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Business Cleaning Services - BCS


Frequently Asked Questions:  Privacy & Data Protection

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BCS’ Website Privacy Notice




BCS (“the Company”) understands that your privacy is important to you and that you care about how your personal data is used.  We respect and value the privacy of everyone who visits this website, www.bcsonline.org.uk (“Our Site”) and as described in Parts 5 and 6, below, we do not collect personal data about you unless you contact us.  Any personal data we do collect will only be used as permitted by law.


Please read this Privacy Policy carefully and ensure that you understand it.  Your acceptance of this Privacy Policy is deemed to occur upon your first use of Our Site.  If you do not accept and agree with this Privacy Policy, you must stop using Our Site immediately.


1. Information About Us

Our Site is owned and operated by BCS.  



Jubilee House

3 The Drive

Great Warley



CM13 3FR


Data Protection Duty Holder:  Administration Manager

Email: dpo@bcsonline.org.uk

Tel: 01268 492 800

Postal Address: as above


2. What Does This Policy Cover?

This Privacy Policy applies only to your use of Our Site.  Our Site may contain links to other websites.  Please note that we have no control over how your data is collected, stored, or used by other websites and we advise you to check the privacy policies of any such websites before providing any data to them.


3. What is Personal Data?

Personal data is defined by the General Data Protection Regulation (EU Regulation 2016/679) (the “GDPR”) as ‘any information relating to an identifiable person who can be directly or indirectly identified in particular by reference to an identifier’.

Personal data is, in simpler terms, any information about you that enables you to be identified.  Personal data covers obvious information such as your name and contact details, but it also covers less obvious information such as identification numbers, electronic location data, and other online identifiers.


4. What Are My Rights?

Under the GDPR, you have the following rights, which we will always work to uphold:

a) The right to be informed about our collection and use of your personal data.  This Privacy Policy should tell you everything you need to know, but you can always contact us to find out more or to ask any questions using the details in Part 10.

b) The right to access the personal data we hold about you.  Part 9 will tell you how to do this.

c) The right to have your personal data rectified if any of your personal data held by us is inaccurate or incomplete.  Please contact us using the details in Part 10 to find out more.

d) The right to be forgotten, i.e. the right to ask us to delete or otherwise dispose of any of your personal data that we have.  Please contact us using the details in Part 10 to find out more.

e) The right to restrict (i.e. prevent) the processing of your personal data.

f) The right to object to us using your personal data for a particular purpose or purposes.

g) The right to data portability.  This means that, if you have provided personal data to us directly, we are using it with your consent or for the performance of a contract, and that data is processed using automated means, you can ask us for a copy of that personal data to re-use with another service or business in many cases.

h) Rights relating to automated decision-making and profiling.  We do not use your personal data in this way.

For more information about our use of your personal data or exercising your rights as outlined above, please contact us using the details provided in Part 10.

Further information about your rights can also be obtained from the Information Commissioner’s Office or your local Citizens Advice Bureau.

If you have any cause for complaint about our use of your personal data, you have the right to lodge a complaint with the Information Commissioner’s Office.


5. What Personal Data Do You Collect?

Subject to the following, we do not collect any personal data from you.  We do not place cookies on your computer or device, nor do we use any other means of data collection.

If you send us an email, we may collect your name, your email address, and any other information which you choose to give us.


6. How Do You Use My Personal Data?

If we do collect any personal data, it will be processed and stored securely, for no longer than is necessary in light of the reason(s) for which it was first collected.  We will comply with our obligations and safeguard your rights under the GDPR at all times.  For more details on security see Part 7, below.

As stated above, we do not generally collect any personal data.  If you contact us and we obtain your personal details from your email, we may use them to respond to your email.

Any and all emails containing your personal data will be deleted no later than three years after the subject matter of your email has been resolved; in the event that you enter a customer and/or supplier and/or employee relationship with the Company and/or your communications relate to a third party that enters (or has already entered) a customer/supplier/employee relationship with the Company, six years from conclusion of audit of the pertaining period.  There are some instances where data may need to be kept for significantly longer periods of time, such instances include (but are not limited to) certain Health & Safety matters (for instance matters relating to hazardous substances) that may require permanent record, etc.  In the event that you enter (or have already entered) a customer and/or supplier and/or employee relationship with the Company, or in the event that your communications relate to a third party that enters, or has already entered, such a relationship with the Company, you must also refer to the relevant Privacy Policies made available on Our Site.  By contacting us and/or continuing to contact us, you consent to our use of your data as set out herein and/or in other pertaining Privacy Policies made available on Our Site (and/or referred to herein).  

You have the right to withdraw your consent to us using your personal data at any time, and to request that we delete it.


7. How and Where Do You Store My Data?

Predominantly we will only store or transfer your personal data within the European Economic Area (the “EEA”).  The EEA consists of all EU member states, plus Norway, Iceland, and Liechtenstein.  This means that your personal data will be fully protected under the GDPR or to equivalent standards by law.

However, we may also store or transfer some or all of your personal data in countries that are not part of the European Economic Area (the “EEA” consists of all EU member states, plus Norway, Iceland, and Liechtenstein).  These are known as “third countries” and may not have data protection laws that are as strong as those in the UK and/or the EEA.  This means that we will take additional steps in order to ensure that your personal data is treated just as safely and securely as it would be within the UK and under the GDPR as follows.

We may also transfer your data to a third party based in the US, this may be protected if they are part of the EU-US Privacy Shield.  This requires that third party to provide data protection to standards similar levels of data protection to those in Europe.  More information is available from the European Commission.

Please contact us using the details below in Part 11 for further information about the particular data protection mechanism used by us when transferring your personal data to a third country.

The security of your personal data is essential to us, and to protect your data, we take a number of important measures, including the following:

· Data access restricted to authorised personnel only;

· Data encryption;

· Avoidance of use of USB-stick flash drives; where such flash drives (or similar) are used, your data is encrypted.

· Encryption of Company data backups.

· Predominantly, and so far as is reasonably practicable, data is stored on the Company’s own server (utilising drive encryption).

· Use of antivirus software.

· VPN connection for remote data access; whilst such network connections shall necessarily utilise third party software, so far as is reasonably practicable such network connections shall not rely on third party services.

· GDPR compliant contracts, or similar data integrity assurances, with service partners and third parties;

· Secure deletion of data, utilising multi-pass deletion of digital data from hard drives, shredding CDs / DVDs housing digital data, shredding of paper records to P-4 standards.


8. Do You Share My Personal Data?

We may sometimes contract with the third parties to supply products and/or services to you on our behalf.  These may include, but are not restricted to, payment processing, credit control, delivery, marketing, electronic communications transfer and/or exchange (to include emails and/or email transmission/exchange and/or email/server storage), customer services, quality assurance, personnel and human resources management, health and safety management, processing of insurance matters.  In some cases, those third parties may require access to some or all of your personal data that we hold.

If any of your personal data is required by a third party, as described above, we will take steps to ensure that your personal data is handled safely, securely, and in accordance with your rights, our obligations, and the third party’s obligations under the law, as described above in Part 7.

If any personal data is transferred outside of the EEA, we will take suitable steps in order to ensure that your personal data is treated just as safely and securely as it would be within the UK and under the GDPR, as explained above in Part 8.

In some limited circumstances, we may be legally required to share certain personal data, which might include yours, if we are involved in legal proceedings or complying with legal obligations, a court order, or the instructions of a government authority.


9. How Can I Access My Personal Data?

If you want to know what personal data we have about you, you can ask us for details of that personal data and for a copy of it (where any such personal data is held).  This is known as a “subject access request”.

All subject access requests should be made in writing and sent to the email or postal addresses shown in Part 10.  To make this as easy as possible for you, a Subject Access Request Form is available for you to use.  You do not have to use this form, but it is the easiest way to tell us everything we need to know to respond to your request as quickly as possible.

There is not normally any charge for a subject access request.  If your request is ‘manifestly unfounded or excessive’ (for example, if you make repetitive requests) a fee may be charged to cover our administrative costs in responding.

We will respond to your subject access request within one calendar month of receiving it.  Normally, we aim to provide a complete response, including a copy of your personal data within that time.  In some cases, however, particularly if your request is more complex, more time may be required up to a maximum of three months from the date we receive your request.  You will be kept fully informed of our progress.


10. How Do I Contact You?

To contact us about anything to do with your personal data and data protection, including making a subject access request, please use the following details:

Data Protection Post Holder

Email: dpo@bcsonline.org.uk

Telephone: 01268 492 800.

Postal Address:  BCS, Jubilee House, 3 The Drive, Great Warley,

Brentwood, Essex, CM13 3FR.


11. Changes to this Privacy Policy

We may change this Privacy Notice from time to time.  This may be necessary, for example, if the law changes, or if we change our business in a way that affects personal data protection.

Any changes will be immediately posted on Our Site and you will be deemed to have accepted the terms of the Privacy Policy on your first use of Our Site following the alterations.




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492 800

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