Depending on your interaction with us, we may collect:
– Your name and contact details (e.g. phone number, email, address). – Your business information (e.g. business name, address, sector). – Market and event vendor application details. – Volunteer sign-up information. – Photos and videos taken at our events (with consent where required). – Information collected through our Wi-Fi service (such as device details, sign-in email, and browsing behaviour). – Analytics data about how you use our website (e.g. IP address, pages visited, interests and preferences).
Why we collect your data
We use your information to:
– Deliver BID services, projects, and events. – Communicate with levy payers, businesses, volunteers, vendors, and event participants. – Promote our initiatives and activities (with consent where required). – Carry out surveys, research, and competitions. – Improve our website and services. – Meet our legal and financial responsibilities.
Legal basis for processing
We process personal data under the following lawful bases:
Consent – when you have given clear permission (e.g. for marketing emails). Contract – where processing is necessary for a contract (e.g. vendor agreements, supplier or staff contracts). Legal obligation – where we are required by law. Legitimate interests – to operate and improve the BID, provided this does not override your rights.
How we keep your data safe
We are committed to keeping your data secure. We use appropriate technical and organisational measures such as:
– Password protection and secure systems. – Restricted access to personal data. – Regular system updates and back-ups. – Secure cloud storage.
How long we keep your data
We only keep your personal information for as long as necessary:
Market and event vendor applications – up to 6 years after the most recent event you participated in, to manage future events, contact you about opportunities, and meet our financial, insurance, and legal obligations. Event registration (non-vendor) – up to 12 months. Business and levy payer contact details – BID term plus one year. Financial records – minimum 6 years (legal requirement). Volunteer/staff records – period of involvement plus 3 years.
Sharing your data
We do not sell personal data. We may share data with:
– Service providers and contractors working on our behalf. – Local authorities, funders, or statutory bodies (where required). – Event partners, but only where necessary and with safeguards in place.
Your rights
You have the right to:
– Request a copy of the personal data we hold about you. – Ask us to correct inaccurate or incomplete data. – Request deletion of your data (where applicable). – Restrict or object to how we process your data. – Request that we transfer your data to another service provider (data portability). – Withdraw consent at any time, where consent was the basis for processing.
We will respond to any request within one month.
Cookies & Analytics
Our website uses cookies to improve your experience and analyse usage. You can control cookies through your browser settings. We also use Google Analytics and Canva Insights to monitor how people use our site. Google may collect identifiers if you have linked your account to personalised ads. You can manage or opt out of Google tracking at: https://tools.google.com/dlpage/gaoptout
Photography & Events
At our public events we may take photos and videos for promotional purposes. If you do not wish to appear, please inform a member of staff or contact us in advance. For children and young people, we will always seek parental/guardian consent.
External links
Our website contains links to other websites. We are not responsible for the content or privacy practices of other sites. Please read their privacy policies when you visit them.
Contact us
If you have any questions about this policy or how we handle your data, please contact:
BID Manager
Hamilton BID LTD 📧 info@@hamiltonbid.org If you are unhappy with how we use your data, you also have the right to complain to the Information Commissioner’s Office (ICO): www.ico.org.uk
