• Privacy Policy

  • PRIVACY/DATA POLICY

    Updated Privacy/Data Policy: May 2018

    Baltimore FM Ltd is joint controller/processor of personal data provided to us and we are therefore committed to respecting the privacy of individuals.  It is our policy to comply with the requirements of the General Data Protection Regulation regarding how our organisation obtains, stores, processes and disposes of personal data and as required by the General Data Protection Regulation (GDPR) is registered with the Information Commissioners Office. Baltimore FM Ltd.’s registration Number is 07577699.

    Baltimore FM Ltd collects personal data which identifies you or that can be used to identify you. This personal data may include information such as your name, age, home address, telephone number, e-mail address, organisation name, job title, business address, membership number and grade, examination/qualification records, bank and payment details, education and training details, IP address, training records and expression for areas of interest.

    We need your data to process personal information to enable us to promote our goods and services, to maintain our accounts and records and to support and manage staff. We will only collect the information that is essential to provide and oversee this service to you.

    Personal Data will only be processed where one or more of the following conditions apply:

    • You have provided us with explicit consent to process your data
    • We have legitimate interests, which include processing Personal Data for the purposes of providing, improving and advertising our products, services, and information
    • Where such processing is necessary to perform a contractual agreement with you or in preparation for entering into a contract with you
    • When necessary to comply with a legal obligation, resolve disputes and enforce our contractual agreements.

    Our policy covers all aspects of how we handle personal data including, where relevant to our activities, the use of personal data, Baltimore FM Ltd website, PC/Laptop/iPad and ‘Cloud’ storage, mobile phones, Email, post, telephone, In person; events, conferences, exhibitions and via Baltimore FM employees, Members, Affiliates, Baltimore FM Ltd social media and any activity involving a third party acting in partnership with us or on our behalf.

    All personal data is processed internally by our staff in the UK, however, Baltimore FM Ltd may share part or all of your personal data with the following third-party categories or persons:

    • Baltimore FM Ltd’s governing and affiliated associates, such representatives are obliged to comply with a Code of Conduct in relation to their use and storage of your personal data.
    • Business associates and trusted suppliers, data processors and contractors for the purposes of administering and managing your account and for the purposes of providing you with information, products and/or services requested by you and managing and administering such requests.
    • Business associates, data processors and other trusted suppliers of goods or services for the purposes of providing you with information that Baltimore FM Ltd believes may be of interest to you regarding Baltimore FM Ltd’s or other third parties’ products and/or regulatory services.
    • Government/Regulatory authorities, if legally required to do so, or if Baltimore FM Ltd believes necessary in connection with an investigation of any activity that is illegal or may expose Baltimore FM Ltd to any liability.
    • IT hosting and Maintenance
    • Third parties in connection with any proposed merger and/or acquisition, re-organisation, or sale of all or substantially all of Baltimore FM Ltd’s business.
    • Baltimore FM Ltd’s web site does not use ’cookies’,

    Baltimore FM Ltd uses a business management software system where personal data is transferred outside of the European Economic Area. Appropriate safeguards have been implemented to ensure data is secure and privacy is protected to the same standard as it is in the EU. Data will never be intentionally shared with international organisations.

    You are able to amend your preferences at any time to opt-in or opt-out of communications, but the right to withdraw consent does not override any legal requirements stipulating data processing. If you wish to amend your consent preferences for receiving communications, please do so either by emailing suzanne.eacott@baltimoregroup.co.uk. If at any time you wish to update the personal data you have provided; request to see your records relating to your personal data; if you have any questions or comments about our privacy practices or if you wish to exercise your right to erasure please suzanne.eacott@baltimoregroup.co.uk.

    It is our policy to:

    1. Ensure personal data security in our organisation;
    2. Have a GDPR-compliant contractual relationship with any third party that processes personal data with/for us, notably in relation to ensuring personal data security;
    3. Respect all individuals’ personal data rights, as described in GDPR and ICO guidance
    4. Identify and have a lawful basis for using any personal data. This will include seeking/confirming ‘positive consent’ from individuals if there is no other lawful basis
    5. Have a clear, concise privacy notice, which is made readily available
    6. Ensure all our staff is aware of the above, and if necessary trained, in relation to their own responsibilities.
    7. Ensure we keep up to date with GDPR guidance available from the ICO at: https://ico.org.uk/for-organisations/business/

    Responsibility

    In line with the above, the person responsible for ensuring that we manage GDPR compliance is Suzanne Eacott.

    Baltimore FM Ltd is committed to protecting your personal data as explained in this Privacy Policy, however, if you have any reason to complain, please email our Data Protection Officer at Suzanne.eacott@baltimoregroup.co.uk or write to us at 19b Picton House, Hussar Court, Waterlooville Hampshire PO7 7SQ.  If you are not satisfied with our response or would prefer not to approach us, you may complain directly to the Information Commissioner’s Office (ICO) with details of the complaint. You may telephone them on 0303 123 1113, visit their website at https://ico.org.uk/concerns/handling/ or write to them at; Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF.

    Policy review

    We will review this policy and our personal data needs at least annually, and seek to minimise the personal data we hold, in line with GDPR and the needs of the organisation.