BANANA ENTERPRISE NETWORK
Data & Privacy Policy
 
1. Introduction
1.1 Banana Enterprise Network is a UK Registered Charity providing a range of activities and services to people in the community.
1.2 The personal information and data that you share with Banana Enterprise Network is as important to us as it is to you and we commit to treating it carefully.
1.3 Our commitment to data protection is aligned to the Data Protection Act (DPA) 2018 and the General Data Protection Regulation (GDPR).
1.4 This Privacy Statement outlines our commitment to data protection, how we manage and process data and how that impacts on those who access our services.
 
2. Our commitment to treating you and your data respectfully
2.1 Banana Enterprise Network is committed to ensuring that any personal information that we hold about you or any individual that engages with our services and support in any capacity is:
(a) kept privately and confidential.
(b) kept and used in accordance with legislation.
(c) managed in line with good practice processes.
(d) always follows Banana Enterprise Network’s internal procedures.
2.2 Banana Enterprise Network uses your information in line with the way that we agreed with you when you signed up with us. In the event that there is a change to the way Banana Enterprise Network processes and uses your data, we will always seek your consent ahead of any change.
2.3 Banana Enterprise Network will not share your personal information with any 3rd party without your prior consent unless it is in accordance with a statutory request for information where we are required to do so.
2.4 Banana Enterprise Network will not sell your data to anyone in any circumstance.
2.5 This Privacy Statement will be reviewed every 3 years.
 
3. Why we collect data?
3.1 Banana Enterprise Network collects data and information to enable the team to effectively deliver their duties, to provide the services that our community and stakeholders request and to meet our quality, funder, compliance and legal obligations.
3.2 Banana Enterprise Network collects data to communicate and engage with:
  • Stakeholder and professional contacts across the public, private and voluntary sector.
  • Volunteers involved with Banana Enterprise Network.
  • People who’ve previously volunteered for Banana Enterprise Network
  • People interested in volunteering for Banana Enterprise Network
  • People applying to work for Banana Enterprise Network (and in some cases, for our partner organisations).
  • Employees of Banana Enterprise Network
  • People who’ve previously worked for Banana Enterprise Network
  • Members of the public interested in our work.
 
3.3 Banana Enterprise Network collects data to book stakeholders or beneficiaries onto our activities,  track progress and to understand the impact of our work across our services and to better understand our stakeholders’ experience in order to further develop our offer, aligned to our charitable objects.
 
4. What we do with the data that we collect
4.1 Banana Enterprise Network uses the data that we collect to deliver our services and support.
4.2 All personal data stored by Banana Enterprise Network is kept in either:
(a) Paper notes.
(b) Written records.
(c) Printed information.
(d) Electronic/digital format.
4.3 All paper-based or printed records and data collected by Banana Enterprise Network is stored in either:
(a) a locked cabinet in a locked office (paper files);
(b) stored within a digital file on a restricted network.
(c) on a protected network or within a protected cloud-based database.
 
5. Consent
5.1 Banana Enterprise Network aims to always collect consent from individuals where their data is collected and then used publicly, i.e. in case studies for funders for example.
5.2 For the delivery of our services, Banana Enterprise Network may collect specific consent and this is outlined in Section 8.
5.3. For media and case study consent, we assume that consent will remain for 5 years.
 
6. Media Consent
6.1 Banana Enterprise Network uses a range of media to record and share our activity and the impact of the work that we do.
6.2 Banana Enterprise Network uses photography and film at events and activities and we advise those accessing our services of this when they attend such activities.
6.3 When Banana Enterprise Network uses video and film off-site, we ask for formal consent.
6.4 When Banana Enterprise Network undertakes a case study with an individual, we ask for express consent.
 
7. How we store data
7.1 Banana Enterprise Network stores data in a number of ways and our database file and our filing systems are all password protected.
7.2 Microsoft Office programmes such as Outlook, Excel and word are the tools that Banana Enterprise Network utilises for ‘contact relationship management’.
7.3 Our excel sheet for each project enables us to record activities, book people onto activities and to retain information on the services that we’ve provided to contacts. The files have a password and are only currently used by two employees.
7.4  Banana Enterprise Network has one main drive (not shared) for storing general information and an external hard drive as a back up.
7.5 Banana Enterprise Network stores Volunteer contact information in a password protected spreadsheet.
 
8. Collecting data across our services
8.1   collects a range of data across our services and activities.
8.2 We have legitimate interests for collecting sensitive data as it enables us to achieve our charitable aims.
8.3 The list below outlines what we collect across our current services:-
  • Name of beneficiary/stakeholder/contact
  • Organisation name (if applicable)
  • Contact number
  • Location e.g. Farnworth
  • Name of activity booked or support given/nature of contact.
  • Emails sent to and from Banana Enterprise Network
 
9. Recording service level demographic and satisfaction information
9.1 Banana Enterprise Network collects demographic information routinely and consistently across all of the services that we provide to ensure that we’re reaching different people across the population and to assess our reach.
 9.2 Banana Enterprise Network may align demographic information to personal contact information to be able to report to our funders and meet their demographic requirements. Only the location e.g., Farnworth are noted.
9.3 No individual is obliged to complete demographic monitoring information at point of service if they choose not to.
 
10. Volunteering data management at Banana Enterprise Network
10.1 Banana Enterprise Network stores volunteer contact information in an excel file and on a mobile device that is password protected. This is updated monthly.
10.2 Active volunteer email addresses are stored in an outlook distribution list which is accessible to staff. This is updated monthly.
10.3 All volunteer communications, in Microsoft Outlook will be sent as ‘bcc’ in all instances except where expressed consent to share emails has been given by each volunteer.
10.4 Active volunteer telephone numbers will be shared on both the Duty and On-call mobile phones for business continuity purposes.
10.5 Banana Enterprise Network will store volunteer contact information and other personal data for the period that the individual volunteers with Banana Enterprise Network.
10.6 Banana Enterprise Network will retain basic data (including name, address, volunteer role and dates volunteered) about volunteers when they leave their volunteer position to provide monitoring information to funders and to provide references where required.
 
11. Working for Banana Enterprise Network
1.1 Banana Enterprise Network stores staff information on a password protected spreadsheet in a file.
11.2 Line Managers will maintain copies of one-to-one forms and Annual Reviews only where applicable.
11.3 Personal information such as emergency contacts, personal mobile phone numbers and home addresses will be shared internally if required during any business continuity situation or where the safety or security of a staff member is of concern, or we’re alerted to a situation that requires emergency contact.
11.4 We may have to share your data with third parties, including third-party service providers and other entities. We require third parties to respect the security of your data and to treat it in accordance with the law. If we do, you can expect a similar degree of protection in respect of your personal information.
11.5 “Third parties” includes third-party service providers (including contractors and designated agents) and other external entities. The following third-party service providers process personal information about you:
Barclays Bank - payments
11.6 All our third-party service providers are required to take appropriate security measures to protect your personal information in line with our policies. We do not allow our third-party service providers to use your personal data for their own purposes. We only permit them to process your personal data for specified purposes and in accordance with our instructions.
11.7 Banana Enterprise Network will retain key employee data post-employment to be able to process reference requests.
 
12. Recruitment data management
12.1 Banana Enterprise Network undertakes all recruitment electronically.
12.2 Where an application is received through the post, this will be scanned and processed electronically.
12.3 All personal identifying information collected at application stage will be maintained on file until the recruitment process is completed.
12.4 Contact information of referees will be used if an applicant is successful in their application.
12.5 After 9 months have passed following the completion of the recruitment process, all information relating to any applicant not appointed will be deleted and destroyed.
12. Subject data access requests.
12.1 You have the right to ask for the information that we hold about you as an individual.
12.2 Banana Enterprise Network will respond to any formal request to share data.
 
13. Closed Circuit TV
13.1 Banana Enterprise Network uses Closed Circuit Television (CCTV) at their office.
13.2 The data is kept and maintained on a hard-drive and is not shared off-site.
13.3 The data is kept for up to 2 months, where it is automatically deleted.
13.4 There is a clear sign at the entrance of the office to advise people accessing the premises that they are being filmed.
13.5 All recordings are digital and will ordinarily be saved as MPEG.
13.6 There is no audio or sound recorded.
 
14 Where your data is held
14.1 Banana Enterprise Network holds data on 2 hard drive and cloud-based systems.
14.2 Banana Enterprise Network stores information on an on-site server which has an external hard drive.  All data is encrypted using AES 256bit encryption and is transferred using 256 bit SSL communication. Data is therefore fully encrypted on site, during transport and at the storage location.
14.3 Banana Enterprise Network website: Data is kept by Scruffy Monkey Ltd and hosted by them.

​15. Deletion of your data
15.1 You can ask Banana Enterprise Network to delete your data at any time.
15.2 We may need to keep certain aspects of the data that we hold on record about you, particularly where this is connected to a funding grant or an organisation that has given funding to us and we will advise you if this is the case.
15.3 We will explain to you exactly what information can be deleted and the reasons if we’re unable to delete any element of your data.
15.4 To delete your data, please contact the team at email info@bananaenterprise.co.uk
15.5 If you require further information about how we use data at Banana Enterprise Network, please contact the Chief Executive.
 
16. Data Protection Registration
16.1 Banana Enterprise Network is registered with the Information Commissioners Officer under registration number: ZA118629
 
17. Glossary
(d) Data Controller Data Processor DPA. The individual with overall control. The person or organisation who’s processing data. Data Protection Act.
(g) GDPR
General Data Protection Regulation.
(i) ICO
Information Commissioners Office.
 
Dated June 2023
Next revision due June 2026