1 Introduction……………………………………………………………………………………………………..... 1
2 The information we collect and when…………………………………………………………………. 1
3 How we use your information…………………………………………………………………………….. 2
4 Who we might share your information with……………………………………………………..… 3
5 How we keeping you updated on our products and services………………………….….. 4
6 Your rights over your information…………………………………………………………………..…. 4
7 How long we keep your information for………………………………………………………..…… 5
8 Giving your reviews and sharing your thoughts………………………………………..………. 5
9 Security……………………………………………………………………………………………………..……… 5
10 How to contact us………………………………………………………………………………….……….. 5
Framlingham Business Association is committed to protecting the privacy and security of your personal information. We take care to protect the privacy of our members and users of our products that communicate (online or offline) with us at events, over the phone, websites and social media platforms.
2 The information we collect and when
We only collect information that we know we will genuinely use and in accordance with the General Data Protection Regulation (GDPR). The type of information that we will collect on you, and you voluntarily provide to us on our website, application forms or correspondence:
• Your name
• Telephone number(s)
• Email address
• Survey responses
• IP address
We may, in further dealings with you, extend this information to include your address, purchases, services used, and subscriptions, records of conversations and agreements and payment transactions.
You are under no statutory or contractual requirement or obligation to provide us with your personal information; however we require at least the information above in order for us to deal with you as a member/service user in an efficient and effective manner.
The legal basis for processing your data is based on your specific consent/performance of a contract/compliance with a legal obligation/your vital interest/our legitimate interest that we will have requested at the point the information was initially provided, therefore we will not store, process or transfer your data outside the parties detailed above unless we have an appropriate lawful reason to do so.
3 How we use your information
• To contact you, following your enquiry, reply to any questions, suggestions, issues or complaints you have contacted us about;
• Make available our products and services to you;
• Process your orders;
• Take payment from you or give you a refund;
• For statistical analysis and to get feedback from you about our products, websites, mobile apps, and other services and activities. For example, occasionally we may invite you to review a product or service you’ve bought or used from us.
• Help us understand more about you as a customer, the products and services you consume, so we can serve you better;
• Contact you about products and services from us;
• Provide you with online advertising and promotions; and
• Help answer your questions and solve any issues you have.
4 Who we might share your information with
We may share your personal data with other organisations in the following circumstances:
• If the law or a public authority says we must share the personal data;
• If we need to share personal data in order to establish, exercise or defend our legal rights (this includes providing personal data to others for the purposes of preventing fraud and reducing credit risk); or
• From time to time, employ the services of other parties for dealing with certain processes necessary for the operation of the Website. However, all the information we share will be collected and anonymised, so neither you nor any of your devices can be identified from it.
• If you are a member and as such are entitled to automatic membership of Suffolk Coast Business CIC, our umbrella organisation.
5 How we keep you updated on our products and services
We will send you relevant news about our activities, initiatives, events, products and services in a number of ways including by email, but only if you have previously consented to receive these marketing communications. When you register with us we will ask if you would like to receive marketing communications, and you can change your marketing choices online, over the phone or in writing at any time.
If you wish to amend your marketing preferences, you can do so by emailing email@example.com
6 Your rights over your information
6.1.1 Right to Access Your Personal Information
You have the right to access the personal information that we hold about you in many circumstances, by making a request. This is sometimes termed ‘Subject Access Request’. If we agree that we are obliged to provide personal information to you (or someone else on your behalf), we will provide it to you or them free of charge and aim to do so within 30 days from when your identity has been confirmed.
We would ask for proof of identity and sufficient information about your interactions with us that we can locate your personal information.
If you would like to exercise this right, please contact us as set out below.
6.1.2 Right to Correction Your Personal Information
If any of the personal information we hold about you is inaccurate or out of date, you may ask us to correct it.
If you would like to exercise this right, please contact us as set out below.
6.1.3 Right to Stop or Limit Our Processing of Your Data
You have the right to object to us processing your personal information if we are not entitled to use it any more, to have your information deleted if we are keeping it too long or have its processing restricted in certain circumstances.
If you would like to exercise this right, please contact us as set out below.
6.1.4 For more information about your privacy rights
The Information Commissioner’s Office (ICO) regulates data protection and privacy matters in the UK. They make a lot of information accessible to consumers on their website and they ensure that the registered details of all data controllers such as ourselves are available publicly. You can access them here https://ico.org.uk/your-data-matters/
You can make a complaint to the ICO at any time about the way we use your information. However, we hope that you would consider raising any issue or complaint you have with us first. Your satisfaction is extremely important to us, and we will always do our very best to solve any problems you may have.
7 How long we keep your information for
We retain a record of your personal information in order to provide you with a high quality and consistent service. We will always retain your personal information in accordance with the General Data Protection Regulation (GDPR) and never retain your information for longer than is necessary. Unless otherwise required by law, your data will be stored for a period of 2 years after our last contact with you, at which point it will be deleted.
8 Giving your reviews and sharing your thoughts
When using our websites, you may be able to share information through social networks like Facebook and Twitter. For example, when you ‘like’, ‘share’ or review our Services. When doing this, your personal information may be visible to the providers of those social networks and/or their other users. Please remember it is your responsibility to set appropriate privacy settings on your social network accounts so you are comfortable with how your information is used and shared on them.
Data security is of great importance to Framlingham Business Association and to protect your data we have put in place suitable physical, electronic and managerial procedures to safeguard and secure your collected data.
We take security measures to protect your information including:
• Limiting access to our premises to those that we believe are entitled to be there
• We use appropriate procedures and technical security measures to safeguard your information across all our computer systems, networks and websites.
• Never asking you for your passwords;
10 How to contact us
If you would like to exercise one of your rights as set out above, or you have a question or a complaint about this policy, the way your personal information is processed, please contact us by one of the following means:
By email: firstname.lastname@example.org
By post: c/o Charnwood Milling, Off Saxtead Road, Framlingham Suffolk IP13 9PT
Framlingham Business Association
This Policy was last updated on 19th May 2018
Updated 17th July 2017
The name of the Association is the Framlingham & District Business Association (FBA)
2.1 The FBA is established to cover the Suffolk Coastal area and in particular the town of Framlingham.
2.2 The Objectives of the FBA are as follows:-
2.3 To develop trading opportunities for members by promoting and supporting measures calculated to benefit the business interests of the community of Framlingham.
2.4 To secure advantages for the business community, as a group, that cannot be achieved by individuals in isolation.
2.5 To support both financially and by other means, charitable and other constituted organisations and their work within the Framlingham community.
2.6 To promote, improve, replace and maintain the Christmas trees and decorations of the Town yearly.
2.7 To promote and provide facilities and opportunities for social activities for its members so as to foster a spirit of good fellowship amongst them.
3.1 Every business having a place of business in the town of Framlingham, Suffolk shall be eligible for membership of the Association and other local businesses by invitation.
3.2 Any such business wishing to become a member of the Association must lodge with the Secretary of the Association a written application giving the full name, address, telephone & email of the business and the name of the proprietor, partner, director or senior employee of the business who is to act as the contact for that business.
3.3 Every business applying for membership shall become a member if elected as such by the Committee who shall consider every membership application at its next committee meeting.
3.4 The Secretary shall keep a register of Members and enter in it the names and addresses of all businesses that become members and their contacts.
3.5 A member shall cease to be a member….
i) If written notice of resignation is received by the Secretary
ii) If the member fails to pay any subscription within one month after the due date of payment.
iii) If the member having committed some act or been guilty of behaviour inconsistent with membership of the Association, the Committee resolves by majority of three quarters to remove the Member from the membership.
4.1 The annual subscription of the Association shall be £60 or the amount set at the last AGM and shall be payable in advance on 1st Sept in each year for the then current calendar year.
4.2 The annual general meeting of the association shall have the power to vary the subscription by ordinary resolution and any variation shall be due immediately after the AGM.
4.3 A business elected to be a member after the Annual General Meeting shall pay the proportionate current years subscription based on the whole or part months remaining in the year at that monthly rate.
5.1 The honorary officers of the Association shall be the Chair, Vice-Chair, Treasurer and Secretary and the majority of officers must be members of the Association.
5.2 Any officer may retire by giving one week’s prior notice in writing to the Secretary or in the event of the Secretary wishing to retire then by the same notice to the Chair.
5.3 All officers shall retire at the end of each annual general meeting but shall be eligible for re-election at that meeting unless, in the case of the Chair, he or she has then held the office of the Chair for two consecutive years.
6. THE COMMITTEE
6.1 The Committee shall consist of the officers and those members designated tasks in the association.
6.2 Any member of the Committee may retire giving one weeks prior written notice to the secretary and all shall retire at the end of each annual general meeting but shall be eligible for re-election at that meeting.
6.3 Any casual vacancy on the Committee or of any office arising between annual general meetings may be filled by the Committee who may also co-opt additional Committee members at any time if for any reason the total membership of the Committee is less than the maximum permitted above.
6.4 Any person who fails to attend three consecutive meetings of the Committee without giving a reason acceptable to the Committee shall cease automatically to be a member of the Committee.
6.5 The Committee shall manage all the affairs of the Association and shall have full power to do everything necessary for that purpose.
6.6 The quorum of the Committee shall be three officers plus at least two of those members with designated tasks.
6.7 Committee meetings shall be held not less than once in every month except for the months of December & August.
6.8 Not less than two days written or oral notice shall be given to Committee members of every monthly meeting but in an emergency additional meetings may be called on not less than 24hours notice.
6.9 Decisions at meetings of the Committee shall be made by a simple majority & in the event of equality of voting the Chair (or acting Chair of that meeting) shall have the casting vote.
7. ANNUAL GENERAL MEETING
7.1 An annual general meeting shall be held in September every year.
7.2 The business of the AGM shall be…
(i) To receive the Chairman’s report of the activities of the association during the preceding year.
(ii) To receive and consider the accounts of the association for the preceding year and the Treasurers report on the financial position.
(iii) To elect officers and other members of the Committee.
(iv) To fix the subscription for the current year.
8. EXTRAORDINARY GENERAL MEETINGS
8.1 An extraordinary general meeting may be convened at any time upon either a resolution of the Committee or a requisition setting out the resolution or resolutions to be proposed at it. The requisition must be signed by whichever is the lesser of 30 members and one tenth of the members and served on the Secretary by personal delivery or recorded delivery post.
If the Secretary does not give notice of the meeting pursuant to the requisition on or before then before the expiry of 14days from service of the requisition then one or more of them on behalf of the others may give notice of the meeting.
8.2 The business which may be conducted at an extraordinary general meeting may be any one or more of the following…
(i) Removing all or any of the officers or other members of the Committee and filling the vacancies caused by such removal.
(ii) Altering these rules.
(iii) Dissolving the Association
9. PROCEEDING AT ANNUAL AND EXTRAORDINARY GENERAL MEETINGS
9.1 Not less than 21 days prior notice in writing setting out the resolutions to be proposed at the meeting shall be sent to every member at the address given for the member in the register held by the Secretary.
9.2 Resolutions at AGM shall be passed by a simple majority of the votes entitled to be cast by the Members present at the meeting.
9.3 Resolutions at extraordinary general meetings shall be passed by a majority of three quarters of the votes entitled to be cast by the Members present at the meeting.
9.4 Each member shall have one vote on every resolution.
9.5 In the event of equality of voting at an AGM the Chairman (or acting Chairman at that meeting) shall have a second or casting vote on any resolution proposed at an extraordinary general meeting.
9.6 Nominations for persons for election to any office must be made in writing to the Secretary in writing before the meeting at which elections for that office are intended to be proposed.
10. ACCOUNTS & INCOME
10.1 The financial year of the Association shall end on 31st August in every year to which the Accounts shall be balanced and drawn up.
10.2 Copies of the Accounts shall be sent to every Member with the notice convening the AGM.
10.3 All monies received by the Association shall be paid into an account in the name Association at Bankers appointed by the Committee and cheques and other instruments drawn on and directions to the Bankers shall be signed by the Treasurer.
10.4 No action involving expenditure in the name or on behalf of the Association shall be taken and no undertakings which would commit the Association to expenditure or other liability shall be made without the prior authority of a resolution of the committee.
The officers and the members of the Committee shall not be liable (otherwise as members) for any loss suffered by the Association as a result of the discharge of their respective duties on its behalf except such loss as arises from their respective default and they shall be entitled to an indemnity out of the Assets of the Association for all expenses and other liabilities incurred by them in the discharge of their respective duties.
12.1 The Association may be dissolved…
(i) By a resolution passed under rule 8.2
(ii) By a resolution of the Committee if the number of members is less than twenty for a period of at least six months.
12.2 The dissolution shall take effect from the day when the resolution is passed and the Committee shall be responsible for the winding up of the assets and the liabilities of the Association.
12.3 If any property remains after the discharge of all debts and liabilities of the Association it shall be distributed for such charitable purposes as the Committee shall decide.
13.1 The proprietor, partner, director of senior employee of a Member registered with the Secretary as the contact for that Member shall be the only person eligible to serve as an Officer or as a Committee member and able to cast votes for that member at general meetings.
13.2 A member may at any time and by giving written notice to the Secretary change the identity of the contact for that Member. Such notice must give the name of the proprietor, director or senior employee to act as the new contact.