RBIJ’s Data Use Policy 

The Responsible Business Initiative (RBIJ) believes you have the right to control the use of your personal information, and that your privacy must be respected. That is why we strictly limit the collection and processing of your personal data. We will not use personal data that you provide to us in a manner inconsistent with the purposes for which you provided it to us.

This privacy statement describes how we process any personal information that we may collect about you as a supporter, a visitor to our website or office and if you communicate with us.

We do not and will not sell, rent or lease personal data, nor send marketing on behalf of third parties.

1. Who are RBIJ?

The Responsible Business Initiative for Justice is the trading name for the Responsible Business Initiative Community Interest Company (limited by guarantee). A not-for-profit incorporated in England and Wales registration number: 12100724. Our registered offices are Studio 411 Metal Box Factory, 30 Great Guildford Street, London, England, SE1 0HS.

RBIJ is an organisation dedicated to protecting human rights in systems of punishment and incarceration. 

RBIJ advises, educates, informs and engages business and trade leaders on the importance of safe and fair systems of criminal justice. 

2. The information we collect and how we use it

If you visit our website:

Our website is hosted by Squarespace. Through Squarespace we may collect some information about your visit to our site. Including: information about your browser, network and device. The information collected may also include details about your visit to our website. Including: clicks, internal links, pages visited, scrolling, searches and timestamps. 

If you contact us by phone, email or in writing:

If you exchange emails, telephone conversations or other electronic communications with our staff members, our systems will record details of those conversations, sometimes including their content.

When you contact us we sometimes need to keep a record of the communication we have with you to operate, manage and develop our organisation.

If you visit our office: 

Our premises have closed circuit TV systems which may record you if you visit our premises, for security and safety purposes. 

Work-related activities:

In the course of our work, we collect information such as the names, contact details and work-related information about individuals and organisations we work with. We keep this information in order to invite you to collaborate on and participate in relevant work-related activities.

This information includes the details of those whose professional interests align closely with our own and individuals who participate directly in our activities, as well as those with whom we have current contractual obligations or with whom we may in the future enter into an agreement. We also keep the details of other professional contacts if you have consented to hearing from us for this purpose.

We collect this information through business cards, personal contact or occasionally recommendations from partners.

We sometimes collect information from third party data providers or publicly available sources for anti-money-laundering, background checking and similar purposes, and to protect our organisation and comply with our legal and regulatory obligations. 

3. Your data and third parties

There are some third party service providers that RBIJ uses to further our stated purposes. We are transparent about those third parties and here is a list of the services we currently engage. 

• Basecamp https://basecamp.com/ (we use Basecamp for project management purposes)

• Google Suite, Google Mail, Google and iCal calendars and Google Drive https://gsuite.google.co.uk (we use these services to send and receive emails, to manage our schedules and store documents)

• Slack https://slack.com (we use Slack for internal staff communications)

• Dropbox https://www.dropbox.com/ (we use Dropbox for file storage and sharing) 

• Squarespace https://www.squarespace.com/ (we use Squarespace to host our website)

• AirTable https://airtable.com/ (we use Airtable to manage and track contact information)

• Muck Rack https://muckrack.com (we use Muck Rack to generate and track media coverage)

We carefully select the third parties we work with and we ensure that they share our values around data protection. All third parties that we work with are contractually obligated to act on our instructions and in accordance with current data protection legislation. We shall never voluntarily share your information with a third party for their own use.

There are some circumstances where we may have to disclose your information if ever required by law. If this is ever the case, we will tell you, when we ask you to provide information about yourself, if provision of the requested information is necessary for compliance with a legal obligation, unless we are legally compelled to conceal this.

We will never sell, rent, trade or pass your personal data to any other third parties.

4. Retention and deletion of your information

We keep your data as long as the law requires us to, and no longer. We will delete the information we hold about you as soon as we no longer need it. For further specific information about our record retention policies, please contact us (see below).

5. The security of your information

We take the security of your information very seriously. We employ physical, electronic and administrative security measures to protect the information that we collect about you from access by unauthorised persons and against unlawful processing, accidental loss, destruction and damage.

6. Your rights

You may have a right of access to the personal information that we hold about you, and to some related information, under data protection law. You can also require any inaccurate personal information to be corrected or deleted (and we hope you will). You can object to our use of your personal information at any time and you may have the right to object to our processing of some or all of your personal information (and require them to be deleted) in some other circumstances.

If you wish to exercise any of these rights, please contact us as set out below. For full information about your rights under the current General Data Protection Regulation or to make a direct, formal complaint, please see the Information Commissioner's Office website.

7. Contact us

We want to do everything we can to make sure the information we hold on you is accurate and up-to-date. If you have a query regarding this policy, if you would like us to amend any information or request access to the information we hold on you, please contact info@rbij.org  or call +44 (0) 2039 838008.

Except for information that needs to be kept for legal reasons, you have a right to opt-out of us processing your data or withdraw your consent at any time. Please contact us using the above details if this is the case.

8. Changes to this policy

We keep this Privacy Policy under regular review and will place any updates on this page. This Privacy Policy was last updated on 30 October 2019.