Privacy & Cookie Policy

1.Background

Regional Building Foundation CIC (company number 16998200) (“Regional Building Foundation”, “we”, “us”, “our”) is committed to protecting the privacy and security of your personal data. This Privacy Policy explains what personal data we collect, how we use it, and your rights under United Kingdom data protection law, including the United Kingdom General Data Protection Regulation and the Data Protection Act 2018. We aim to be transparent, fair and lawful in the way that we handle your information.

2. Who we are and how to contact us

The Regional Building Foundation is a Community Interest Company registered in England and Wales.
Registered office: 19 – 22 Charlotte Road, London, EC2A 3SG
Company number: 16998200

If you have any questions about this Privacy Policy or how we use your personal data, you can contact us at:
Email: info@regionalbuilding.org
Postal address: 19 – 22 Charlotte Road, London, EC2A 3SG

3. Other organisations involved in The Knowledge Hub

Please note that where you use The Knowledge Hub, The King’s Foundation acts as the owner of The Knowledge Hub content and the University of the Built Environment provides and operates the learning platform on which The Knowledge Hub is hosted. Each of these organisations will provide their own privacy information explaining how they process personal data within their respective environments. Each organisation (us, The Kings Foundation and the University of the Built Environment) act as separate controllers in respect of the personal data it processes within its own environment. If you use the The Knowledge Hub, please refer to these organisations and their privacy policies for details on how they process your information. 

4. The information we collect

Personal data means any information about an individual from which that person can be identified. The personal data we collect will depend on your relationship with us.

• Identity and contact details: name, organisation, postal address, email address, and telephone and mobile number(s).
• Engagement details: information about your role in projects, your interactions with Regional Building Foundation, meeting attendance, feedback, and correspondence with us. 
• Project information: details included in applications, proposals, contracts and monitoring reports, including information about your organisation and key personnel.
• Financial information: bank details (including your bank account number and sort code) for payments, invoices, and records of fees where relevant.
• Website and digital information: internet protocol address, device and browser type, usage data and cookie information when you use our website or access The Knowledge Hub via our site, together with usage and learning analytics generated by the University of the Built Environment’s learning platform where this is shared with us.
• Marketing and communication data: includes your preferences in receiving marketing from us and our third parties and your communication preferences. 
• Special category data: only where strictly necessary and lawful, for example limited information about accessibility requirements or dietary needs in relation to events.

5. How we collect your information

• Directly from you, for example when you contact us, attend an event, join a meeting, submit an application, complete a form, register a member or sign up to our communications.
• We may also collect personal data from third parties as follows: From your organisation or colleagues, for example where you are named as a contact on a project, proposal or partnership agreement. From publicly available sources, such as company websites, public registers or public professional profiles where relevant to our work; through our website and digital tools, including The Knowledge Hub, via cookies and analytics tools where enabled, including session cookies and Google analytics.

6. How we use your information and the lawful bases

• We will only use your personal data when the law allows us to. The main purposes and lawful bases are: To manage our relationships with partners, members, contributors, small and medium sized enterprises, funders and other stakeholders (lawful basis: legitimate interests in running and developing Regional Building Foundation and its programmes).
• To assess, fund, support and monitor projects and activities in line with Regional Building Foundation’s objects (lawful basis: contract and legitimate interests).
• To facilitate access to, and derive insight from, The Knowledge Hub, including user registration, access via our website, high level usage and engagement analysis, and user support where this involves Regional Building Foundation (lawful basis: contract and legitimate interests). The Knowledge Hub content is owned by The King’s Foundation and is hosted on the University of the Built Environment’s learning platform, each of which will provide their own privacy policy covering how they process personal data within that environment.
• To organise events, meetings, workshops and networks, including sending joining instructions and follow up communications (lawful basis: contract and legitimate interests, and in some cases consent for certain types of communication).
• To send you marketing, sales and related information, including information about our work, opportunities, events, and resources where you have opted in, or where we believe it is relevant to your role and you would reasonably expect to hear from us (lawful basis: consent or legitimate interests, in line with electronic privacy rules).
• To meet our legal and regulatory obligations, including financial reporting, company law and data protection law (lawful basis: legal obligation).
• We sometimes process special category data. This is to ensure your dietary requirements are met when hosting events (lawful basis: consent). 

7. Sharing your information

• With trusted service providers and third party data processors who support our operations (such as information technology providers, learning platform hosts, email services and cloud services), under data processing agreements that require them to keep your data secure and use it only on our instructions and strictly in compliance with all data protection laws. We share your personal data with specific external third parties to enable us to provide our membership and related services:  Clarke Willmott LLP; Campaign Monitor; Stripe; MemberPress; Relendex Limited; HERA Communication Strategies Limited; and Stark Building Materials UK Limited. These organisations are strictly prohibited from using your personal data for any purpose other than supporting this initiative, providing the membership services, and can only process your personal data in accordance with our instructions. We require all third parties to respect the security of your personal data and to treat it in accordance with the law.
• With funders, organisations and evaluators where this is required to deliver or report on a programme or project and where sharing is proportionate and lawful.
• With The King’s Foundation and the University of the Built Environment where necessary for the operation, improvement and evaluation of The Knowledge Hub and other partner programmes, and only to the extent consistent with our roles and lawful bases. Such entities may also have their own privacy policies setting out how they will process your personal data.
• Where we are legally required to do so by law, for example by a regulator, court or law enforcement body.
• We ensure all processing is limited to what is necessary and your data will not be shared with these organisations for their own marketing or business purposes without your express consent. We do not sell your personal data to third parties.

8. How long we keep your information

• Project records: usually kept for a minimum of 7 years after the end of the project funding.
• Event and meeting records: usually kept for up to 2 years after the event, unless needed longer for reporting or follow up. 
• Mailing lists and contact databases: kept until you unsubscribe or we identify that you are no longer actively engaged. 

9. How we keep your information secure

• Secure systems and password protection.
• Role based access controls so that only those who need information can access it.
• Encryption and secure transfer methods (where appropriate).
• Regular backups and security updates.

10. Your data protection rights

• The right to be informed about how we use your data.
• The right of access to your personal data (commonly known as a “subject access request”): this enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it
• The right to correct inaccurate or incomplete data: this enables you to have any inaccurate or incomplete data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.
• The right to request that we erase your data in certain circumstances: this enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable. 
• The right to restrict or object to certain types of processing: where we are relying on a legitimate interest. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your right to object. 
• The right to data portability in some cases: this only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contact with you 
• The right to withdraw consent where we rely on consent: this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide products or services to you. We will advise you of this at the time you withdraw your consent.

11. Cookies and our website

• Strictly necessary cookies. These are cookies that are required for the operation of our website. These essential cookies are always enabled because our website won’t work properly without them. They include, for example, cookies that enable you to log into secure areas of our website, use a shopping cart or make use of e-billing services. You can switch off these cookies in your browser settings but you may then not be able to access all or parts of our website.
• Analytical or performance cookies. These allow us to recognise and count the number of visitors and to see how visitors move around our website when they are using it. This helps us to improve the way our website works, for example, by ensuring that users are finding what they are looking for easily.
• Functionality cookies. These are used to recognise you when you return to our website. This enables us to personalise our content for you, greet you by name and remember your preferences (for example, your choice of language or region).
• Targeting cookies. These cookies record your visit to our website, the pages you have visited and the links you have followed. We will use this information to make our website and the advertising displayed on it more relevant to your interests.

• Session cookies: used to speed up your searches and allow you to use our site conveniently. 
• Google analytics: used to estimate our audience size and understand how our website is used.

12. Links to other websites

Our website may contain links to other websites or services run by third party organisations. We do not control and are not responsible for the privacy practices of these third party sites, so we encourage you to read their privacy policies.

13. Changes to this Privacy Policy and your duty to inform us