This policy adheres to the Data Protection Act 2018 and General Data Protection Regulation obligations, setting out how UKspace uses and protects any information that you provide when you become a member of UKspace, when you attend one of our events, when you respond to one of our questionnaires or when you use our website.
UKspace is committed to ensuring that your privacy is protected. Should we ask you to provide certain information by which you can be identified, then you can be assured that it will only be used in accordance with this privacy policy.
UKspace may change this policy from time to time by updating this page. You should check this page from time to time to ensure that you are happy with any changes. This policy is effective from 1st May 2021 and addresses the following areas:
1. What this Privacy Policy includes and who we are
2. What personal information do we collect and why do we need to collect it?
3. How do we use the personal information we collect?
4. Who do we share this personal information with?
5. How do we store and protect this personal information?
6. How long do we keep this personal information for?
7. How do you access, change, transfer or delete the personal information we collect?
8. How do you contact our Data Protection Officer?
1. This Privacy Policy includes details of the personal information we collect and why we need to collect it.
It includes details of how we use, share, store and protect this personal information, and how long we keep it for. It also includes details of how you can access, change, transfer or delete the personal information we collect.
UKspace is the trade name for UK Space Trade Association Limited, a company limited by guarantee, incorporated in England with company number 12640867. Our registered office is Base Bordon Innovation Centre, Broxhead House, 60 Barbados Road, Bordon, Hampshire, GU35 0FX. UKspace is a not-for-profit trade association representing and promoting the space industry. UKspace is made up of specialist groups and committees. It has links and associations with the Satellite Finance Network, UK Space Agency, Innovate UK, Satellite Applications Catapult, ADS and techUK.
Since UKspace is a not-for-profit organisation, it does not need to be registered with the Information Commissioner’s Office (ICO). This is because the information we use is:
- necessary to establish or maintain membership or support
- necessary to provide or administer activities for people who are members of the organisation or have regular contact with it; and
- only kept while the individual is a member or supporter, or as long as necessary for member/supporter administration.
Additionally, since members of UKspace have a legitimate interest in the information that we distribute, and because we are a closed community, UKspace is exempt from setting up the “consent to receiving marketing communications” element of the Data Protection Act 2018 and GDPR.
2. What Personal Information do we collect and why do we need to collect it?
UKspace is a trade association with strict membership criteria and therefore any personal data that we hold and process is done so under the Legitimate Interest basis.
We primarily collect company information for membership, to hold or support industry events and to undertake industry surveys, but if requested we will add your personal information when you use our website, which is accessible via the URL www.ukspace.org or when you engage with us through our contact us form and by direct email or telephone number.
If you write to us, we collect the message and contact information, including, but not limited to: message, name, email address and telephone numbers.
If you call us or we call you, we collect the details of the call and contact information, including, but not limited to: message, name and telephone number.
We need this information to understand why you have contacted us and to reply to you.
- Sharing information for the UKspace website – This relates to UKspace Council Members who have the opportunity to profile their company on the UKspace website. This can include (optionally) to include the name, email address and phone number of the designated contact for the company. There is also the option to put a generic contact email address and reception phone number, with no individual’s name or contact information.
- Unsubscribing from the UKspace email newsletter – this channel provides members with regular space news updates. If you choose to unsubscribe, we will keep your email address specifically to ensure that we do not email you again.
3. How do we use the personal information we collect and why we need to collect it?
- When you join UKspace as a Council member – we use your information to create a company profile on the membership page of our website and email you a link for reference
- When you contact us – we use your personal information to understand and reply to your message
- When you leave the membership – we add your details including email address to a list of email addresses that we must not contact
4. Who do we share this personal Information with?
Any personal data processed by UKspace is limited to the small administration team of the association.
The nominated committees hold personal information for the administration of each committee, with that data only shared in each closed group.
We may also share your personal information with key stakeholders for invitations to events such as the Parliamentary Space Committee (PSC) receptions, industry events and the Airbus Winter Reception. Key stakeholders including and not exclusively are: Satellite Applications Catapult, ADS, techUK, Innovate UK, Satellite Finance Network, Knowledge Transfer Network, PSC, Airbus Defence and Space, and other organisations and companies that may be involved in UKspace events.
Additionally, we undertake industry surveys and we may use your personal information to send out, receive responses to and generate reports based upon those surveys. We may use Harwell Associates Limited as a processor to undertake our surveys, collate responses and generate reports. Where we undertake a survey on behalf of the UK Space Agency we may share your personal information with the UK Space Agency. In these circumstances we will process your personal information in accordance with this Privacy Policy and the UK Space Agency will process your personal information as a separate data controller in accordance with its Privacy Policy.
Membership Forms
We collect information about members to ensure you meet the joining criteria and for invoicing purposes only. We only share this with the ADS accounts department for invoicing purposes.
5. How do we store and protect this personal information?
We do not keep paper documents of personal information; we digitise all our contact information and store them in a shared (password-encrypted) area for the UKspace Director and Communications Manager to access.
If there is a breach or loss of the personal information we store, we will contact the relevant supervisory authorities and the affected individuals without delay.
Protecting your data outside the UK
We process and store your data in the UK. If for any reason we need to transfer your personal data to third party data processors in another country, we have procedures in place to ensure your data receives the same protection as if it were being processed in the UK. For example, our contracts with third parties stipulate the standards they must follow at all times. Any transfer of your personal data will follow applicable laws and we will treat the information under the guiding principles of this Privacy Policy.
Website
We store your personal information on the servers that we use to host our website.
Newsletter
We use SheepCRM to manage the distribution of our newsletter and they have taken steps to comply with GDPR. Their Privacy Policy is available at https://getsheep.co.uk/privacy-policy.
Space Sector Survey
We use SurveyMonkey as the platform for the collection of survey data. Their Privacy Policy is available at https://www.surveymonkey.co.uk/mp/legal/privacy.
6. How long do we keep this personal information for:
When you cancel your membership or unsubscribe from the newsletter, we add your email address to a list of email addresses that we must not contact. We delete your membership details and personal information. Where we process your personal information in relation to a survey, we will retain that information until the survey has been completed and we will then delete it.
7. How do you access, change, transfer or delete the personal information we collect?
You can request that we delete or amend your personal information by contacting our Data Protection Officer via communications@ukspace.org. They will respond to your request within 30 days.
8. How do you contact our Data Protection Officer?
Contact our Data Protection Officer if you have any requests, questions or comments about this Privacy Policy:
- Email the Data Protection Officer: communications@ukspace.org
- Write to the Data Protection Officer: Lizzie Kerr, UKspace, Broxhead House, 60 Barbados Road, Bordon, GU35 0FX