Privacy Policy
Introduction
The Bus Centre of Excellence (BCoE) is part of Chartered Institution of Highways and Transportation (CIHT). This BCoE privacy notice and terms and conditions, tells you what to expect us to do with your personal information relating to BCoE membership and activities (for example attending BCoE events), when you make contact with BCoE and CIHT, use one of our services or use the CIHT or BCoE websites.
As BCoE is part of CIHT, it uses the same systems as CIHT, therefore the terms ‘BCoE’ and ‘CIHT’ are used interchangeably in this Policy, unless otherwise stated.
CIHT respects your privacy and is committed to protecting your personal data. This privacy notice will inform you as to how we look after your personal data when you visit our websites (regardless of where you visit it from), or when you engage with CIHT via other means, and tell you about your privacy rights and how the law protects you.
What Personal Information is held
We may collect and process the following data from you:
Information you consent to provide CIHT that is required to carry out our obligations arising from any contracts entered between you and us, or potential contracts that may be in liaison between you and us
Information that you consent to provide by filling in forms on our website or submit to us in as part of any direct marketing or sales activities. This includes and is not limited to personal information about you such as your name, telephone contact number, geographical address/location, email address, date of birth, place of work, marital status, title, professional or educational qualifications, referees, gender, ethnicity, and interests
If you contact us by telephone or in writing, we may keep a copy of your correspondence or communication
Details of your visits to our website and the resources that you access from third party websites such as Eventbrite
If you have provided us with the personal data of another person, there is a clear requirement imposed by CIHT for you to confirm that he/she consents to the processing of his/her personal data and that you have informed him/her of our identity as a Data Controller and the nature of the processing taking place. Records will be retained as evidence of this consent.
How will we use the information we hold about you?
To comply with the data protection principles and article 6 (1) of the GDPR, we identify a lawful basis for each purpose that we process your data.
The lawful basis we use are:
Performance of a contract - We use information held about you to carry out our obligations arising from any contracts entered into between you and us; and to notify you about changes to our services
Legitimate Interests - Where processing is necessary for the purposes of what we deem to be legitimate interests of CIHT (see next section) or by a third party, except where such interests are overridden by your interests or fundamental rights and freedoms which require protection of personal data
Consent- Where you have given us your consent to process your personal data for one or more specific purposes. Where consent has been provided to CIHT, it is a recognised right of the Data Subject that this consent can also be withdrawn
Legal obligation – where the processing of your data is necessary for compliance with our legal obligations
If a basis on which we process your personal information is no longer relevant then we shall immediately stop processing your data.
If the basis changes then if required by law we shall notify you of the change and of any new basis under which we have determined that we can continue to process your information.
Currently, BCoE members are able to amend their contact details and professional interests via the MyCIHT section of ciht.org.uk. BCoE members can opt-out of the BCoE newsletter and other BCoE related email communications by following the unsubscribe instructions included in each newsletter or by emailing bcoe@ciht.org,uk at any time. If you require any assistance, please contact bcoe@ciht.org.uk
Legitimate Interests
We consider the following activities (conducted either by the CIHT or a third party) are legitimate interests according to Article 6(1) (f) of the General Data Protection Regulation.
We collect and process your data so that we can:
Administer your BCoE and/or CIHT membership
Process membership forms and payments (if applicable)
Provide an initial assessment for professional registration
Share data with CIHT regional committees, BCoE networks or forums, event co-organisers or co-hosts, to provide information about events, activities, membership, awards and applications.
Website management
Membership database management
Provide online or in-person event booking facilities, and management of bookings for events. As BCoE events are for BCoE members, a check will be made after an event that anyone who has registered for the event is a BCoE member and any non-members will be contacted with instructions on how to sign up to become a BCoE member.
Identify BCoE members who are also CIHT members so that information relating to duplicate accounts can be resolved and communications can be appropriately targeted.
Manage invoicing requests
Record potential conflicts of interests for our volunteers
Forecast future workforce numbers and working patterns, by analysing data and trends
Administer the end of year continuing professional development audit
Process mailing preferences of registered users
Managing single-sign-on processes for BCoE member benefits or services such as, CIHT Connect and CIHT Learn
Capture speaker information
Record details of attendance at events
Collect details of members who wish to apply to be involved on committees or host/speak at events or otherwise offer their services to BCoE
Collect information from people wishing to use our resources and guidance implementation tool
Manage requests from people who wish for us to provide certificates and verification of qualifications
Process Award application forms
It also helps us:
To ensure that content from our site is presented in the most effective manner for you and for your device
To provide you with membership services and member benefits (for example to provide you with copies of and electronic access to our magazine, event slides/recordings and other relevant publications)
To provide you with information, details of events, services that you request from us or which we feel may interest you, where you have consented / signalled a preference to be contacted for such purposes
To carry out our obligations arising from any contracts entered into between you and us
To allow you to participate in interactive features of our service when you choose to do so
To provide you with BCoE mailings which encompass a mix of news, announcements, event details, analysis and updates and may advertise products and recruitment opportunities which we believe might be of potential interest to our membership where you have signalled a preference to receive BCoE mailings
Where you have applied to a third party for a member benefit to confirm to them that you are a member of the CIHT/BCoE and therefore entitled to the benefit
To notify you about changes to our service
Communications policy for CIHT
Depending on your chosen preferences, we may contact you using available methods including (but not limited to) email, telephone, post, messaging platforms, via our websites and other online platforms including CIHT Connect, CIHT Learn and via social media platforms. We may also send you promotional messages.
BCoE members are able to amend their contact details and professional interests via the MyCIHT section of ciht.org.uk. BCoE members can opt-out of the BCoE newsletter by following the unsubscribe instructions included in each newsletter or emailing bcoe@ciht.org.uk at any time. If you require any assistance, please contact bcoe@ciht.org.uk
Where appropriate we use your data to investigate, respond to and resolve complaints and improve customer services (e.g. system bugs or customer enquiries).
Your rights relating to Personal Data
You have the right to ask us to provide you with access to and rectification or erasure of your personal data. Providing you this information is free of charge, but charges may apply for excessive requests. To do this please email or write to us as highlighted at section 10 below.
We want to make sure that your personal information is accurate and up to date. In order to assist us with ensuring your personal information is up to date either contact bcoe@ciht.org.uk or update your details online at www.ciht.org.uk and log on to MyCIHT. You may ask us to correct or remove information if you think it is inaccurate.
You have the right to ask us to provide you with the personal data you have provided to us in an electronic format or to ask us to provide it to a third party.
Retention of your information
We take appropriate measures to ensure that any information collected from you is kept secure.
CIHT operate a clear Retention policy and associated Retention Schedule to ensure personal data is kept only for so long as is necessary for the purpose for which such information is used.
If any of your personal data changes, or if you have any questions about how we use data which relates to you, please contact us via info@ciht.org.uk. We normally update your personal data within seven (7) working days of any new or updated personal data being provided to us, to ensure that the personal data we hold about you is as accurate and up to date as possible.
Sharing and disclosure of your information
We sometimes share your personal data with trusted third parties. Examples include companies who support the delivery of our website or supporting platforms including Eventbrite, CIHT Learn and CIHT Connect, our IT & CRM system, or to provide any services that you have asked us to carry out through the website or otherwise, for example, we may share your information with organisations which are co-hosting events with BCoE.
As part of our GDPR compliance obligations, we are duty bound to check when personal data may be shared with third parties to ensure that they apply the same or greater controls in terms of data protection.
We provide only the information they need to perform their specific activities
They may only use your data for the purposes we specify in our contract with them
We check to ensure your privacy is respected and protected at all times
If we stop using their services, any of your data held by them will either be deleted or rendered anonymous
We may also disclose your personal information to third parties if we are under a duty to disclose or share your personal data in order to comply with any legal obligation or in order to enforce or apply other agreements; or to protect the rights, property or safety of CIHT, our customers or others.
CIHT will not share your information for marketing purposes with any third parties without your explicit consent.
Protecting your data outside the EEA
CIHT has risk assessed where personal information may be transferred outside the EEA. As part of our own due diligence we have identified that personal data held for and by CIHT resides in the EU. CIHT will continue to monitor this for CIHT considering any 3rd party provider changes in the future. Should a requirement for data to be transferred outside of the EU in future, CIHT will implement controls and safeguards to ensure that equal to or greater data protection measures are enforced and records retained to evidence this.
Questions or Complaints related to our use of your personal Information
Any questions or complaints related to our use of your personal information should be sent by email to bcoe@ciht.org.uk or by writing to the Head of the Bus Centre of Excellence at CIHT, 119 Britannia Walk, London, N1 7JE.
You can also complain to the Information Commissioners Office if you are unhappy with how we have used your data. Their contact details are available on the following website www.ico.org.uk
Terms & Conditions
BCoE Members’ Code of Conduct at Events
Introduction
As a member of BCoE, you are part of a professional community that values respect, integrity, and inclusivity. This Code of Conduct outlines our expectations for all members and participants at our events, both in-person and virtual.
By attending our events, you agree to abide by this Code of Conduct. We reserve the right to take appropriate action, including removal from the event, for any violations of this code. Your BCoE membership may be revoked should you not follow this Code of Conduct.
Respectful Communication
Be respectful and considerate: Disagreements are a part of any professional setting but it's important to maintain a respectful tone in all interactions.
Use appropriate language: Avoid using offensive, violent, or sexually explicit language at all times.
Professional Conduct
Members should be aware that their actions and words may be recorded and shared publicly. As such, members should conduct themselves professionally and in accordance with this Code of Conduct at all times during our events.
Maintain professionalism: act in a way that upholds the integrity and reputation of our organisation
Conflict of interest: Avoid situations that could be perceived as a conflict of interest.
Inclusivity
Promote inclusivity: Our community is diverse. Respect people of all backgrounds and identities, including but not limited to, race, ethnicity, nationality, gender, age, sexual orientation, disability, and religion.
Zero tolerance for harassment: Harassment, discrimination, and bullying are not tolerated. Report any such incidents to the event organisers.
Virtual Event Etiquette
Mute when not speaking: To minimize background noise, please keep your microphone muted when you are not speaking.
Be mindful of others: Allow others to speak and avoid interrupting.
Reporting Violations
If you witness or are subjected to inappropriate behaviour, please report it to the event organisers immediately. We are committed to ensuring the safety and comfort of all our members and event participants.
BCoE Events Terms and Conditions
Recording during events
BCoE may record events and sessions. By attending our events, members acknowledge that they may be recorded. The event organiser will make the audience/attendees aware when a recording starts.
These recordings may be used by BCoE for promotional purposes, training materials, and other uses deemed appropriate by the organisation. This may include sharing on our websites, social media channels, or other platforms.
Event Bookings
Your personal data will be processed in accordance with the BCoE Privacy Policy included in this webpage.
Your name, job title and organisation may be shared with other delegates (including event speakers and co-organisers) attending the same event for the purpose of pre and post event networking. If you do not want your details to be shared in this way, please email bcoe@ciht.org.uk
Cancellation by us
For all our events, we reserve the right to amend the programme, reschedule or cancel the event. This may arise from circumstances beyond our control such as minimum numbers not being achieved. In such instances, delegates will be notified and offered the option of a full refund (if applicable) and/or to transfer their booking to another event (i.e. not all events will be open for transfer) in the same year.
Cancellations by delegates
Delegates may cancel their place and receive a full refund, if applicable, (less a 10% administration fee) provided notification is received in writing to bcoe@ciht.org.uk at least one month prior to the event date.
We will not be liable for reimbursing delegate fees if delegates are not able to attend due to circumstances out of our reasonable control including, but not limited to, a change to personal circumstances, sickness, weather conditions, transport issues or any other Force Majeure or Act of God.
Delegate Substitutions
If a delegate(s) cannot attend the event, then a substitute can be set at no extra charge.
Other Refunds
We will refund credit/ debit card payments made in error within 10 working days of the error being notified in writing to bcoe@ciht.org.uk. This will not affect your statutory rights.
BCoE Membership Terms and Conditions
On joining, all members of BCoE are bound by the BCoE Code of Conduct and your BCoE membership may be revoked should you not follow this code.
We may amend our BCoE membership criteria and membership levels from time to time. Details of any membership changes will be posted on the BCoE website and members will be informed via email about any potential changes.
BCoE General Terms and Conditions
While we will make every effort to keep changes to a minimum, we may make amendments to the terms and conditions at any time to reflect changes in market conditions affecting our business, changes to technology, changes in payment methods, changes in relevant laws and regulatory requirements and changes in our systems capabilities. By continuing to use the website (www.ciht.org.uk and www.buscentreofexcellence.org.uk) and any other CIHT websites and platforms/channels, you agree to accept any changes made to the terms and conditions.
Privacy Policy: Reviewed 21/05/2024