Privacy and Protection of Personal Information

The 5% Club is a membership organisation. Although our members are businesses, not individuals, we do collect and use personal information relating to individuals as part of our activities. This is generally in order to manage our membership and to carry out our wider work promoting the ethos of ‘earn and learn’. We also collect personal information about individuals who sign up to our events, surveys, information or enquire about membership. We also collect data on other individuals we work with.

Please note: if you are an external organisation wishing to connect with our employer members, we are unable to help.  Our members provide their data for the communication of the work of The 5% Club and have not given The Club permission to send information from other organisations.

This privacy policy sets out how The 5% Club collects and uses personal information about individuals.

Please read this privacy policy carefully to understand how The 5% Club will use your personal information. If you have any questions or queries in relation to this privacy policy, you can contact us at: contactus@5percentclub.org.uk

Registered Office: 212a Bocking Lane Greenhill, Sheffield, S8 7BP

Company Number: 10301475

We are registered on the Information Commissioner’s Office Register – registration number ZA494406

This privacy policy explains:

1. Information we may collect about you (including cookies)
2. Use of your information
3. Contacting you
4. Sharing your information
5. Our legal basis for collecting, holding and using your information
6. Security and storage of your information
7. Your rights

INFORMATION WE MAY COLLECT ABOUT YOU

Information you give to us. You may give us information about you by filling in an online form, contacting us by phone or e-mail or in person. This includes information you provide if you complete a membership form on behalf of a business, if you register to attend one of our events or sign up to our information.

The information you give us depends on the reason for you contacting us, but may include your name, job title, address, e-mail address and phone number, data relating to access or dietary requirements and your opinions.

Information we collect about you. The 5% Club also uses cookies to automatically collect information about individuals visiting our website. See our cookie policy at the end of this page.

Information we receive from other sources.  We may be given your contact details by our primary contact at your organisation, if they think that you would benefit from getting involved with The 5% Club or benefit from engaging in our activities. For example, they could nominate you to attend one of our events or be added to our mailing list.

The categories of information we receive from these sources may include your name, address, e-mail address and phone number, data relating to access or dietary requirements and opinions.

We may also collect information about you from publicly available sources, such as public websites, social media or media reports, in order to better understand the people who we interact with.

 USE OF YOUR INFORMATION

We need to obtain, store and use information about you for legitimate business purposes – namely so that you can enjoy and benefit from our services.  We may use information we hold about you in the following ways:

• to confirm your identity
• to administer the membership of your company/organisation
• to let you know about other relevant services, both ours and those of other parties whose products and services we have agreed should be made available to you (see the section below on ‘Contacting you’ for more information about this)
• to update and correct our membership records
• to carry out statistical and market analyses, including benchmarking exercises, to enable us to understand you better and improve our services
• to develop, test and improve our systems
• to notify you about changes to our services
• to ensure the content of our website is presented in the most effective manner for you and for your computer
• to administer our website and for internal operations, including troubleshooting, data analysis, testing, research, statistical and survey purposes
• to improve our website to ensure that content is presented in the most effective manner for you and for your computer

We may combine information we receive from other sources with information you give to us for the purposes set out above (depending on the types of information we receive).

CONTACTING YOU

An important part of our work is communicating with our membership, telling them about our activities and how we are supporting their interests, and seeking their views on current issues. To do so, we use personal information to keep in touch with individuals within our member organisations, as well as partners and other individuals.

We will use the contact information you have given us to send you important information. This may be by post, email, text message or telephone.

We may also use the information we hold about you, in order to provide you with information about other products or services we feel may interest you.

Because we operate primarily with businesses rather than individuals, we do not generally seek your consent to send you marketing communications. We believe that such communications are both in our legitimate interests, to raise awareness of our work and promote our services, and in your interests. However, if you are registered with The 5% Club you can review and edit your personal information at any time by emailing contactus@5percentclub.org.uk .

SHARING YOUR INFORMATION

We may share your information with selected third parties including:

• Event venues, attendees, speakers, sponsors and organisers contracted by The 5% Club.
• Online service providers such as event booking systems, marketing systems and survey tools

We may also share your personal information to third parties if we are under a duty to disclose or share your personal data, in order to comply with any legal obligation, or in order to enforce or apply our terms of use and other agreements; or to protect our rights, property, or safety of our customers, or others.

Please note we use Eventbrite for event booking; please check Eventbrite terms & conditions for further information as regards data use on this platform.

OUR LEGAL BASIS FOR COLLECTING, HOLDING AND USING YOUR INFORMATION

Data protection law sets the lawful legal bases (or ‘conditions’) which allow us to collect, hold and use your personal information. For The 5% Club, these are:

• For the purposes of our own legitimate interests. We believe that we have a legitimate interest in being able to provide our services to our member organisations and to represent our members. As set out in this notice, this sometimes requires us to collect and use personal information about individuals. We only use this legal basis where these interests are not overridden by your interests and fundamental rights or and freedoms.
• Where we have entered into a contract with you. In these circumstances, we may need to process your personal information in order to fulfil the contract. For example, this may apply if you book to attend one of our events.

SECURITY AND STORAGE OF YOUR PERSONAL INFORMATION

The information about you that we collect will not be transferred outside the European Economic Area (EEA).

We will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this privacy policy.

We will generally keep personal information about you no longer than is needed for us to carry out the functions described in section 2 of this notice. For example:

• We will usually delete personal information that we collect related to our events after 18 months – to cover the annual event cycle. However, we may retain some information (such as attendance records) for longer where it is in our legitimate interests to do so.
• We will keep personal information held as part of our membership records for the duration of that organisation’s membership. At the end of the membership, we will delete the majority of records and only retain the minimum information necessary to deal with any future issues.

YOUR RIGHTS

You have the right to request from us access to your own personal information. This is sometimes known as a ‘subject access request’.

You also have the right to ask us not to process your personal data for direct marketing purposes.

You can exercise this right by contacting contactus@5percentclub.org.uk

From 25 May 2018, you will have additional rights to request from us:

• That any inaccurate information we hold about you is corrected
• That your information is deleted
• That we stop using your personal information for certain purposes
• That your information is provided to you in a portable format
• That decisions about you are not made by wholly automated means

Many of the rights listed above are limited to certain defined circumstances and we may not be able to comply with your request.  We will tell you if this is the case.

If you choose to make a request to us, we will aim to respond to you within one month.  We will not charge a fee for dealing with your request.

If you are dissatisfied with how we are using your personal information or if you wish to complain about how we have handled a request, then please contact us at contactus@5percentclub.org.uk  and we will try to resolve any issues you may have.

You also have the right to complain to the Information Commissioner’s Office, which is the statutory regulator for data protection law.  Find details of how to complain to the ICO here

OUR DETAILS

1. This website is owned and operated by The 5% Club.
2. We are registered in England and Wales under registration number 10301475, and our registered office is at 212a Bocking Lane Greenhill, Sheffield, S8 7BP.
3. Our principal place of business is at 212a Bocking Lane Greenhill, Sheffield, S8 7BP.
4. You can contact us by writing to the business address given above, by using our website contact form, by email to contactus@5percentclub.org.uk or by telephone on 07946 152642.