Data Protection and Privacy Policy

Introduction

Darwen Business Exchange (“we”, “us”, “our”) is a small, not-for-profit business network group. We are committed to protecting the privacy and personal data of our members and contacts. This policy explains how we collect, use, store, and protect personal information.

We process personal data in accordance with applicable data protection legislation, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018 (or relevant local regulations).

Personal Data We Collect

IWe only collect and store basic personal information, including:

• Full name
• Email address
• Contact telephone number
• Company or Organisation name

How We Collect Information

We collect personal data when individuals:

• Join our network group
• Register for events or activities
• Contact us by email, phone, or online forms
• Provide details directly to us

All information is provided voluntarily.

Purpose of Data Collection

We use personal data only for the following purposes:

• Managing membership and contact lists
• Facilitating communication between members
• Communicating about meetings, events, and activities
• Sharing relevant group updates and information
• Responding to enquiries

Personal data is used solely for network-related and professional communication purposes.

Legal Basis for Processing

We process personal data on the basis of:

• Consent – where individuals have agreed to their details being held and shared within the group
• Legitimate Interests – for administering and managing our network group

Individuals may withdraw consent at any time.

Data Sharing and Disclosure

Personal details may be made available to registered members of [Name of Organisation / Network Group] for legitimate communication and networking purposes.

This may include sharing:

• Name
• Email address
• Company name
• Telephone number

Personal data will only be shared within the membership and must not be used for unrelated marketing, resale, or external distribution.

We do not sell, rent, or disclose personal data to third parties outside the group, unless required by law.

Responsibilities of Members

Members who are given access to personal data are expected to:

• Use the information responsibly and professionally
• Respect the privacy of other members
• Not share member details with non-members
• Not use contact information for unsolicited or inappropriate communications

Misuse of personal data may result in removal from the group.

Data Storage and Security

We take reasonable steps to protect personal data, including:

• Storing information securely (password-protected devices/accounts)
• Limiting access to authorised committee members only
• Keeping digital and paper records secure
• Regularly reviewing stored data

We aim to prevent unauthorised access, loss, misuse, or disclosure.

Data Retention

We retain personal data only for as long as necessary for group purposes.

Data will be:

• Reviewed periodically
• Deleted when no longer required
• Removed upon request, where appropriate

Former members’ details will be removed within [insert time period, e.g., 12 months] of leaving the group, unless legally required otherwise.

Individual Rights

Under data protection law, individuals have the right to:

• Access their personal data
• Request correction of inaccurate information
• Request deletion of their data
• Restrict or object to processing
• Withdraw consent

Requests can be made by contacting us using the details below.

Accuracy of Information

We aim to keep personal data accurate and up to date. Members are encouraged to inform us of any changes to their details.

Data Breaches

In the event of a data breach that may affect personal information, we will:

• Investigate the incident promptly
• Take steps to minimise harm
• Notify affected individuals where required
• Report to relevant authorities if legally necessary

Policy Updates

We may update this policy from time to time. Any significant changes will be communicated to members.

The latest version will always be available upon request.

Contact details

For questions about this policy or your personal data, please contact: