DATA PROTECTION - BUSINESS CONTACTS

THE HONORABLE SOCIETY OF KING’S INNS

1. OVERVIEW

This section of the Data Protection Statement covers those business contacts including suppliers, consultants, customers and business partners (collectively, “Business Contacts”) that provide goods or services to the King’s Inn relating to the carrying out of its functions.

2. HOW DO WE COLLECT PERSONAL DATA?

We will only ever source Personal Data relating to Business Contacts in a way that would be generally expected. We receive Personal Data about Business Contacts from a variety of sources, as follows:

• the Personal Data is often provided by the Business Contact as part of the relationship;

• the Personal Data may be collected from public sources;

• the Personal Data may be collected indirectly from another person within the company of the Business Contact;

• the Personal Data may be collected through our website;

• the Personal Data may be collected indirectly from a website or from a third party.

3. CATEGORIES OF BUSINESS CONTACT PERSONAL DATA

The table below sets out the general categories of Personal Data that we collect in relation to Business Contacts:

Personal Data Category Description
Identification Data may include a person’s name, date of birth, driver’s license and passport information
Contact Data may include a person’s name, date of birth, driver’s license and passport information.
Communications Data may include Personal Data included in communications with us over email, phone or letter.
Parking Data may include vehicle make and model and vehicle registration number.
Financial Data may include your payment details.

4. OUR PROCESSING ACTIVITIES – BUSINESS CONTACTS

The table below sets out the purpose for which we collect your Personal Data, our lawful basis for doing so, and the Personal Data that we collect.

In limited circumstance we may need to use your Personal Data for purposes other than those stated when we collected the Personal Data. Should this happen we will notify you of this new purpose.

Purpose/Activity Type of Personal Data Lawful Basis
Parking Services • to review applications for our parking services • to manage the parking contract • for administration of relationship • Contact Data • Identification Data • Communications Data • Parking Data • Financial Data • Contract • Legitimate Interest to ensure that services are provided effectively
Accommodation (HSKI Rental Cottages) • to review tenancy applications • to manage the tenancy contract • for administration of the tenancy • Contact Data • Identification Data • Communications Data • Financial Data • Contract • Legal Obligation
Managing payments and administration of our suppliers • to process payments to and from our business. • to fulfil our legal/contractual obligations • to manage/respond to complaint/issue • Contact Data • Identification Data • Financial Data • Contract • Legal Obligation
Venue Hire • to review requests for venue hire • to manage/respond to complaints/issues • Contact Data • Communication Data • Consent • Contract

5. RETENTION OF BUSINESS CONTACT PERSONAL DATA

We will only retain your Personal Data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal or reporting requirements. This means that the period of time for which we store your Personal Data may depend on the type of data we hold. To determine the appropriate retention period for Personal Data, we consider the amount, nature and sensitivity of the Personal Data, the potential risk of harm from unauthorised use or disclosure of your Personal Data, the purposes for which we process your Personal Data and whether we can achieve those purposes through other means, and the applicable legal requirements.

The table below outlines a general summary of our retention periods:

Purpose of Processing Retention Period
Parking Services Duration of contract plus 7 years
Rental Properties During of Tenancy plus 7 years
Managing payments and administration of the Supplier contract Duration of contract plus 7 years
Venue Hire For 12 months after the last communication

We may retain certain Personal Data beyond the periods specified herein in some circumstances such as where required for the purposes of legal claims. We may also delete Personal Data earlier than the specified Retention Period where the Personal Data is no longer required for the purpose.

1. OVERVIEW

This section of the Data Protection Statement covers those business contacts including suppliers, consultants, customers and business partners (collectively, “Business Contacts”) that provide goods or services to the King’s Inn relating to the carrying out of its functions.

2. HOW DO WE COLLECT PERSONAL DATA?

We will only ever source Personal Data relating to Business Contacts in a way that would be generally expected. We receive Personal Data about Business Contacts from a variety of sources, as follows:

• the Personal Data is often provided by the Business Contact as part of the relationship;

• the Personal Data may be collected from public sources;

• the Personal Data may be collected indirectly from another person within the company of the Business Contact;

• the Personal Data may be collected through our website;

• the Personal Data may be collected indirectly from a website or from a third party.

3. CATEGORIES OF BUSINESS CONTACT PERSONAL DATA

The table below sets out the general categories of Personal Data that we collect in relation to Business Contacts:

Personal Data Category Description
Identification Data may include a person’s name, date of birth, driver’s license and passport information
Contact Data may include a person’s name, date of birth, driver’s license and passport information.
Communications Data may include Personal Data included in communications with us over email, phone or letter.
Parking Data may include vehicle make and model and vehicle registration number.
Financial Data may include your payment details.

4. OUR PROCESSING ACTIVITIES – BUSINESS CONTACTS

The table below sets out the purpose for which we collect your Personal Data, our lawful basis for doing so, and the Personal Data that we collect.

In limited circumstance we may need to use your Personal Data for purposes other than those stated when we collected the Personal Data. Should this happen we will notify you of this new purpose.

Purpose/Activity Type of Personal Data Lawful Basis
Parking Services • to review applications for our parking services • to manage the parking contract • for administration of relationship • Contact Data • Identification Data • Communications Data • Parking Data • Financial Data • Contract • Legitimate Interest to ensure that services are provided effectively
Accommodation (HSKI Rental Cottages) • to review tenancy applications • to manage the tenancy contract • for administration of the tenancy • Contact Data • Identification Data • Communications Data • Financial Data • Contract • Legal Obligation
Managing payments and administration of our suppliers • to process payments to and from our business. • to fulfil our legal/contractual obligations • to manage/respond to complaint/issue • Contact Data • Identification Data • Financial Data • Contract • Legal Obligation
Venue Hire • to review requests for venue hire • to manage/respond to complaints/issues • Contact Data • Communication Data • Consent • Contract

5. RETENTION OF BUSINESS CONTACT PERSONAL DATA

We will only retain your Personal Data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal or reporting requirements. This means that the period of time for which we store your Personal Data may depend on the type of data we hold. To determine the appropriate retention period for Personal Data, we consider the amount, nature and sensitivity of the Personal Data, the potential risk of harm from unauthorised use or disclosure of your Personal Data, the purposes for which we process your Personal Data and whether we can achieve those purposes through other means, and the applicable legal requirements.

The table below outlines a general summary of our retention periods:

Purpose of Processing Retention Period
Parking Services Duration of contract plus 7 years
Rental Properties During of Tenancy plus 7 years
Managing payments and administration of the Supplier contract Duration of contract plus 7 years
Venue Hire For 12 months after the last communication

We may retain certain Personal Data beyond the periods specified herein in some circumstances such as where required for the purposes of legal claims. We may also delete Personal Data earlier than the specified Retention Period where the Personal Data is no longer required for the purpose.