRP)
• Professional advisers where necessary
• Regulatory or law enforcement bodies where required by law
• All third parties are required to keep personal data secure and confidential.

6. Website and social media

• Our website may collect personal data through contact forms or mailing list sign-ups
• Social media platforms have their own privacy policies, and interactions are subject to those policies
• We only use social media data where necessary to respond to enquiries or manage engagement

7. How long we keep your data

• We retain personal data only for as long as necessary for the purposes for which it was collected.
• Retention periods vary depending on the type of data held and are set out in Coventry BID’s Data Retention Policy and Retention Schedule. Data is securely deleted when no longer required.

8. Data security

• We have appropriate technical and organisational measures in place to protect personal data against unauthorised access, loss, or misuse. Access to personal data is limited to those who need it for legitimate business purposes.

9. Your data protection rights

You have the right to:

• Request access to your personal data
• Request correction of inaccurate data
• Request deletion of your data (in certain circumstances)
• Object to or restrict processing in some cases

Requests should be made by contacting us using the details above.

10. How to complain

If you have concerns about how we handle your personal data, please contact us in the first instance so we can try to resolve the issue.

You also have the right to complain to the Information Commissioner’s Office (ICO):
Website: www.ico.org.uk/concerns
Telephone: 0303 123 1113

11. Changes to this notice

This Privacy Notice may be updated from time to time. Any significant changes will be published on our website.