Privacy Policy

About This Policy

This privacy policy and general privacy notice applies to the British Association for Immediate Care (BASICS). We take your privacy seriously, and this policy and notice has been drafted in accordance with the requirements of the UK General Data Protection Regulation (‘GDPR’) and the Data Protection Act 2018.

This privacy notice explains how we collect and use your personal data when you use our website or engage with our services, sets out your privacy rights and also explains how the law, and our approach to privacy and personal data, protects you.

This privacy notice supplements any other privacy notices that we may provide to you at the point that we collect data from you and should be read in conjunction with those notices.

Our Status and Details

For the purpose of the GDPR, we are the data controller and any enquiry regarding the collection or processing of your data should be addressed to our Data Protection Lead using the contact details below:

Name or title: Gary Morgan, Chief Officer

Email address: info@basics.org.uk

Postal address: 10 Dunlop Road, Hadleigh Road Industrial Estate, Suffolk, IP2 0UG

We are registered with the Information Commissioner’s Office for this purpose.

Information We Collect

We may collect personal information directly from you, automatically through your use of our website, or from third parties and publicly available sources where appropriate. You may provide this information in your capacity as the user of this website, by being a member, booking a course or event, enquiring in relation to our goods or services or becoming a customer or supplier/potential supplier.

Personal information covers any information which relates to you as an identifiable person. Below are examples of the type of data that this may include:

Identity Data including forenames, last name, maiden name, date of birth, gender, and username or similar identifier.
Contact Data may include invoicing; purchase order; home or work address, email address and telephone numbers, personal or job title and position.
Financial Data may include bank account and payment card details.
Special Category Data may include information about your health or medical needs and your racial or ethnic origin, where you choose to provide it.
Transaction Data may include payments made for products and services you have purchased from us, or in relation to payments that we have made to you.
Technical Data may include internet protocol (IP) address, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform and other technology on the devices used to access this website.
Profile and Usage Data may include enquiries submitted by you, purchases information, feedback and survey responses, and how you use our website, products and services.
Marketing Data may include details of any preference that you have advised us of in relation to marketing communications from us.

We may also collect non-personal data such as aggregated data, which is data that may be obtained from your personal data, but which does not directly or indirectly identify you. This may include usage data detailing how you use our website and the features and areas that you have interacted with.

How Do We Collect Your Personal Data?

A range of different methods may be used to collect data, which may include the following methods:

Direct interactions with us in person, by post, phone, email or otherwise. For example, you might give us your Identity, Contact and Financial Information in this way.
Automated technologies or interactions with our website, by using the web enquiry form
For example, you might give us your Identity, Contact and Financial Information in this way.
Third parties or publicly available sources (third parties may be used in processing Identity, Contact and Financial categories of personal data).

Courses and Events

The information you provide to us may be used to:

manage your application
assess your eligibility for the course
facilitate payment for the course
send you a reminder if the course has an expiration date (i.e. is valid for a certain period of time)

The legal basis for processing your data is “performance of a contract”, in that we are entering into an agreement to provide a course, and there is an exchange of services for money (the course application fee). The processing is necessary to fulfil the contract. You can always unsubscribe to our newsletter by following the link in the email. You can also find more information in our terms and conditions.

You may also provide optional information such as:

Specific health or dietary needs for the purposes of the course or event
Gender or ethnicity for the purposes of monitoring and/or improving equality of opportunity

In doing so you are giving your explicit consent for us to use this data for the specific purposes specified.

In exceptional circumstances, we may use your personal information where we need to protect your vital interests (or someone else’s vital interests) or to comply with a legal obligation.

We may share your personal information when there is a specific requirement for your course (for example providing your name to gain entry to a venue) or with payment service providers for the processing of payments, or with third parties who help us manage our course booking database.

Online Workshops and Recordings

We may record online workshops, including the audio, video, screen-sharing, presentations and written contributions made during the session. Depending on how you participate, a recording may capture your name or display name, voice, image, chat messages, questions and other information that you choose to share. An automated transcript may also be created.

We use recordings to provide access to workshop content, support learning and review, maintain an educational resource, and improve our courses and events. We will tell you before you book, and again before recording begins, if a workshop will be recorded.

Our lawful basis for recording and using workshop content is [performance of our contract with you, where access to the recording forms part of the workshop service] and/or [our legitimate interests in delivering, documenting and improving our educational activities]. Where we rely on legitimate interests, we balance those interests against the rights and reasonable expectations of participants.

You are not required to activate your camera or microphone. If you do not wish your voice or image to appear in the recording, you should keep your camera and microphone switched off and, where available, submit questions privately or through another method identified by the facilitator. Your display name may still be visible to workshop facilitators or other participants and may appear in the recording, depending on the platform and your settings.

Please do not disclose information about patients, identifiable third parties or confidential or sensitive matters during a recorded workshop. If special category personal information is incidentally included in a recording, we will restrict its use and take appropriate action, which may include editing or deleting the relevant material where reasonably practicable.

Recordings will be accessible only to registered participants/BASICS members/authorised BASICS staff and faculty. We may make recordings available through our website, learning system or another secure platform and may use service providers to host or process them on our behalf. We will not publish a participant’s contribution for unrelated promotional purposes without separately explaining that use and obtaining any consent required.

Workshop recordings will normally be retained for six years, after which they will be securely deleted or anonymised unless BASICS has a documented reason to retain them for longer. Attendance records and course completion information may be retained separately in accordance with our retention requirements.

If you have concerns about appearing in a recording, please contact us before the workshop or notify the facilitator as soon as possible. You may also contact us afterwards using the details in this privacy notice. We will consider requests to remove or restrict use of an identifiable contribution in accordance with applicable data protection law and the circumstances of the request.

Membership

The information you provide to us may be used to:

manage your application
assess your eligibility for membership
facilitate payment for membership
send you a reminder when your membership is due for renewal
add you to our distribution list for our newsletter, other membership related communications or in other ways directly in relation to your membership and our membership services

The legal basis for processing your data is “performance of a contract”, in that we are entering into an agreement to provide membership of the Association, and there is an exchange of services for money (the membership application fee). The processing is necessary to fulfil the contract. You can always unsubscribe to our newsletter by following the link in the email. You can also find more information in our terms and conditions.

You may also provide optional information such as gender or ethnicity for the purposes of monitoring and/or improving equality of opportunity. In doing so you are giving your explicit consent for us to use this data for the specific purposes specified.

In exceptional circumstances, we may use your personal information where we need to protect your vital interests (or someone else’s vital interests) or to comply with a legal obligation.

We may share your personal information with payment service providers for the processing of payments or with third parties who help us manage our secure membership database.

Other Use of Your Information

We may hold and process personal data that you provide to us in accordance with GDPR. The information that we collect and store relating to you is primarily used:

To enable us to provide our goods or services to you, to communicate with you and to meet our contractual commitments to you. This may include Identity, Contact, Financial and Transactional data.
To notify you about any changes to our business, such as improvements to our website or service/product changes, that may affect our service or relationship with you. This may include Identity and Contact data.

If you are an existing customer, we may contact you with information about goods and services similar to those that were the subject of a previous sale to you. This may include Identity and Contact data.

We may send information about BASICS activities, courses, conferences, workshops, educational resources, volunteering opportunities, charitable activities and other events that we believe may be of interest to you. If you have booked a course, attended a conference or event, made an enquiry, registered for an educational activity, or otherwise engaged with BASICS, we may use your contact details to send you these communications where permitted by applicable data protection and electronic marketing legislation. Our lawful basis for processing your personal information for these communications is our legitimate interests, namely promoting the charitable objectives, educational activities and services of BASICS, and maintaining relationships with individuals who have expressed an interest in our work. Where required by law, or where BASICS chooses to do so, we will obtain your consent before sending marketing communications. You may opt out of receiving news, event information and other marketing communications at any time by using the unsubscribe link included in the communication or by contacting us directly.

Where you have consented to receive such information, to provide information on other parties’ products or services that we feel may be of interest to you. This may include Identity, Contact and Marketing data.

Where you have consented to receive our e-newsletters to provide that to you. This may include Identity and Contact data.

Where we need to comply with a legal obligation. This may include Identity, Contact and Transactional data.

Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests. This may include all types of data.

We will always obtain your consent prior to sharing your personal data with any third party for their marketing purposes. This may be to enable relevant third parties to advise you of products or services that may be of interest to you.

We will only use your personal data for a reason other than the purpose for which it was originally obtained if we consider that we need to use it for that other purpose and have a legitimate interest in doing so.

Data Accuracy

It is important that the data that we hold about you is accurate and up to date. In the event that your data changes, please notify us, so that we can update our records.

Disclosure of Your Information

There are a range of circumstances where we may disclose your data to third parties. These include:

Regulatory bodies. We may disclose your data to regulatory bodies to enable us to comply with the law, to assist fraud protection and to minimise credit risk. This may include Identity, Contact and Transactional data.
Our suppliers. We may disclose your data to third parties that are involved in the fulfilment of our services to you. This may include Identity, Contact and Transactional data.
Third party marketing. Where you have consented for us to do so, we may provide your data to selected third parties who may contact you about their goods or services that you may be interested in. This may include Identity, Contact and Marketing data.
Business sale. We may disclose your personal data outside of our organisation: (a) in the event that we sell or buy any business or assets, in which case we may disclose your personal data to the prospective seller or buyer of such business or assets; and (b) if BASICS’ business is bought by a third party, in which case personal data held by it about its customers will be one of the assets to transfer to the buyer. However, any such transfer will only be on terms that the confidentiality of your personal data is protected and that the terms of this privacy policy will continue to be complied with by the recipient.

Please be advised that we do not reveal information about identifiable individuals to our advertisers, but we may, on occasion, provide them with aggregated data about our website visitors and customers.

If you do not want us to share your data with third parties, you will have the opportunity to withhold your consent to this when you provide your details to us on the form on which we collect your data, or you can do so by writing to us at the address detailed above or sending us an email to admin@basics.org.uk at any time.

Controlling the Use of Your Data

Where we rely on consent as the lawful basis for processing your data, you can revoke or vary that consent at any time. If you do not want us to use your data or want to vary the consent that you have provided, you can write to us at the address detailed above or email us at admin@basics.org.uk at any time.

Data Storage and the Transfer Your Data

Some of our service providers may process personal information outside the United Kingdom. Where the transfer is a restricted transfer under UK data protection law, we will ensure that an appropriate transfer mechanism is in place. This may include UK adequacy regulations, an approved international data transfer agreement or UK Addendum, or another safeguard or exception permitted by law.

You may contact us for further information about the safeguards applying to a particular transfer.

Security

The transmission of information via the internet or email is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of data while you are transmitting it to our site: any such transmission is at your own risk.

We use appropriate technical and organisational measures designed to protect personal information against accidental or unlawful destruction, loss, alteration, unauthorised disclosure or access. We limit access to personal information to authorised people and service providers who need it for the relevant purpose.

Where we have given you (or where you have chosen) a password, so that you can access certain parts of our site, you are responsible for keeping this password confidential. You should choose a password that it is not easy for someone to guess.

In accordance with their regulations, we will notify the ICO of a personal data breach if it is likely to result in a risk to the rights and freedoms of individuals. If left unaddressed such a breach is likely to have a significant detrimental effect on individuals.

Data Retention

We retain personal information only for as long as reasonably necessary for the purpose for which it was collected, including meeting legal, regulatory, accounting and reporting requirements. Retention periods vary according to the type of record. For example, relevant financial and contractual records will normally be retained for six years after the end of the applicable financial year or relationship, unless a different period is required or justified. We periodically review the information we hold and securely delete or anonymise it when it is no longer required.

Use of Cookies and Tracking Pixels

Our use of cookies and tracking pixels is detailed in our Cookies Policy (view here). We use cookies to gather information about your computer for our services and to provide statistical information regarding the use of our website. Such information will not identify you personally – it is statistical data about our visitors and their use of our website. This statistical data does not identify any personal details about you whatsoever.

We may also gather information about your general internet use by using a cookie file and/or a tracking pixel file. Where used, these cookies and tracking pixels are downloaded to your computer automatically. This cookie file is stored on the hard drive of your computer, as cookies contain information that is transferred to your computer’s hard drive. A tracking pixel is not stored on your computer. They help us to improve our website and the service that we provide to you.

All computers have the ability to decline cookies. This can be done by activating the setting on your browser which enables you to decline the cookies. Please note that should you choose to decline cookies, you may be unable to access particular parts of our website. Where we work with advertisers on our website, our advertisers may also use cookies and/or tracking pixels, over which we have no control. Such cookies and/or tracking pixels (if used) would be downloaded or displayed respectively once you click on advertisements on our website.

Your Rights

The GDPR gives you a range of rights in relation to the personal information that we collect and use. You have the right to:

Access your personal data. This right is commonly known as the ‘data subject access request’ and enables you to receive a copy of the personal data we hold about you. You will not need to pay a fee to access your personal data unless we can justifiably demonstrate that the request is repetitive or excessive. We will respond to all legitimate data access requests within one month, but we may need to obtain further information from you in order to confirm your identity and the legitimacy of the request.
Rectification of the personal data. This enables you to have any incomplete or inaccurate data corrected.
Erasure of your personal data. This enables you to ask us to delete personal data where there is no justifiable reason for us continuing to retain and process it. We may not always be able to delete the data, such as if there is an ongoing contractual relationship between us or if we are legally required to retain the data.
Object to processing of your personal data where we are relying on consent or our legitimate interests (or those of a third party) as the justification for processing the data.
Restrict the processing of your personal data. This enables you to ask us to change the processing of your personal data. For example, you may wish to vary the basis on which we contact you.
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, machine-readable format.
Withdraw consent. Where we are relying on consent to process your personal data, you may withdraw that 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.

These rights may be subject to legal conditions and exemptions.

You can exercise these rights at any time by writing to us at the address detailed above, or by email to admin@basics.org.uk.

Third Party Links

You might find links to third party websites on our website. If you click a link to a third-party website and visit that site, you may be allowing that site to collect and share certain data about you. These websites should have their own privacy policies, which you should check. We do not accept any responsibility or liability for their policies whatsoever, as we have no control over them.

Complaints

If you have concerns about how we use your personal information, please contact our Data Protection Lead in the first instance so that we have an opportunity to investigate and respond. You also have the right to complain to the Information Commissioner’s Office, the UK supervisory authority for data protection

You can contact our Data Protection Lead, Gary Morgan, at info@basics.org.uk.

Changes to This Policy

We may update these policies to reflect changes to the website and customer feedback. Please regularly review these policies to be informed of how we are protecting your personal data.

We welcome any queries, comments or requests you may have regarding this Privacy Policy. Please do not hesitate to contact us.

Version: September 2026