Privacy Statement

Bayford Inn Benefit Society Limited (BIBS) is a Community Benefit Society regulated by the FCA. It is managed by an elected Committee and is responsible for the operations of The Bayford Inn.

At BIBS we value your privacy and are committed to protecting your personal and financial information. This Privacy Statement explains how we collect, use and safeguard your personal data. By using our website and services, you acknowledge this Privacy Statement.

Under the UK GDPR, we rely on one or more of the following lawful bases for processing personal data:

  • Consent — for marketing communications and optional publicity
  • Contract — where processing is necessary to administer shareholdings or provide services
  • Legal obligation — where we are required to maintain records under FCA, tax, accounting or Community Benefit Society regulations
  • Legitimate interests — for the efficient management and governance of the Society and operation of The Bayford Inn

BIBS is the data controller for the purposes of UK GDPR and is registered with the Information Commissioner’s Office (ICO) where required by law.

1. Information We Collect

  • Personal Information: When you buy shares, sign up for our newsletter, support any in-pub or online fundraisers, are staff/volunteers or contact us directly, we will collect your name and contact details.
  • Financial Information: When you sign up for shares, we collect your bank details so that we can pay dividends (if applicable according to the Model Rules); and pay you for your shares should you wish to get your money back (only possible after three years from purchase as per our Model Rules). We collect financial details for full and part-time staff in order to make payment.
  • Browsing Information: We collect data about your use of our website, including your IP address, browser type, and pages visited. We use cookies and similar technologies for this purpose.

2. How We Use Your Information

  • Management of Share Holdings: As per our Model Rules and governance as a Community Benefit Society, we will use your information to produce share certificates, add names to the Founders Wall (if desired) and communicate about AGMs and any other relevant Shareholder-related actions.
  • Payment of Wages and Expenses: to administer payroll, expenses and related financial records for staff and workers.
  • Marketing: With your consent, we may email you promotional materials, offers, and updates about The Bayford Inn. You can opt out of marketing communications at any time. Please email us via info@bayfordinn.com if you would like to opt out which you can do at any time.
  • Website Improvement: We use browsing information to analyse website traffic and enhance the user experience.

3. Data Sharing

  • We do not sell your data to third parties. We only share information as necessary to provide our services and comply with legal obligations and Model Rules.
  • We implement industry-standard security measures to protect your data from unauthorised access, disclosure, alteration, or destruction such as password protection, limited access, secure cloud systems and encryption where appropriate.
  • We may use trusted third-party service providers to support website hosting, email communications, payment processing, accounting, cloud storage and Society administration. These providers only process data on our instructions and are required to keep information secure.
  • Some of our service providers may process data outside the UK. Where this occurs, we ensure appropriate safeguards are in place in accordance with UK GDPR.

4. Data Retention

4.1 Shareholders

  • We retain shareholder, financial and governance records for as long as necessary to comply with legal, accounting and regulatory obligations, typically for a minimum of six years after a shareholding ends unless a longer retention period is required.
  • Shareholder governance communications, including AGM notices and Society updates, may still be sent even if you opt out of marketing communications.

4.2 Marketing Purposes

  • We hold your personal information securely for our marketing records and retain this until such time as you unsubscribe from our marketing distribution list or advise us that you no longer wish to be on it. We will then dispose of your information by deleting your records from our data.
  • You can unsubscribe from our marketing communications at any time.
    Photographs and videos taken at public events may be used for promotional purposes. Individuals may request removal where appropriate.

4.3 Staff and Volunteer Records

  • We will store contact and financial details for Staff in order to manage payment. We retain financial records for as long as necessary to comply with legal, accounting and regulatory obligations, typically for a minimum of six years.
  • Volunteer contact details will be kept on file in order to manage volunteer shifts and communications. Individuals may request removal where appropriate subject to legal and operational record-keeping requirements.

5. Your Data Protection Rights

Under data protection law, you have rights including:

  • Your right of access – You have the right to ask us for copies of your personal information.
  • Your right to rectification – You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
  • Your right to erasure – You have the right to ask us to erase your personal information in certain circumstances.
  • Your right to object to or restrict processing – You have the right to object to the processing of your personal information in certain circumstances.
  • Your right to data portability – You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

Please contact us as set out in section 9 below if you wish to make a request.

6. Data Breach

In the event of a personal data breach that is likely to result in a risk to individuals’ rights and freedoms, we will comply with our legal obligations regarding notification to affected individuals and the ICO.

7. Cookies

We use cookies for website analytics and functionality. You can manage cookie preferences in your browser settings. Where required, non-essential cookies will only be placed on your device with your consent.

Cookie list: 

 

 

8. Changes to this Privacy Statement

We may update this Privacy Statement to reflect changes in our practices or legal requirements. We will post the revised statement on our website with an updated effective date.

9. Contact Us

If you have questions or concerns about this Privacy Statement or our data practices, please contact us via email: info@bayfordinn.com or post to:

FAO The Secretary
Bayford Inn Benefit Society Limited
c/o The Bayford Inn
Bayford
Wincanton
Somerset
BA9 9NL

10. Data Issue Escalation

If you are not happy with our response or want to complain you can contact the Information Commissioner’s Office on 0303 123 1113 or via their website https://ico.org.uk/global/contact-us/or by post to:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Version 2.0 – Updated 15 May 2026