Our contact details
Name: Merewyn Sayers
Address: HD8 Network of 16a Chapel Hill, Clayton West, West Yorkshire, HD8 9NH
E-mail: info@hd8network.co.uk
Website: https://www.hd8network.co.uk
For the purposes of the UK General Data Protection Regulation 2021 the contact details above are of the data controller.
This policy (together with our Terms of Use and any other documents referred to in it) sets out the basis on which any personal data we collect from you, or that you may provide to us, will be processed by us.
Why HD8 Network Collects Personal Information
In the normal course of our business we collect personal information to enable us to conduct business with you, enable you to join our network, add an event to the HD8 Network event calendar or to interact with the HD8 Network on social media by clicking links on our https://hd8network.co.uk website.
The Type of Information We Collect
Business & Community Membership
| Why do we collect | Personal information we collect |
|---|---|
| You fill in our HD8 business or community membership sign-up form and we issue membership to you. | Organisation name Contact name Phone number Email address Address Billing address Credit card number Credit card expiry date CVC number |
Add Your Event to the HD8 Event Calendar
| Why do we collect | Personal information we collect |
|---|---|
| You fill in our HD8 Add your event page and the event is added to the HD8 Network page on Eventbrite. | Your name Email address Phone number Address – either a venue address or personal address if the event is held at the person’s home. |
How we get the personal information and why we have it
Most of the personal information we process is provided to us directly by you by entering it into our https://hd8network.co.uk website and the tables below detail the information collected and our lawful basis for collecting it and processing it as defined by the UK GDPR or subsequent data protection regulation or law.
Business & Community Membership
| Information Collected | Why was it Collected | Lawful Basis |
|---|---|---|
| Organisation name | To enable us to issue membership to you | Contract & Legitimate Interest |
| Contact name | To enable us to issue membership to you | Contract & Legitimate Interest |
| Phone number | To enable us to issue membership to you | Contract & Legitimate Interest |
| Email address | To enable us to issue membership to you | Contract & Legitimate Interest |
| Address | To enable us to issue membership to you | Contract & Legitimate Interest |
| Billing Address | To enable us to issue membership to you | Contract & Legitimate Interest |
| Credit card number | To enable us to issue membership to you | Contract & Legitimate Interest |
| Credit card expiry date | To enable us to issue membership to you | Contract & Legitimate Interest |
| CVC number | To enable us to issue membership to you | Contract & Legitimate Interest |
Add Your Event to the HD8 Event Calendar
| Information Collected | Why was it Collected | Lawful Basis |
|---|---|---|
| Your name | To enable us to add your event to our event calendar | Consent |
| Email address | To enable us to add your event to our event calendar | Consent |
| Phone number | To enable us to add your event to our event calendar | Consent |
| Address – either a venue address or personal address if the event is held at the person’s home. | To enable us to add your event to our event calendar | Consent |
Additional Anonymised Information
Additional information is collected by us indirectly from cookies on our https://hd8network.co.uk website to make the website work and work more efficiently, analyse how our website is used and to improve your visitor experience. Cookies are small text files that are placed on your computer by you visiting our website.
Please see our cookie policy that will inform you of the cookies we use and enable you to control what cookies you accept and consent to.
Anonymised information means you cannot be identified as a living person from this information.
| Anonymised Information | Why do we collect it |
|---|---|
| The device used to access the website | To track your use of our website from different devices |
| Anonymised user ID | To track your use of our website from different devices |
| Anonymised user ID | To track you to social media to display relevant adverts on social media |
| Anonymised user ID | We embed videos from our official YouTube channel using YouTube’s privacy-enhanced mode. This mode may set cookies on your computer once you click on the YouTube video player, but YouTube will not store personally-identifiable cookie information for playbacks of embedded videos using the privacy-enhanced mode. Read more at YouTube’s embedding videos information page. |
| Anonymised user ID | To track views of embedded YouTube videos. |
| Anonymised user ID | Information about how the end user uses the website and any advertising that the end user may have seen before visiting the said website. |
Sharing of the Personal Information we Collect
We may share the personal information we collect with the following organisations and the table below details the information we may share, who with, where and what are adequate data protection controls in place.
The Information Commissioner’s Office (ICO) Standard Contractual Clauses (SCC’S) are contractual clauses the ICO says should be in contracts with companies based in third countries. Third countries are, for example, the USA where, currently, data protection regulation is not deemed to be to the same level of protection as offered by the UK GDPR.
We collect personal and business data when you become a member of HD8 Network and this is recorded in our Customer Relationship Management (CRM) system.
When you book onto an HD8 Network event by clicking the Eventbrite icon on our https://HD8Network.co.uk website the link takes you to our page on the https://eventbrite.co.uk website. Any data entered by you is shared with Eventbrite and is stored in the USA. At the time of writing this policy Eventbrite only includes the EU GDPR standard contractual clauses, however, they still offer an appropriate level of data protection equivalent to the UK GDPR.
Should you click on any of the social media icons on our https://HD8Network.co.uk website the link takes you to the HD8 Network page on the relevant social media page. Any data you enter on these social media pages is shared with the social media provider and any interaction with HD8 Network posts on social media your use is subject to the terms and conditions and privacy notices of the relevant social media platform (Facebook, Twitter, LinkedIn, YouTube, Instagram and Google.).
| Information | Who Shared With | Why | Country | Data Protection Aequacy |
|---|---|---|---|---|
| Member Information | ||||
| Contact name | Zoho.com | CRM | The Netherlands | EU GDPR & UK GDPR |
| Organisation name | Zoho.com | CRM | The Netherlands | EU GDPR & UK GDPR |
| Phone number | Zoho.com | CRM | The Netherlands | EU GDPR & UK GDPR |
| Email address | Zoho.com | CRM | The Netherlands | EU GDPR & UK GDPR |
| Address | Zoho.com | CRM | The Netherlands | EU GDPR & UK GDPR |
| Billing Address | Zoho.com | CRM | The Netherlands | EU GDPR & UK GDPR |
| Credit card Number | Stripe.com | Process membership fee payment | USA | SCC’s |
| Credit card expiry date | Stripe.com | Process membership fee payment | USA | SCC’s |
| Credit card CVC number | Stripe.com | Process membership fee payment | USA | SCC’s |
| Event Organiser | ||||
| First & Last Name | Zoho.com | CRM | The Netherlands | EU GDPR & UK GDPR |
| Email address | Zoho.com | CRM | The Netherlands | EU GDPR & UK GDPR |
| Phone number | Zoho.com | CRM | The Netherlands | EU GDPR & UK GDPR |
| Address – either a venue address or personal address if the event is held at the person’s home. | Zoho.com | CRM | The Netherlands | EU GDPR & UK GDPR |
| Booking on to an Event | ||||
| First name | Eventbrite.co.uk | To book on to an event | USA | SCC’s |
| Last name | Eventbrite.co.uk | To book on to an event | USA | SCC’s |
| Email address | Eventbrite.co.uk | To book on to an event | USA | SCC’s |
| Mobile phone number | Eventbrite.co.uk | To book on to an event | USA | SCC’s |
How we store your personal information
Your information is securely stored our CRM system (Zoho.com) and in our Microsoft Outlook email system when we exchange emails. Zoho is based in The Netherlands and our CRM data is also stored in their Netherlands data centre. However, the Zoho support teams are based in India and these people may have to access the data occasionally to provide support. Zoho are registered with the Information Commissioner’s Office and have a UK specific privacy policy.
Microsoft offers the UK and EU the standard contractual clauses to provide governance over data protection.
Our website is hosted by Linode LLC in London and is governed by UK data protection regulations.
| Information | Why We Retain it | How Long For |
|---|---|---|
| Member Information | ||
| Contact name | Statutory accounting regulation To enable delivery to you Marketing to you | 7 years after last transaction |
| Organisation name | Statutory accounting regulation To enable delivery to you Marketing to you | 7 years after last transaction |
| Phone number | Statutory accounting regulation To enable delivery to you Marketing to you | 7 years after last transaction |
| Email address | Statutory accounting regulation To enable delivery to you Marketing to you | 7 years after last transaction |
| Address | Not retained after payment completed with Stripe.com | Not retained – details are automatically deleted by Stripe.com |
| Billing Address | Not retained after payment completed with Stripe.com | Not retained – details are automatically deleted by Stripe.com |
| Credit card Number | Not retained after payment completed with Stripe.com | Not retained – details are automatically deleted by Stripe.com |
| Credit card expiry date | Not retained after payment completed with Stripe.com | Not retained – details are automatically deleted by Stripe.com |
| Credit card CVC number | Not retained after payment completed with Stripe.com | Not retained – details are automatically deleted by Stripe.com |
| Event Organiser | ||
| First & Last Name | To contact you about your future events | 2 years |
| Email address | To contact you about your future events | 2 years |
| Phone number | To contact you about your future events | 2 years |
| Address – either a venue address or personal address if the event is held at the person’s home. | To contact you about your future events | 2 years |
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.
You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.
Please contact us at info@hd8network.co.uk if you wish to make a request.