Privacy Policy

Building Controls Industry Association Limited

BCIA Operations Limited  

Privacy Policy                                                         Updated: January 2024

We take the protection of your personal data seriously. This privacy policy tells you what to expect when we collect personal data from you. It also explains how we will store, handle and keep your personal data safe. 

Please read the following carefully to understand our practices regarding your personal data and how we will treat it.

We keep our privacy policy under regular review to make sure it is up to date and accurate.

It is important that the personal data we hold about you is accurate and current.

Please keep us informed if your personal information changes during our relationship with you.

Who we are

The Building Controls Industry Association Limited (BCIA Ltd) is the recognised UK trade association representing the building controls industry.  BCIA Ltd has over 160 company members including manufacturers, distributors, systems installers and consultants, all focused on building management, building energy management and automation systems.   BCIA Ltd aims to influence policy and legislation, promote greater understand of the benefits and adoption of controls systems, promote the industry as a career of choice, and facilitate best practice and knowledge share opportunities.

BCIA Ltd commissions an independent market research company to deliver the Association’s Market Information Service, a quarterly research study providing insights on the market. 

As part of its group structure, BCIA Ltd also operates BCIA Operations Limited.  BCIA Operations Limited is responsible for developing and delivering industry technical and non-technical certified training. 

This privacy policy applies to the BCIA Ltd and BCIA Operations Limited collectively referred to “we,” “us,” “our” or “our Grop”.

BCIA Ltd is a member of the Federation of Environmental Trade Associations (FETA). FETA is registered as a data controller with the Information Commissioner’s Office under the registration reference Z5825135, details of which can be found here.

Our contact details

Name:                              Building Controls Industry Association Ltd

Address:                           2 Waltham Court, Milley Lane, Hare Hatch, Reading, Berkshire, RG10 9TH

Email:                               info@bcia.co.uk

Telephone number:           0118 940 3416

The correspondence address for BCIA Operations Limited is: BCIA Operations Limited, 20 Tesla Court, Innovation Way, Lynch Wood, Peterborough, PE2 6FL.

General information

All personal information we collect or are provided with will only be held and stored in accordance with this privacy policy and the UK General Data Protection Regulation (“UK GDPR”), the Data Protection Act 2018 and any other legislation relating to the protection of personal information (data protection laws).

Changes to our Privacy Policy

Any changes we make to our privacy policy in the future will be posted on this page and, where appropriate, notified to you by e-mail.

Please check back frequently to see any updates or changes to our privacy policy.

Third-party Links

Our website may include links to third-party websites, plug-ins and applications.

Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements or policies. When you leave our website, we encourage you to read the privacy policy of every website you visit.

The type of information we will collect

BCIA Ltd will collect and process the following information:

·       Personal identifiers including name, company, company address, email; telephone number. 

BCIA Operations Limited will collect and process the following information:

·       Personal identifiers including: name, employer, home address, date of birth, employer address, personal or business email, telephone number.

Our Group may collect financial data which includes bank account and / or payment details.

This list is not exhaustive, and, in specific instances, we may need to collect additional data for the purposes set out in this privacy policy. 

Our website is not intended for children and our website does not knowingly collect data relating to children.

How we get the personal information and why we have it

BCIA Ltd and BCIA Operations Limited gets most of the personal information that we process directly from you, or your company, for one of the following reasons:

·       Primary BCIA Ltd member company contact

·       Membership liaison and services

·       Representative of your company to BCIA Ltd member and committee meetings.

·       To undertake training courses.   

BCIA Operations Limited will also receive your information from External Third Parties, you can see the list below, for the provision of training services.

BCIA Ltd will use the personal data collected from you in our provision of membership services.  Your data may be used for the following purposes:

·       To set up company and individual profiles on the Very Connect member CRM and community engagement platform,

·       Voting and information relating to your membership terms, conditions, benefits and membership fees,

·       Notification of meeting arrangements,

·       Circulation of Agendas and Minutes of meetings for groups for which you are a member,

·       Circulation of information deemed relevant to you or your Company as a Member,

·       Annual invoicing/letters/Awards/Event information,

·       Research and invitations to participate in member surveys.  

·       E-newsletters and relevant marketing information appropriate to your membership.

BCIA Operations Limited will use the personal information from you in our provision of training services.  Your data may be used for the following purposes:

·       Training administration including booking confirmations, course delivery details and amendments,  

·       Provision of course materials,

·       Provision and registration of certification,

·       Maintaining a register of delegates as required by relevant Accreditation and Awarding Organisations.

Payment Card information:

BCIA Ltd and BCIA Operations Limited may process your personal information to process any payments made for the provision of membership and / or services. The information may include information for identification and verification, such as your name, credit, debit or other card number, card expiration date, and CVV code.

Any payment transactions carried out by us, or our chosen third-party provider of payment processing services will be kept secure and encrypted where possible.

Marketing

We strive to provide you with choices regarding certain personal information uses, particularly around marketing and advertising.

If you have given your consent to receive marketing emails you can withdraw this at any time, or if we are relying on our legitimate interests to send you marketing you can object. In either case, just let us know. If you have received a direct marketing email from us and no longer wish to do so, the easiest way to let us know is to click on the unsubscribe link at the bottom of our marketing emails.

Internal and External Third Parties

We use data processors who are third parties who provide elements of services for us.  We only ever share your personal information with trusted third parties.

BCIA Ltd and BCIA Operations Limited may share your information with these third parties, and virtual mailing platforms, to process your data for specified purposes and in accordance with our instructions.  They cannot do anything with your personal information unless we have instructed them to do it.  They will not share your personal information with any other organisation apart from us and they are required to hold it securely and retain it in accordance with our instructions.

Your data will never be shared or sold with third parties for the purposes of direct marketing.  

Internal Third Parties

·       Federation of Environmental Trade Associations Ltd

·       Building Controls Industry Association Ltd and BCIA Operations Limited.  

External Third Parties

·       Keystone Communications (marketing, training administration, awards)

·       Leading Edge (BCIA Market Information Service)

·       Birch Print (fulfilment of print services primarily relating to training services)

·       VeryConnect (CRM and Member Community Platform)

·       BCIA Approved Training Partners, Approved Training Providers, Awarding Organisations and Certification System Providers.   

We may give information to other BCIA Ltd and BCIA Operations Limited approved suppliers but only for specific purposes and in accordance with our instructions.

Lawful basis for processing personal information

The lawful basis that BCIA Ltd and BCIA Operations Limited most commonly use to collect and process your personal information are:

-         Where you have consented before the processing.

-         Where we need to perform a contract, we are about to enter or have entered         with you.

-         Where it is necessary for our legitimate interests (or those of a third party) and     your interests and fundamental rights do not override those interests.

-         Where we need to comply with a legal or regulatory obligation

In certain circumstances, we need your personal information to comply with our contractual obligations or to pursue our legitimate interests in a way which might be reasonably expected as part of our running our business. For example, in order to maintain your membership or to deliver the training requested, we need to use the information you provide us to enable us to provide those services.

Whenever you have given us your consent to use your personal information, you have the right to change your mind at any time and withdraw that consent. You can do this by contacting BCIA Ltd using the details at the top of this policy or by amending your preferences on our members CRM system (VeryConnect). Please note that, this will not affect the lawfulness of any processing carried out before you withdraw your consent.

How we store your personal information

Your information is securely stored using our CRM system (Very Connect).   

Members obtain corporate and individual access to a members area of the website powered by our CRM (Very Connect), information is stored within this, with individuals able to specify their preferences. 

We will only retain your personal information for as long as is necessary for the purpose or purposes for which we have collected it.

We keep your name, company name, address, email and telephone number for as long as you are a member. Your company information and individual records will be disabled in the CRM but may be retained for a period of up to twelve months before being deleted.

In some circumstances we will anonymise your personal information (so that it can no longer be associated with you) for analytical or statistical purposes, in which case we may use this information indefinitely without further notice to you.

Cookies and Google Analytics 

When you visit our Group websites, we may collect certain information by automated means, such as using cookies.

A cookie is a piece of data stored locally on your computer containing information about your activities on the Internet. Each website can send its own cookie to your web browser if your browser's preferences allow it. Many websites do this whenever a user visits their website in order to track online traffic flows.

The Group uses cookies and Google Analytics to understand how visitors are using our websites and to try and improve their experience.

Read the Google Analytics privacy policy here.

You may also opt out of allowing Google Analytics to use your data at any time by clicking here

You can choose which cookies our website is allowed to access by changing your browser settings.

Your browser’s security settings may allow websites to create and store cookies to a directory on your computer. Cookie files will not harm your computer and are used to aid website functionality.

Your data protection rights

Under data protection law, you have rights including:

·       Your right of access - You have the right to ask us for copies of your personal information.

·       Your right to rectification - You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.

·       Your right to erasure - You have the right to ask us to erase your personal information in certain circumstances.

·       Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal information in certain circumstances.

·       Your right to object to processing - You have the the right to object to the processing of your personal information in certain circumstances.

·       Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.

·       Your right not to be subject to automated decision making and profiling - You have the right to not be subject to solely automatic decisions (i.e., decisions that are made about you by computer without any human input) in relation to any processes that have a legal or similarly significant effect on you. You will be notified if we make a solely automated decision which produces a legal effect or significantly affects you.

You are not required to pay any charge for exercising your rights. However, we may charge a reasonable fee if your request is clearly unfounded or excessive, including where requests are repetitive. Alternatively, we could refuse to comply with your request in these circumstances.

We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal information  or to exercise any of your other rights. This is a security measure to ensure that personal information is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

We try to respond to all legitimate requests within one month. Occasionally it could take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.

Please contact us at Building Controls Industry Association Ltd, 2 Waltham Court, Milley Lane, Hare Hatch, Reading, Berkshire, RG10 9TH, Email: info@bcia.co.uk, Tel: 0118 940 3416 if you wish to make a request.  Please mark it for the attention of Catherine Walker, Executive Officer.

How can we help?

If you have any queries or concerns about our use of your personal information, you can contact us at Building Controls Industry Association Ltd, 2 Waltham Court, Milley Lane, Hare Hatch, Reading, Berkshire, RG10 9TH, Email: info@bcia.co.uk, Tel: 0118 940 3416.  Please mark it for the attention of Catherine Walker, Executive Officer.

For further information on data protection please visit the Information Commissioner Office (ICO) website. You can also complain to the ICO if you are unhappy with how we have used your data.

The ICO’s address:

Information Commissioner’s Office

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

Helpline number: 0303 123 1113

ICO website: https://www.ico.org.uk

Disclaimer

The material on the BCIA website is for general information only. Whilst the BCIA endeavours to ensure the accuracy and completeness of the contents of the website, it accepts no responsibility in respect of loss or damage occasioned as a result of reliance placed upon any part of its contents.

Version 1.5 Published January 2024