Coventry BID – Privacy & Data Protection Policy

Version 3.0 – Updated June 2025

At Coventry BID, we are committed to protecting your personal data and respecting your privacy. This policy explains how we collect, use, store, and protect your personal data in line with the UK General Data Protection Regulation (UK GDPR) and related legislation.

📌 Who We Are

Coventry BID Ltd
Holt Court (Rear), First Floor, Warwick Row, Coventry, CV1 1EJ
📞 024 7710 3305
📧 support@coventrybid.co.uk
Data Controller: Joanne Glover

Our digital platforms include:
🌐 www.coventrybid.co.uk
🌐 www.coventrycitycentre.co.uk
📱 Social: @CoventryBID / @CovCityCentre (Instagram, Facebook, Twitter, LinkedIn, YouTube)

🔒 Our Commitment to Data Protection

We take the privacy and security of your data seriously. Whether you are a website visitor, employee, associate member, volunteer, or event participant (e.g. Coventry Cocktail Week), we only collect the data we need, store it securely, and use it for clearly stated purposes.

We are a data controller and comply with all legal obligations under UK GDPR.

🧾 Information We Collect

We may collect the following types of personal data:

From external contacts (e.g. members, website visitors, event participants):

• Name, email address, phone number
• Organisation/business name
• Contact preferences
• Event or service participation details (e.g. wristband purchases)

From employees, workers, volunteers, interns, and contractors:

• Personal contact and identification details
• Emergency contacts
• Payroll, health, and right-to-work documentation
• Special category data where relevant (e.g. health, ethnicity – as required and permitted)

More detail for employees and contractors is available in our separate internal Privacy Notices and IT Policy.

📲 How We Collect Data

We collect personal data:

• When you fill out forms on our websites
• Through ticket purchases or registrations (e.g. Coventry Cocktail Week via M.A.D. Agency)
• Through direct correspondence
• Automatically via cookies and analytics tools
• From third parties with your consent (e.g. event partners)

📤 Sharing Your Information

We will never sell your personal data. We may share your information with:

• Service providers acting on our behalf (e.g. M.A.D. Agency, hosting providers, Piece of Cake Marketing)
• Law enforcement or public authorities when legally required
• BID partners for legitimate event promotion or safety reasons

Example: Coventry Cocktail Week

When you purchase a wristband via M.A.D. Agency, your contact details may be shared with Coventry BID for the purpose of:

• Sending event updates
• Informing you about similar future events
• Sharing city centre news and promotions

You will be able to opt out of marketing communications at any time.

How We Use Your Data

We process your personal data for the following reasons:

• To respond to your enquiries
• To administer and promote our events, services, and campaigns
• To keep records of business contacts, membership, and marketing consent
• For internal HR purposes (for employees and contractors only)
• To ensure the safety, performance and relevance of our digital platforms

We only retain your data as long as necessary and always for a clear, lawful purpose.

🛡️ Data Security

We use physical, electronic, and managerial procedures to safeguard your data. Devices and systems used by Coventry BID staff are secured with passwords, encryption, and restricted access protocols. Sensitive data is stored securely and accessed only when necessary.

🍪 Use of Cookies

We use cookies to improve your website experience and analyse usage. You can manage your cookie preferences through your browser settings. For more detail, see our separate [Cookie Policy].

⚖️ Your Rights

Under data protection law, you have the right to:

• Access a copy of your personal data (Subject Access Request)
• Correct or update your data
• Withdraw consent at any time (where applicable)
• Request data erasure (where appropriate)
• Object to processing or request restriction
• Complain to the Information Commissioner’s Office (ICO): www.ico.org.uk

Requests can be made by emailing: 📧 support@coventrybid.co.uk

Data Breaches

If a data breach occurs, we will investigate and report it in accordance with our obligations under UK GDPR. All staff are trained to report breaches immediately to Joanne Glover, the designated Data Controller.

 Policy Reviews & Changes

This policy may be updated from time to time. Any updates will be published on our website and available on request.

 Last updated: June 2025
 Policy owner: Joanne Glover, Data Controller