This is a plain-English summary of how the Trade Mission GBR ("Trade Mission GBR", "we", "us") handles personal data submitted through this website. It is provided as a working draft and should be reviewed by the Chamber's compliance team before being treated as a final legal document.
Who we are
This site is operated by the Trade Mission GBR. We are the "data controller" for the personal data described below, meaning we decide how and why it is processed.
What personal data we collect
We collect only the information you choose to give us via forms on this site:
- Mission enquiry form: your name, company, email address and the message you send us.
- Newsletter signup: your email address, and optionally your name and the sectors you're interested in.
We do not knowingly collect special-category personal data (such as health, religious or political information) through this site.
Why we collect it
- To process your enquiry about a specific trade mission and follow up with the information you've asked for.
- To send you occasional updates about upcoming trade missions if you have subscribed to our newsletter.
- To keep basic records of enquiries so the Chamber team can plan future missions and improve the service.
The lawful bases we rely on are your consent (for the newsletter) and our legitimate interest in responding to enquiries you send us about our missions.
How we store it
Data submitted through the site is stored in a secure database hosted by Supabase (our backend provider). Access is limited to authorised Chamber staff, protected by authentication and role-based access controls, and transmitted over encrypted (HTTPS) connections.
Who we share it with
Personal data submitted through this site is used by the Chamber's trade missions team only. We do not sell your data, and we do not share it with third-party marketing partners. We may share limited information with trusted service providers who help us run the site (for example, our hosting and email delivery providers) strictly for those purposes.
We may disclose data if required to do so by law or to protect the rights and safety of the Chamber, our members or the public.
How long we keep it
We keep enquiry records for as long as needed to support your interest in a mission and, after that, for a reasonable period to maintain business records — typically no longer than three years from your last interaction. Newsletter subscriptions are kept until you unsubscribe.
Cookies
This site uses only the cookies and local storage strictly necessary for it to work (for example, remembering your cookie choice and keeping you signed in if you're a Chamber team member). We ask for your consent via a banner before loading any non-essential cookies or analytics.
Your rights
Under UK GDPR you have the right to:
- Access the personal data we hold about you.
- Ask us to correct data that is inaccurate or incomplete.
- Ask us to delete your data ("right to erasure").
- Withdraw consent to marketing at any time.
- Complain to the Information Commissioner's Office (ICO).
To exercise any of these rights, or to ask a question about how we handle your data, email us at dataprotection@westlondonchambers.org.uk. We aim to respond within one calendar month.
Changes to this policy
We may update this policy from time to time. When we do, we'll change the "Last updated" date at the top of this page.