Privacy Notice

At the British Promotional Merchandise Association (BPMA), we are committed to protecting and respecting your privacy. This privacy notice will help you understand how we collect, make use and protect your business and personal information. If you have any queries about this Privacy Notice or how we process your personal information, please contact the Data Protection Officer by email: [email protected] or by post: Data Protection Officer, BPMA, Fetcham Park House, Lower Road, Fetcham, Leatherhead, Surrey, KT22 9HD.

Who we are

The British Promotional Merchandise Association Ltd (The BPMA) is the UK trade association representing the promotional product industry. As an organisation, we are responsible for the processing of personal information for business to business purposes only. The BPMA act as the Data Controller. Our registration number with the Information Commissioner’s Office is ZA334505

Why do we obtain data?
In order for the BPMA to operate its business in a focused, efficient and sustainable manner and to provide its services to its members and promotional merchandise industry at large, it will obtain industry specific data that may contain some personal information. All data obtained by the BPMA is used for business to business purposes only.

What information we collect about you

The majority of data held by the BPMA is business data. Personal data collected and stored is used in ways in which individuals would reasonably expect and which have a minimal privacy impact.The personal data held by the BPMA may have been provided by you or we have collected from you or from one of your colleague and may include:

  • Name
  • Email address
  • Telephone number – business and or business/ personal mobile
  • Dietary requirements (if provided by you or a colleague when booking to attend an event organised and hosted by the BPMA)
How we collect information about you

We collect information about you in several ways:

  • when your business joins the BPMA
  • When you or a colleague places an event booking and you are attending
  • When you or a colleague registers your details onto the BPMA Education programme
  • Or when you contact us by phone, email or use our websites to express interest in our services, or to process an order for a BPMA product, service or benefit
  • If you voluntarily complete our online forms, online surveys, provide feedback and or participate in competitions whether online, by attending an event or exhibition
  • When you subscribe to Product Media Magazine.
  • Data is also collected when a complaint is made against a member company that may contact personal information.
  • We collect information from the BPMA website and its affiliated websites

Cookies General Use
We use cookies, tracking pixels and related technologies on our website. Cookies are small data files that are served by our platform and stored on your device. Our site uses cookies dropped by us or third parties for a variety of purposes including to operate and personalize the website. In addition, cookies may also be used to track how you use the site to target ads to you on other websites.

Third Parties
Our website employs the use the various third-party services. Through the use of our website, these services may place anonymous cookies on the Visitor’s browser and may send their own cookies to the Visitor’s cookie file. Some of these services include but are not limited to: Google, Facebook, Twitter, Adroll, MailChimp, Sucuri, Intercom and other social networks, advertising agencies, security firewalls, analytics companies and service providers. These services may also collect and use anonymous identifiers such as IP Address, HTTP Referrer, Unique Device Identifier and other non-personally identifiable information and server logs.

What we use your information for and the legal basis for processing
We may store and use personal data for the purposes of:

  • managing your business membership or prospective membership with the trade association
  • managing your product media magazine subscription
  • informing and sharing any industry related communications to you, such us industry news, industry related training and education, events and benefits.
  • processing orders for event bookings or education programme registrations
  • assisting the BPMA with any industry research
  • allowing you access to your member profile and member only resources within the website
  • allowing the BPMA to contact you with important association and industry information relating to product compliance and
  • processing your sourcing enquiry

Our “legitimate interests” as referred to above include our legitimate business purposes and interests in operating our business in a focused, efficient and sustainable manner.

Using your personal data for marketing

We will send you marketing communications by post, email, telephone and through digital channels, such as social media.  Our communications will always be industry relevant and informative.

Communications will be of business interest and will relate to:

  • industry news
  • industry or marketing related events
  • education and training
  • benefits / special offers
  • BPMA services
  • your membership rights and responsibilities
  • Product Media Magazine (an industry trade journal owned by the BPMA)
  • Where applicable, to process any grant applications on behalf of the Department of International Trade.
  • Purchasing promotional merchandise from a BPMA member

You can object to receiving marketing from us at any time. Please follow the unsubscribe link in our marketing emails; or send us your name, address via email to [email protected] or by post to: Data Protection Officer, BPMA, Fetcham Park House, Lower Road, Fetcham, Leatherhead, Surrey, KT22 9HD. . All unsubscribes are actioned and those individuals will not receive further e-marketing from the BPMA.

We consider that it is within our legitimate interests to send you industry and BPMA related information for marketing purposes.

Whom we share your data withthe bpma use
The BPMA works closely with third parties, particularly those who offer benefits to its members. Where relevant, the BPMA shares minimal data with such third parties so that members can be informed of such benefits that would be of business interest to that company. When applicable, third party service providers who support the operation of the business, such as IT and print management suppliers, marketing suppliers and financial service providers would also receive such data from the BPMA. Third party contacts only have permission to use the data provided to perform the tasks requested by the BPMA and data transferred to them will be protected by the terms in their Privacy Policies.

The BPMA use our CRM system for mailings using the data we have collected to send you relevant updates covered in this privacy policy. 

The BPMA are willing to share a full list of third party contractors upon a signed Non Disclosure Agreement.

How long your information is kept (Data Retention Period)
We will retain your personal information for a number of purposes as necessary to allow us to carry out our business, particularly in the context of members. Details will be held on file until the BPMA feels the data is no longer required or if an individual contacts us, requesting their data is removed.

If you have any questions in relation to our retention policy, please contact our Data Protection Officer using the details provided above and below.

Your Rights

Under the General Data Protection Regulation (GDPR) you will also have the following rights:

  • to require us to erase your personal information from our database;
  • to require us to restrict or object to our data processing activities;
  • to receive a copy of the personal information we hold about 
  • to require us to correct the personal information we hold about you, if it is incorrect or needs updating.

Notice of Breach of Security
If the BPMA are aware of any breach that materially affects you, then we will notify you as soon as possible and later report the action we took in response. Should the ICO be notified of the breach the BPMA shall do so and inform the individual.

Changes to this Policy

We keep our privacy notice under regular review. This privacy notice was last updated on 24th May 2018. Any changes to our Privacy Policy will be placed here and will supersede this version of our Policy. We will take reasonable steps to draw your/members attention to any changes in our Policy.

Contacting Us

If you have any questions about our Privacy Policy, or if you want to know what information we have collected about you, please email us at [email protected]. You can also correct any factual errors in that information or require us to remove your details form any list under our control. You can also contact us in writing to BPMA, Fetcham Park House, Lower Road, Fetcham, Leatherhead, Surrey, KT22 9HD.