UK ASIA TRADE & INVESTMENT COUNCIL

PRIVACY POLICY

1. INTRODUCTION

    UK Asia Trade & Investment Council takes the privacy of our users (also referred to as ‘You’ or ‘Your’ or ‘Visitor’ or ‘Customer’ or ‘Subscriber’) extremely seriously. We understand the importance of protecting the privacy of all our users and subscribers while providing relevant and personalised service.

    This privacy policy explains how we collect, use, and share your personal information in accordance with the UK General Data Protection Regulation (GDPR) and the Data Protection Act 2018. We are committed to the highest level of professional, technical and organisational best practices when it comes to collecting user data, storing it and using it for lawful purposes to deliver high quality services.

    By accessing or using (www.ukatic.co.uk) the Site, you hereby accept, agree and confirm to comply with the terms of this privacy policy.

    2. INFORMATION WE COLLECT

      We collect personally identifiable data from our users to provide better services and when there is a legitimate business requirement. We may collect and process the following types of personal data:

      2.1. Membership Information: Name, job title, company name, contact details (address, email, phone number), membership status, payment details.

      2.2. Event Information: Name, contact details, dietary requirements, attendance records, feedback.

      2.3. Website Usage Information: IP address, browser type, operating system, pages visited, cookies (see our Cookie Policy).

      2.4. Communication Information: Records of correspondence, emails, and phone calls.

      2.5. Marketing Information: Preferences for receiving marketing materials.

      2.6. Business Information: Information about your business, industry sector, and services offered directly from you or through our third party partners.

      2.7. Publicly Available Information: Information found on company websites, LinkedIn, or other public sources.

      3. HOW WE COLLECT INFORMATION

      We collect your personal data in various ways, including:

      3.1. Directly from you when you apply for membership, register for events, or communicate with us.

      3.2. Through our website (e.g., via contact forms, event registrations).

      3.3. From publicly available sources.

      3.4. From third-party event platforms.

      3.5. From referrals from other members.

      4. HOW WE USE YOUR DATA

      We only use the collected data for lawful purposes such as for performing our contractual obligations, for our legitimate business interest and to comply with legal requirements. We use your personal data for the following purposes:

      4.1. Membership Management: Processing membership applications, managing memberships, providing membership benefits and communicating with members (sharing information, publications and providing assistance).

      4.2. Event Management: Organising and managing events, processing registrations, and communicating event information.

      4.3. Networking and Business Promotion: Facilitating networking opportunities, promoting member businesses and providing business support services.

      4.4. Communication and Marketing: Sending newsletters, event invitations, and marketing materials (with your consent where required).

      4.5. Website Administration: Managing and improving our website, analysing website usage and ensuring website security.

      4.6. Legal Obligations: Complying with legal and regulatory requirements.

      4.7. Internal Administration: Record keeping and internal reporting.

      5. LEGAL BASIS FOR DATA PROCESSING

      We process your personal data based on the following legal bases:

      5.1. Contractual Necessity: Processing necessary for the performance of a contract (e.g., membership agreement).

      5.2. Legitimate Interests: Processing necessary for our legitimate interests (e.g., promoting our services, networking), provided your interests and fundamental rights do not override those interests.

      5.3. Consent: Processing based on your consent (e.g., marketing communications).

      5.4. Legal Obligation: Processing necessary to comply with legal obligations.

      6. DATA SHARING

      We work with a number of trusted partners to provide you high quality support and services. Anybody we work with to support us in our operations and delivery of service is subject to stringent security and data protection assessments before we begin to do business with them and on an ongoing basis. We may share your personal data with:

      6.1. Service Providers: Third-party service providers who assist us with website management, event organisation, email marketing and other services. These providers are contractually obligated to protect your data.

      6.2. Other Members: We may share your contact details with other members for networking purposes.

      6.3. Event Partners: For co-hosted events, we may share attendee lists with event partners.

      6.4. Legal Authorities: We may disclose your information to legal authorities if required by law. We need to disclose your personal data to comply with a legal obligation and/or judicial or regulatory proceedings, a court order or other legal process. We also need to disclose your data to enforce our Terms & Conditions or other applicable contract terms that you are subject to, to protect us, our customers, or contractors against loss or damage. This may include (without limit) exchanging information with the police, courts or law enforcement organisations.

      7. DATA SECURITY

      We have taken all reasonable organisational and technical steps to prevent your personal data from being accidentally lost, misused or accessed in an unauthorised way, altered or disclosed. Furthermore, we limit access to your personal data only to those employees, agents, contractors and other third parties who have a business need to know such data. They will only process your personal data on our instructions and they are subject to a duty of confidentiality. We secure access to all transactional areas of our websites and apps using ‘https’ technology.

      8. DATA RETENTION

      We retain your personal data for as long as necessary to fulfil the purposes for which it was collected, including for the purposes of satisfying any legal, accounting or reporting requirements. Membership data will be retained for the duration of membership and for a period of time after membership ends as required for legal and administrative purposes. Event data will be retained for a reasonable period after the event. Marketing data will be retained until you withdraw your consent.

      9. INTERNATIONAL TRANSFER

      Our main operations are based in the UK and your personal data is generally processed, stored and used within the UK. Your data may be transferred to and stored in countries other than the country in which the information was originally collected, including the United Kingdom and other destinations outside the European Economic Area (“EEA”), to our staff, service providers and affiliated partners for the purposes described above. Please note that the countries concerned may not provide the same legal standards for protection of your personal data that you have in the United Kingdom. When we transfer your personal data to countries outside of the EEA, We will take all the necessary steps to ensure that your data is treated securely and in accordance with this policy.

      10. COOKIES

      Our website uses cookies. Please refer to our Cookie Policy for more information.

      11. THIRD PARTY WEBSITES

      If you use any third party apps, websites or services to access our services, your usage is subject to the relevant third party’s terms and conditions, cookies policy, and privacy policy. For example, if you interact with us on social media, your use is subject to the terms and conditions and privacy policies of the relevant social media platform (Facebook, X etc.). There may be third party links on our website, If you follow a link to any of these websites, please note that those websites have their own privacy policies and that we do not accept any liability for those policies.

      12. DATA CONTROLLER

      This website (www.ukatic.co.uk) is operated by UK Asia Trade & Investment Council is a business association company registered with the Company House in England and Wales. Our registered address is: 30 Churchill Place, London, E14 5RE. We are the data controller responsible for your personal data.

      13. YOUR DATA PROTECTION RIGHT

      Data protection laws give you specific rights in relation to your personal data. In particular, if the processing of your personal data is subject to the GDPR, you have the following rights in relation to your personal data:

      13.1. If you wish to exercise any of the rights set out above, please contact us through the contact section. There is no fee for accessing your information and we will deal with your request within 30 days of receiving it. We will charge a fee of £95 if your request is clearly repetitive and unfounded. We may refuse to comply with your request in these circumstances. We may need to verify your identity for security purposes and request specific information from you to help us confirm your identity. 

      13.2. Request access to your personal data (commonly known as a “data 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. 

      13.3. Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.

      13.4. Request erasure of your personal data. 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, at the time of your request.

      13.5. Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.

      13.6. Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios: (a) if you want us to establish the data’s accuracy; (b) where our use of the data is unlawful but you do not want us to erase it; (c) where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or (d) you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.

      13.7. Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.

      13.8. Withdraw consent at any time where we are relying on consent to process your personal data. However, 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 certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.

      13.9. In cases where we are processing your personal data on the basis of our legitimate interest, you can ask us to stop for reasons connected to your individual situation. We must then do so unless we believe we have a legitimate overriding reason to continue processing your personal data. You have the right to stop the use of your personal data for direct marketing activity through all channels, or selected channels. We must always comply with your request.

      13.10. If you have a concern about our privacy practices, including the way we handled your personal data, you can report it to the UK data protection authority (the Information Commissioner’s Office or ICO), or, as the case may be, any other competent data protection authority that is authorised to hear those concerns.

      14. CHANGES TO THIS PRIVACY POLICY

      We may update this Privacy Policy from time to time. Please check back frequently to see any updates or modifications.

      15. CONTACT US

      If you have any questions or concerns about this Privacy Policy or our data practices, please contact us at: info@ukatc.co.uk

      You also have the right to contact the ICO if you have any concerns about your personal data. Please visit ICO for more details of your data protection rights and how to contact them.