What this is?
This policy explains when and why we process personal data collected from you or provided to us, and how this data is used, the conditions under which it will be disclosed to others and how we secure your data. This policy also informs you of your rights you may have in respect of processing your personal data.
This policy will be updated from time to time in accordance with changing privacy and data protection laws and regulations. If these changes have any impact on the way we process your personal data – this policy will say so.
Who we are:
B4 are a business membership and networking organisation based in Oxfordshire. We arrange networking events, business community engagement, publications and digital content, corporate partnerships.
We focus on connecting businesses across Oxfordshire. We operate as a regional business community platform.
Information we receive from you or other third parties.
| Category | Data included in this category |
| Contact details | Name, business email address, business mobile number, company address. |
| Identification Information | Name, business email address, mobile number, home address. |
| Employment information | Previous employees, C.V. required references |
| Emails | Contents of emails, email addresses of sender & receiver, colleagues that are CC’d into the emails. |
| Marketing databases | Name email addresses, job titles, mobile phone numbers, employer name and location. |
| While at work | Face/image voice, written messages. Meeting participation. Recordings of meetings that you have participated. |
| While at events | Face/image voice, written messages. Meeting participation. Recordings of meetings that you have participated. |
The relevant HR Data could have been shared with us by employment agencies who have a copy of your CV.
The personal Data we collect
| Category | Personal data included in this category |
| Queries and or feedback | Name, email address, telephone number |
| Email alerts | Name, email address |
| Access to our website | Website navigation, whether you open items and which links you click on, cookie use page tagging techniques. |
| Your internet protocol (IP) | IP address, web browser you use. |
| Payment card details | This is collected via Stripe. Invoice via Zero – no card details are stored. |
Information we automatically collect about you
We may automatically collect information about you which we may observe, detect or create without directly asking you to provide the information to us. This is in common with most other businesses, this will mainly include information gathered automatically through the use of our website or online services. The settings on our website allows you to reject the non-essential cookies.
Cookies
| Cookie name | Provider | Purpose | Duration |
| Strictly necessary | |||
| Cookie consent | B4 Business (this site) | Stores whether you have accepted or declined the use of cookies, so the consent banner is not shown again. | Up to 1 year |
| wordpress_test_cookie | WordPress | Checks whether your browser is configured to accept cookies. | Session |
| Analytics & performance | |||
| _ga | Google Analytics | Distinguishes individual users so visits can be counted and behaviour analysed. | 2 years |
| _ga_PTD3QZBD (or _ga_<container ID>) | Google Analytics | Maintains session state for Google Analytics 4. | 2 years |
| _gid | Google Analytics | Distinguishes users and stores information about how visitors use the site. | 24 hours |
| _gat / _gat_gtag_<id> | Google Analytics | Limits the rate of requests sent to Google Analytics (throttling). | 1 minute |
How and why we use your personal data
We may use your personal data we collect about you in the following ways:
Lawful Basis:
Where it is necessary to perform a contract with you:
- We will use and process your data where we have supplied you (or continue to supply you) with any B4 services.
- Where you are in discussions with us about a particular matter on which you are considering taking B4 services.
- We will use your information in connection with the contract/membership for the provision of services when it is needed to carry out that contract for you to enter into it.
- We may also use and process your personal data in connection with our recruitment activities. If you apply for a position with us (whether directly or through a third party) or send us your details on a speculative basis.
What about Legitimate interest
- To verify the accuracy of data that we hold on you and to create a better understanding of you as a client.
- To create a profile of you based on any preferences you have indicated to us to enable us to decide what products and services to offer to you for marketing purposes
- To inform you about relevant events, products, news updates and announcements you may be interested in.
- To manage and deliver internal projects for business improvements
- For network and information security purposes to enable us to take steps to protect your personal data against loss or damage, theft or unauthorized access.
- To comply with you in connection with the exercising of your rights (if you ask us not to contact you, we will keep you on our suppression list in order to comply with your request)
- To assist in the management of requests or queries and complaints
- For the establishment, exercise or defense of our legal rights.
Consent
We will send you marketing emails about our services, events, news and relevant updates only where you have given us your consent . You can withdraw your consent at any time by contacting us using the name, address or telephone number, email address at the end of this policy. Withdrawing consent will not affect the lawfulness of any marketing emails we sent before you withdrew it, and we may keep a record of your marketing preferences to ensure we respect your choices and do not send you marketing communications you have opted out of.
Transfer of personal data to a third party
We use third party providers to process your personal data.
Third Parties
| Third Party | What they do for B4 | How they secure your data |
| Calendly | Online appointment scheduling software | Soc 2 Type II SOC 3 GDPR compliance ISO 27001. |
| GetSupport | IT Support. Back up of data. Disaster Recovery. | Microsoft 365 Partner, encryption of data both in transit and at rest. |
| ZoHo CRM | Sales, marketing automate follow ups, real time dashboards. | TLS 1.2/1.3 encryption for data in transit, asymmetric encryption for external API calls, and strict internal Data Processing Addendums (DPA) |
Your Rights
You have a number of rights in relation to your personal data under the Data Protection legislation. In relation to those rights, we may ask you for information to confirm your identity, and where applicable, or clarification to enable us to find your personal data. Except in rare cases, we will respond to you within one month from either:
- the data that we have confirmed your identity or
- where we do not need to do this because we already have this information, from the date we received your request.
We are the data controller and we are responsible for responding to subject access requests.
Accessing your personal data
You have the right to ask for a copy of the data we hold about you by emailing us or writing to us at the address at the end of this policy. We may not provide you with a copy of your personal data if it contains information on other individuals, or we have another reason to withhold the data. We may charge you a reasonable fee based on administrative costs if you request a copy of data we have previously provided to you or if your request is excessive. We will try to provide you with a copy of your data electronically, unless you specify otherwise within your original request.
Correcting and updating your personal data
The accuracy of your data is important to us, therefore if you change your name or address/email address, or you discover that any of the other data we hold is inaccurate or out of date, please let us know by contacting us using the details set out at the end of this policy
Withdrawing your consent
Where we rely on your consent as the lawful basis for processing your personal data, you may withdraw your consent at any time by emailing us or writing to us using the address at the end of this policy. If you withdraw your consent, our use of your data prior to this notification- the processing is still lawful.
Objecting to our use of your persona data
Where we rely on legitimate interest as the lawful basis for processing your data for any purpose, you may object to us using your personal data for these purposes by emailing us or writing to us, using the contact details at the end of this policy.
You may also object to us using your personal data for direct marketing purposes and we will immediately comply with your request.
Erasing your personal data or restricting its processing
In certain circumstances, you may ask for your personal data to be removed from our systems. Please note that, providing we do not have any continuing lawful reason to continue to process or hold your data, or if other exception noted in applicable privacy legislation, we will make all reasonable efforts to comply with your request.
Transferring your personal data in a structured data file
Where we rely on your consent as the lawful basis for processing your personal data or need to process it in connection with your contract, you may ask us to provide you with a copy of that data, in a structured data file. We will provide this to you in a structured commonly used and machine readable format.
Contact us
If you have any questions regarding your data or how we process it please contact us by post
By email
By telephone
If you are not happy with the contact you have received from B4, you have the right to contact the Supervisory Authority; In the United Kingdom this is The Information Commissioners Office. Tel 0303 123 1113.