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DATA PROTECTION - BUSINESS CONTACTS

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 CategoryDescription
Contact Datamay include a person’s name, date of birth, driver’s license and passport information.
Communications Datamay include Personal Data included in communications with us over email, phone or letter.
Parking DataParking Data may include vehicle make and model and vehicle registration number.
Financial Datamay 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 BasisType of Personal DataLawful Basis
Parking Services to review applications for our parking services/ to manage the parking contract/ for administration of relationshipContact Data/ Identification Data/ Communications Data/ Parking Data/ Financial DataContract/ Legitimate Interest
Accommodation (HSKI Rental Cottages) to review tenancy applications/ to manage the tenancy contract/ for administration of the tenancyContact Data/ Identification Data/ Communications Data/ Financial DataContract/ Legal Obligation
Managing payments and administration of the contract to process payments to and from our business/ to fulfil our legal/contractual obligations/ to manage/respond to complaint/issueContact Data/ Identification Data/ Financial DataContract/ Legal Obligation
Venue Hire to review requests for venue hire/ to manage/respond to complaints/issuesContact Data/ Communication DataConsent/ Contract

5. RETENTION OF BUSINESS CONTACT PERSONAL DATA

In some circumstances it is not possible for us to specify in advance the period for which we will retain your Personal Data. In such cases we will determine the appropriate retention period based on balancing your rights against our legitimate interests. We may also retain certain Personal Data beyond the periods specified herein in some circumstances such as where required for the purposes of legal claims.

Our retention policy for Business Contact Personal Data is as follows: 

Purpose of ProcessingRetention Period
Parking ServicesDuration of contract plus 7 years
Accommodation ServicesDuring of Tenancy plus 7 years
Managing payments and administration of the ContractDuration of contract plus 7 years
Venue HireFor 12 months after the last communication