Privacy Notices and Retention Schedules

THE PERSONAL DATA WE COLLECT WILL BE USED FOR ONE OF THE FOLLOWING PURPOSES:

This section details the activities that will determine the processing of your data.

 

WHAT ARE YOUR RIGHTS?

For more information on your rights that apply to all the privacy notices listed below, please see ‘Your rights as an individual’.

DATA SHARING

Unless stated below in individual notices BFBS do not share data with any external agency. Data may be shared internally out of legitimate interests for marketing other related services that we think you would find of interest.

Competitions

Purpose and legal basis for processing

  1. Our purpose for collecting this information is so we can facilitate the competition and distribute prizes.
  2. The legal basis we rely on for processing your personal data is your consent under article 6(1)(a) of the GDPR.

What we need

If you wish to enter a competition, we may require a combination of your first name, last name, email address and personal phone number for the competition entry depending on the source of the competition. Competition winners may also need to provide the home address so that BFBS can have the prize delivered.

Why we need it

We use this information to facilitate the competition. We also need this information, so we can respond to you in the event you are successful.

What we do with it

This data is used for the competition only, but it could be shared to an external provider for the sole purpose of delivering a prize to the winner of the competition.

How long we keep it

For information about how long we hold personal data, see our retention schedule below.

Do we use any data processors?

No.

Register for a Newsletter

Purpose and legal basis for processing

  1. Our purpose for collecting the information is so we can provide you with up to date information on the top stories from the world of defence and the military.
  2. The legal basis we rely on for processing your personal data is your consent under article 6(1)(a) of the GDPR.

What we need

If you wish to register for one of our newsletters, you will be asked to provide your email address.

Why we need it

We use this information so that we can email you content on a daily or weekly basis (depending on the option you sign up for).

What we do with it

This data will be used to provide you with the requested information only. We do not share this data externally or for any other purpose.

How long we keep it

For information about how long we hold personal data, see our retention schedule below.

Do we use any data processors?

No.

User Research

Purpose and legal basis for processing

  1. The purpose of user research allows us to improve the services we provide.
  2. The legal basis we rely on for processing your personal data is your consent under article 6(1)(a) of the GDPR.

Why we need it

We're constantly striving to improve our services to you, from our selection of radio and television channels, to our Armed Forces information, to our wide-ranging media broadcasts and live entertainment. This is your chance to have your say and we’d like to know more about you and your interaction with BFBS.

What we do with it

Personal information will be collected to enable us or our research partners to contact you and arrange research sessions. We will share the research findings in an anonymised data format with carefully selected external parties and internal staff only. We will not share any of the information you provide with any third parties for marketing purposes.

How long we keep it

For information about how long we hold personal data, see our retention schedule below.

Do we use any data processors?

Your data will be passed to our research partners, who require it to engage directly with the participants and to conduct the research. It will not be used for any other purpose. 

Job Applications

Purpose and legal basis for processing

  1. We need to process data to enter an employment contract with you and to meet our conditions and legal obligations for this contract.
  2. The legal basis we rely on for processing your personal data is article 6 (1) (b) of the GDPR, which relates to processing necessary to perform a contract or to take steps at your request, before entering a contract.

What types of information do we collect?

The information that we ask for is used in connection with your application to work and if applicable, your expression of interest in a career at BFBS. We will collect and use the following personal information about you:

  • Information in your CV and if applicable, your cover letter.
  • Information you provide to us during interviews or assessments as part of the recruitment and selection process.
  • Information you provide to us during the onboarding process, which includes identity documentation such as your right to work document, i.e., passport.
  • Information submitted as part of an expression of interest in a career at BFBS.

With your consent we also collect personal data about you from third parties, such as employment and personal references.

We may also collect and use special categories of personal data, such as information about your ethnic origin and your health, to include any disabilities or medical conditions.

Why do we need it

We need to process this data so we can:

  • Manage the recruitment process, assess, and confirm your suitability for employment and decide who to offer the job to.
  • Respond to and defend against legal claims.
  • Comply with our legal obligations i.e., to confirm your eligibility to work in the UK.
  • Make reasonable adjustments for candidates who have a disability or medical condition during the recruitment process. We also process this information to carry out and meet specific rights in relation to employment.
  • To undertake equal opportunities monitoring. Your equal opportunities monitoring data is not seen by the recruiting manager and does not impact recruitment decisions.

We will not use your data for any other purpose other than the recruitment that you have applied for.

How long do we keep it

For information about how long we hold personal data, see our retention schedule below.

Do we use any data processors

No

Jobs for Ex-Military

Purpose

BFBS provide a link to a third-party job board provider called Cross Deck. BFBS do not process your personal data and this is a connection to a third-party provider who specialise in employment opportunities for ex-service personnel.
 

Cross Deck Ltd
Sowton Business & Technology Centre
Capital Court
Bittern Road
Sowton
Exeter
Devon
EX2 7FW

Personal Information Request

Purpose and legal basis for processing?

Our purpose for processing your personal data is so we can fulfil your information request to us. The legal basis for this is article 6(1)(C) of the GDPR, which relates to processing necessary to comply with a legal obligation to which we are subject.

What we need?

We require two forms of identification that will be provided to us across a secure connection. These can be any two of: Passport, Driving license, Birth certificate, Utility bill (from last 3 months), Current vehicle registration document or Bank statement (from last 3 months).

Why we need it?

We need information from you to respond to you and to locate the information you are looking for. This enables us to comply with our legal obligations under the GDPR legislation.

What we do with it?

When we receive a request from you, we’ll set up an electronic case file containing the details of your request. This normally includes your contact details and any other information you have given us. We’ll also store on this case file a copy of the information that falls within the scope of your request.

How long we keep it?

Identity provided during the process will be deleted as soon as positive identification is completed.

Do we use any data processors?

No.

Tea & Medals Podcast

Purpose and legal basis for processing

  1. The purpose of this specific mail-out is to provide you with a low-value gift in relation to a promotion for an upcoming BFBS podcast
  2. The legal basis we rely on for processing your personal data is your consent under article 6(1)(a) of the GDPR.

Why we need it

In order for you to receive this gift, we require your home address in the event that you are unable to receive it at your normal work address

What we do with it

We will provide your home address to our distribution partner, Snapmail Ltd, for the purposes of delivery of this gift

How long we keep it

Your home address will be deleted from our database within 1 month following delivery

Do we use any data processors?

We will be using Snapmail Ltd to facilitate the distribution of this gift

Seasonal Messages

Purpose and legal basis for processing

  1. The purpose of requiring your information is so that we can receive and then broadcast your video message across a range of BFBS platforms
  2. The legal basis we rely on for processing your personal data is your consent under article 6(1)(a) of the GDPR.

Why we need it

In order for us to successfully broadcast your message, we need to be able to receive, check and then broadcast it, before deleting all files

What we do with it

  1. We will securely store your data on our servers until the point where it has been broadcast across a variety of BFBS platforms and then it will be deleted, in line with our retention policy
  2. We also share media content that has been published and broadcast on our platforms with other broadcasters and newspaper publishers worldwide from time to time, as we deem appropriate for promoting and championing BFBS and the Armed Forces.

How long we keep it

All data supplied to us will be deleted by the end of the month following broadcast.

Do we use any data processors?

No

BFBS Academy Training Courses

Purpose and legal basis for processing

  1. The purpose of requiring personal data is to enable us to manage and facilitate the course and communicate with you directly
  2. The legal basis we rely on for processing your personal data is Legitimate Interests, under article 6(1)(a) of UK GDPR

Why we need it

To enable us to efficiently manage and facilitate our training courses

What we do with it

Collation of required data for the purposes of running and managing our training courses. All data is held on an internal secure electronic database that is only used by authorised and relevant personnel

How long we keep it

Your data will be kept in accordance with our retention policy for a period no longer than 12 months from the end of the course and always in adherence with the guidance from any relevant regulatory body

Do we use any data processors?

No

BFBS Retention Policies/Schedules