We Are Waterloo Ltd, trading as WeAreWaterloo is the Business Improvement District (BID) for Waterloo which is a Non-for Profit Company. This Privacy Policy sets out how WeAreWaterloo (‘we’, ‘our’, ‘us’) uses and protects any information that you give to us in connection with you use of the website or in a direct connection with you as levy payer, trader, customer, partner or supplier. We Are Waterloo is committed to ensuring that your privacy is protected. We might ask you to provide certain information by which you can be identified when using the WeAreWaterloo.co.uk website (website only) and your data will only be used in accordance with this Privacy Policy.

Who Are We?

We Are Waterloo is the Business Improvement District (BID) for Waterloo which is a not-for-profit Company, spanning an area in North Lambeth and North Southwark, funded by a mandatory levy charged to local businesses. This is reinvested in the area through a range of activities we deliver to enhance Waterloo as a place to do business, from environmental improvements to marketing and lobbying activity. The BID also seeks to act as a voice for local businesses, representing them on issues that affect them.

What information do we collect from you?

Non-Automated Collection of Personal Information:

Where you are required via our website to provide personal data or when we collect personal data from you in any other way (i.e. customer website, business cards, face-to-face meetings, email, any other lists). We will use this data internally and it will not be revealed to any other third parties that do not have previous contract, legal or legitimate interest to request this information to us.

This may include information found in places such as Companies House, your biography on your work website or information that has been published in articles/ newspapers.

All the information that you provide to us will remind confidential and accessible only by those who have a legitimate need to know within our organization.

Automated collection of Personal Information:

As with most other servers, when you access to these web pages, certain information you provide will automatically recorded. This will include your IP address, browser type and information relating to the page you last visited. This information is processed to estimate how much usage of the server is made by different categories of users and in the event of a breach of security may be used to aid detection (Server Logs , Email Marketing Subscription data, Google Analytics Data, Cookie data, Contact form LMM application forms).

Social Media:

We use social media to broadcast messages and updates about events and news. On occasion we may reply to comments or questions you make to us on social media platforms. You may also see notifications from us on social media that are tailored to your interests. Depending on your settings or the privacy policies social media and messaging services like Facebook, Instagram, LinkedIn or Twitter, you might give third parties (like We Are Waterloo) permission to access information from those accounts or services.

Why do we collect this information?

We require this information to understand your needs and provide you with a better service and in particular for the following purposes:

Internal record keeping
To identify you or a particular business
For the improvement and delivery of the products or services that we offer to our businesses
To administer and manage your membership
To ensure that content from the website, newsletters or social media is presented on the most effective manner
Where appropriate to customise the website according to your interests To contact you for marketing purposes
Who might we share this information with?

We may share the information collected from you with any other third parties that work in partnership with us, to give you a better service. We may share that information with the following third parties: ACT!, Campaign Monitor, Eventbrite, Survey Monkey, First Mile, Workplace Live, Public Bodies.

What do will we do with your information?

Your personal data will be held and processed on WeAreWaterloo’s systems or systems managed by suppliers on behalf of WeAreWaterloo. We maintain a customer relationship management (CRM) system to hold contact details and a record of our business’ and partners’ interactions with WeAreWaterloo such as queries, complaints and attendance at special events. Where possible we aim to keep a single record for each member.

We collect, store and process your personal data under the ‘Legal Obligation’, ‘Legitimate Interest’ and ‘Consent’ basis of processing data defined on the GDPR (Article 6 (1) (C) and Recitals 41& 45; Article 6(1) (F) and Recitals 47,48 & 49; Article 4 (11) 6 (1) (A), 7,8 & 9 (2) and Recitals 32, 38, 40, 42,43 & 171, respectively) to give you and your business a high quality service. We use this information to provide you with information relating to the WeAreWaterloo purposes and services. We keep this information in our databases to make sure we offer the right service and to communicate with you about any local issues that may concern your business.

By providing your personal data in any of the ways described on this Policy, you agree that we may collect, store, process or transfer this data. Access to customer information is strictly controlled. The CRM system can only be accessed by people who need it to do their job.

How long we keep this information?

We will keep your personal information as long as the duration of your relationship with the business or company you are related with. We will keep information relating to member companies as long as the company remains within the area. If the company leaves the area we may keep some information that we hold as long as we consider necessary based on any laws applicable.

If you are a Lower Marsh Market Trader we will keep your information for the duration of your contract with us and for one additional financial year if your application is successful. If your application has been unsuccessful we can keep a digital copy of your application for legal purposes until the end of the financial year and any physical copy will be destroyed securely.

For the other categories of data that we hold about you or your company, we will retain information for the length of time specified by law applicable in each case. This period of time might vary depending of the type of data we hold.

Security

We will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this Privacy Policy and under GDPR provisions. All data provided by you will be stored and classified on our secure servers. Sometimes we ask you to provide sensitive information, for example when you book for certain events or participate in some activities, or when you apply for a job. As with all the personal information we hold, sensitive information is held securely and restricted to those who need to use it. We will delete sensitive information when we no longer need it.

Where we have given you (or where you have chosen) a password or user name which enables you to access certain parts of the website, you are responsible for keeping this password or user name confidential. You are not allowed to share a password or user name with anyone.

Unfortunately, the transmission of the information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to the website; any transmission it is at your own risk. Once we have received your information, we will use suitable physical, electronic and managerial procedures and security features to safeguard the information we collect from you online or directly; and try to prevent any unauthorized access. In case of any data breach of personal data, this will be reported immediately to the ICO to mitigate the effects of the breach.

How we use cookies?

A cookie is a small file placed on your computer’s hard drive which, with your permission, tracks your use of websites.

Cookies also allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.

We use traffic log cookies to identify which pages on the WeAreWaterloo website are being used. This helps us to analyse data about web page traffic, helping us provide you with a better website, by enabling us to monitor which pages you find useful and which you do not. A cookie does not give us access to your computer or any information about you. You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This my prevent you to take full advantage of the website. Please find below the links to enable or disable cookies on your browser.

Enable/ disable cookies on Chrome
Enable / disable cookies on Internet Explorer
Enable / disable cookies on Firefox
For more information about cookies visit: www.aboutcookies.org or www.allaboutcookies.org.

Links to other websites

Our website may contain links to other websites of interest. Any link (be it a hypertext link or other referral device) used on the WeAreWaterloo.co.uk website is provided solely for convenience of the users. A link does not represent any endorsement or recommendation by us and does not mean that we have any association with the linked site. Once have used these links to leave our site, you should note that we do not have any control over the other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.

Right of access and rectification

You may request a copy of the personal information which we hold about you at any time in accordance with the General Data Protection Regulations (Articles 12 and 15, Recital 63) or any of your rights listed below, by writing or emailing to us your request of this information.

The right to be informed
The right to erasure
The right to restrict processing
The right to data portability
The right to object Rights in relation to automated decision making and profiling
We may charge you a small fee for this request if this request carries an excessive amount of work, is repetitively requested or unfounded. This amount will be based on the administrative costs resulting of providing this information.

If you believe that any information that we are holding on you is incorrect or incomplete, please write or email us as soon as possible and we will use all the reasonable endeavours to correct any information found to be incorrect on our databases.

You agree that any personal information you provide to us will be true, complete and accurate in all aspects and you agree to notify us immediately of any changes to it.

Contacting Us

You should check this page from time-to-time to ensure that you are happy to with any changes.

If you wish to change how we contact you or have any questions or complaints about the ways in which we process your personal data, you should contact with our Data Protection Officer: Lina Valle

By Post: We Are Waterloo, Build Studios, 203 Westminster Bridge Road, London, SE1 7FR.

By Email: info@wearewaterloo.co.uk

By Phone: 020 7620 1201