Privacy Notice

The purpose of this notice is to be transparent about how and why we use your personal data and to ensure that you are aware of your rights under UK data protection legislation (UK General Data Protection Regulation (UK GDPR), Data Protection Act 2018).

The Company
We are higher Education Business Continuity Network (HEBCoN) and we are the data controller. Our correspondence address is University of Brighton, Exion, 27 Crowhurst Road, Brighton, BN1 9AF. You can email us at

The purpose for processing your data and our basis for doing so.
We process personal data so we can engage with prospective members, maintain our relationship with existing members, organise conferences and webinars and other network events. In processing your data, we must establish our legal basis for doing so and the legal basis can be different depending on the purpose we use it for.

If you are a prospective member, we will process personal data, such as name and contact details so we can maintain a dialogue. To enrol you as an individual member of HEBCoN, we process your name and contact details and job title as well as the billing address of your institution. The lawful basis for doing this is Article 6.1.f UK GDPR – legitimate interest, as we have a legitimate interest in growing the network.

We will send you newsletters and other communications to promote our events. The lawful basis for doing this is Article 6.1.a UK GDPR – consent. You can withdraw your consent at any time by contacting us on the above email address.

Please note that we require your personal data to enrol you as a member of our network. If you fail to provide the required personal data, we will not be able to engage with you.

Recipients of your data
As a general principle, we will not transfer your personal data to other recipients without your permission. There are some exceptions to this:

  • It is possible, though unlikely, that we might be forced to disclose your information in response to a court order or other legal requirement.
  • His Majesty’s Revenue and Customs will also receive some of your personal data.
  • Your name and contact details will be available to others in the members directory.
  • We will share updated membership lists with the regional chairpersons.
  • We will share your data with event venues should you book onto one of our conferences or networking events.

Data processed by third parties on our behalf.
We use the services of other organisations in the processing your data. We use cloud-based marketing software and our website is hosted by our contracted web developers.

Those organisations that process personal data on our behalf are subject to a data processing contract as required by Article 28 of the UK GDPR. This ensures that your data is handled in accordance with the UK GDPR.

Transferring your data outside of the UK
Your personal data is stored in the UK

Retention periods
We will retain your data only for the time we require it for the purposes stated and / or where we have a legal obligation or other legitimate purpose.

If you are a member then we will keep your contact data for all the time you remain a member and for 3 years following.

Your rights
The UK GDPR provides you with several rights in relation to the data we process. The rights relevant to our activities are:

  • You have the right to get access to and copies of your personal data.
  • You can ask us to rectify any inaccurate information we may be holding.
  • You can object to us processing your data where it is conducted under a legitimate interest basis.
  • You can restrict our processing of your data.
  • You can request we erase your personal data if the data is no longer necessary for the purpose we processed it for, you have withdrawn consent or you have objected where it is processed under a legitimate interest basis.
  • You have the right of data portability.

If you want to exercise any of these rights, contact us on the above email address.

You also have the right to lodge a complaint about our processing with a supervisory authority — the UK’s Information Commissioner’s Office.

Information Commissioner’s Office
Wycliffe House
Water Lane

Telephone: 0303 123 1113

Updated March 2023