This Policy sets out the following:
1. ABOUT SHARED SERVICES FORUM (AND HOW TO CONTACT US)
We are Shared Services Forum UK Limited, a company registered in England and Wales (registration no. 07471151). Our registered address is at 98 King Street, Manchester, M2 4WU.
For the purposes of data protection law (including the General Data Protection Regulation), we will be a controller of the personal information we hold about you. This means we make decisions about how and why your information is used, and have a legal duty to make sure that your rights are protected.
2. WHAT INFORMATION WE COLLECT
In order to operate our business and provide our services, we need to use personal information about actual and prospective SSF UK members, as well as their employees. The forum is based on the ability to connect members to one another so that they can share knowledge and gain insight. This would simply not be possible without using personal information.
The personal information we may collect include your name, position, corporate e-mail address, direct dial and mobile phone number.
If you attend one of our events, we may take photographs or films of you for promotional purposes or live record a virtual session for member replay purposes. These images and audios may be shared with other SSF UK members and prospective members. They may also be published in SSF UK’s social media accounts. If you do not wish to be filmed, please tell our cameraman on the day, or switch off your camera in the virtual meeting.
How we use your information
We will only use your information with your consent, or because we need to do so in order to:
In any event, your information will only be used for the purpose(s) we collected it for (or else for a closely related purpose, such as record keeping).
We will never sell or trade your personal information. If your organisation becomes a member of
SSF UK and joins a network, we will make your name and e-mail address visible to other members. Any member found to be trading in personal information will be removed from the forum.
We have the right to share such portions of your personal information as may be appropriate, with selected third parties including, but not limited, to:
We do not normally collect or process sensitive personal information about our members or their employees, (such as information about someone’s health or beliefs). In the unlikely event that we do (for example, if an accident occurs at one of our events), we’ll ensure that this information is kept private and secure.
3. OUR WEBSITE AND COOKIES
We don’t collect or process personal information about visitors to our website (www.sharedservicesforumuk.com) unless they choose to provide information (such as when signing up to our newsletter).
We may collect non-personal information about visitors to our website as this helps us optimise and improve it. This information might include your internet protocol address, the browser being used to connect to our website, the device (e.g. its operating system) and the connection type (e.g. the Internet service provider used). However, none of this information will directly identify you.
We also use sharing buttons in order to make it easier for you to share our content to your social media pages. These buttons are third-party cookies which are placed onto your machine when you visit our website. The social networks which place such cookies are Facebook, Twitter, LinkedIn and Google Plus. Even without you clicking on the relevant sharing button, these sites are aware that you have visited our website, and may use this information when building their profile of you, and deciding what advertisements you might like to see. You should check the respective policies of each of these social networks to see how exactly they use your information. This process does not involve us collecting or storing any of your personal information.
Hyperlinks to other sites
If your organisation becomes a member of SSF UK, we may contact you by email, telephone or post with information about upcoming events, news about SSF UK’s other activities, or to notify you of changes to our terms of membership or this Policy.
We will only contact an individual personally with email marketing communications if that individual (or the organisation they represent) is an existing SSF UK member, or if they have asked to receive marketing or enquired about a particular service.
Changing your preferences or unsubscribing
You can change how you hear from us or unsubscribe from marketing at any time. If your organisation is a member of SSF UK, You can do this by clicking the “unsubscribe” link on any of our emails. If you are not an SSF UK member, you can also unsubscribe by clicking the “unsubscribe” link on any of our emails, or by contacting us using the details given in section 1 above. You can also contact us using these details if you wish to complain about a marketing communication you have received in error.
5. KEEPING YOUR INFORMATION SAFE
We employ a variety of physical and technical measures to keep your personal information safe and to prevent unauthorised access to, or use or disclosure of it. Electronic data and databases are stored on secure computer systems and we control who has access to them (using both physical and electronic means). Our staff receive data protection training and we have a set of detailed data protection procedures which they are required to follow when handling personal information.
We cannot absolutely guarantee the security of the internet, external networks, or your own device, accordingly any online communications (e.g. information provided by email or through our website) are at your own risk.
We only store personal information as long as it is required for the purpose(s) we collected it for (or for a related compatible purpose, such as keeping a record of an organisation’s membership). We regularly review the data we have and delete that which is no longer necessary. In certain situations you have the right to request that data about you be deleted (the right to be forgotten), please see section 8 for further details.
If you believe that any information we are holding about you is incorrect or incomplete, please contact us using the details set out in section 1.
7. INTERNATIONAL TRANSFERS
Except as set out below, we normally only store personal information within the European Economic Area (EEA). If one of our subcontractors (such as a payment processor) needs to transfer it outside of the EEA then we will take steps to make sure adequate levels of privacy protection, in line with UK data protection law, are in place. These safeguards will usually be contractual and/or the result of a European Union decision which allows the transfer (for example, a US organisation which is certified under the EU-US Privacy Shield framework).
We use Hubspot, a customer relationship management system based in the USA, to manage and send email communications. This may mean your information has been transferred to the USA. However, Hubspot is certified under the EU-US Privacy Shield Scheme, meaning it has taken steps to ensure your information is adequately protected.
8. YOUR RIGHTS
We want you to remain in control of your personal information. Part of this is making sure you understand your legal rights, which are as follows:
If you would like further information about any of your rights or wish to exercise them, please contact us by contacting us using the details given in section 1.
Please keep in mind that there are exceptions to the rights above and, though we will always try to respond to your satisfaction, there may be situations where we are unable to do so (for example, because the information no longer exists or there is an exception which applies to your request). If you are not happy with our response, or you believe that your data protection or privacy rights have been infringed, you should contact the UK Information Commissioner's Office, which oversees data protection compliance in the UK. Details of how to do this can be found at www.ico.org.uk.
9. UPDATES TO THIS POLICY
We may update this Policy at any time. When we do, we will post a notification on the main page of our website and revise the updated date at the bottom of this page. We encourage users to frequently check this page for any changes to stay informed about how we are helping to protect the personal information we hold.
Upon annual renewal and payment of annual membership you are automatically signing up to our privacy requirements.
This policy was last updated on 11th March 2020