Our Commitment to Your Privacy
Befree Global Ltd (Company Number- 11306028) and its related bodies corporate or affiliates (referred to in this document as we, us, or our) recognise that your privacy is very important and are committed to protecting the personal information we collect about our clients and other individuals. As required by law, this policy outlines how we collect, use, disclose, and manage personal information about our clients and individuals.
In this policy, we use the term ‘clients’ to refer to individuals who receive paid services from us; ‘client affiliates’ to refer to individuals whose personal information is contained within client files we access; ‘suppliers’ to refer to individuals whose goods and services we purchase and use (or individuals who are associated with our suppliers); ‘event participants’ to refer to individuals who attend events we hold; and ‘users’ to refer to individuals who subscribe to our newsletter, use our website, engage with us on social media platforms, or who enquire about us and our services.
In some circumstances, you may belong to more than one of these groups, and multiple sections of this document will then apply to you.
Collection of Personal Information
We may collect and hold personal information about you (that is, information that can identify you) and that is relevant to providing you with the information and services you are seeking. The type of information we collect about you depends on our relationship with you. Generally, however, we may collect your name, contact details, commentary or opinion about you, and other information relevant to providing you with the information and services you or someone on your behalf are seeking.
If you are a client: we will generally collect your date of birth and place of birth, financial information, employment details, and health and insurance information (for the purposes of tax and accounting services).
If you are a client affiliate: we will generally collect additional information held about you in our client’s files, such as financial information and employment details.
If you are a user: we may also collect information about you through the use of our website and digital platforms, including IP address, geographic location of your IP address, cookie information, and user preferences.
Except as otherwise permitted by law, we only collect sensitive information about you if you consent to the collection of the information and if it is reasonably necessary for the performance of our functions and activities. Consent may be implied by the circumstances existing at the time of collection. There may also be circumstances under which we collect sensitive information without your consent, as required or authorised by law.
We support your ability to make decisions about the personal information you provide to us; however, if you choose not to provide us with the information requested, or it is incomplete or inaccurate, we may not be able to provide you with the information and services you are seeking, including certain important services as sought by you.
Collection as required by law
We are required to collect personal information to meet our legal obligations, including full name, residential address, date of birth, and identification details. This information must be retained by us for a period of seven (7) years after we have stopped providing services to the client, or longer if required by law.
Method of Collection
We will generally collect personal information directly from you through a variety of ways including interviews (via any method), correspondence, by telephone, by email, in person, via any of our standard forms, our employment and volunteer application process, our surveys (where applicable), registration and attendance at our events, from publicly available sources, and via our websites and social media accounts.
We may also collect personal information about you from third parties with your consent or where otherwise required or authorised by law. For example, someone else may book you into one of our events or seek our services on your behalf. If you are a “client affiliate”, we are likely to collect personal information about you from one or more of our clients in the course of providing services to those clients.
Use of Personal Information
The purpose for collecting and dealing with your personal information depends on your interaction with us and our relationship with you. Generally, we will collect and deal with your personal information if it is reasonably necessary for or related to the facilitation of our services, and performance of our functions and activities, including for the purposes of :
- providing information, resources, and services to you or someone else on your behalf;
- facilitating our internal business operations, including:
- establishing our relationship with you;
- fulfilling our legal requirements;
- maintaining and managing our relationship with you and communicating with you in the ordinary course of that relationship (including responding to feedback or complaints);
- organising and facilitating events;
- if you are an event participant: processing your ticket purchase and providing receipts (where applicable) and communicating with you about the event;
- analysing our goods and services and customers’ needs with a view to developing new or improved goods, services, and business operations;
- contacting you to provide a testimonial for us (where applicable); and
- providing you with information about other goods and services that we or our related entities and other affiliated organisations offer that may be of interest to you. You may unsubscribe from our mailing/marketing lists at any time by using the unsubscribe feature on any emails we send, or otherwise by contacting us in writing.
Disclosure of Personal Information
We may disclose personal information about you to:
- our employees, contractors, consultants, and volunteer (workers) who require the information to assist us with the purposes for which it was collected. If you are a client, we will only provide the information to our workers on a need-to-know basis having regard to the tasks requested by you;
- third parties to whom you have agreed we may disclose your information and where the information was collected from you (or from a third party on your behalf) for the purposes of passing it on to the third party; and any other entity as otherwise required or authorised by law, including regulatory bodies;
- workers overseas who assist us with operating our business and providing you or someone else on your behalf with the information, resources, and services sought; and
- such overseas workers who are bound by the same security processes and procedures as our workers in the United Kingdom, and where you understand and acknowledge that countries outside the United Kingdom may not always have the same data protection obligations, but we ensure that all cross-border data transfers comply with applicable law.
Your personal information will not be sold to other institutions
We may expand or reduce our business and this may involve the sale and/or transfer of control of all or part of our business. Personal information, where it is relevant to any part of the business for sale and/or transfer, may be disclosed to a proposed new owner or controlling entity for their due diligence purposes, and upon completion of a sale or transfer, will be transferred to the new owner or newly controlling party to be used for the purposes for which it was provided.
Sensitive information is only used and disclosed for the purposes for which it was collected, unless your further consent is obtained or otherwise as permitted or required by law.
Storage and Data Security
No personal information is stored outside the United Kingdom. Personal information may be accessed or processed electronically or through secure cloud-based systems. However, no data transmission over the internet is 100% secure. Risks exist when transmitting information online, particularly with cloud computing.
We store all the data electronically on secure servers and our servers are located in a Cloud based system having globally hosted sites in the United Kingdom. We have taken the necessary measures to ensure our data integrity is not compromised.
Your personal information is stored only until it is no longer required for any purpose for which it was collected, or otherwise as required or authorised by law, and either destroyed or deidentified thereafter.
The security of your personal information is important to us. We take reasonably necessary measures to ensure our data security and integrity is not compromised and to protect your personal information from interference, misuse, loss, unauthorised access, modification or disclosure, including electronic and physical security measures. For example, Our offices are equipped with biometric scanners and monitored by CCTV. Our delivery centres are ISO 27001 certified organisations, and our systems and terminals undergo regular audits. Internet activity and data transfers are strictly controlled and continuously monitored.
All PC’s are used as dumb terminals only without storing your data. The ability to save and store data on the PC is disabled. CD Rom and other drives (USB) have been removed. Access to physical/removable drives (external hard drives) have been disabled. Printers and scanners are also not available within the processing centre. Staff are required to keep personal belongings including bags, books or mobile devices in secure lockers provided outside the main processing centre.
Our intranet, internal portals, software and sites have IP Authentication in place so that no one can access these records outside our office premises. Access to our internal software is password protected with strength measurement. Passwords are also required to be updated on a regular basis. All terminals include screen snapshots and are regularly audited to ensure staff are following security guidelines. All our terminals and servers are installed with firewalls, antivirus software, intrusion detection software and prevention systems to minimise any exploits or attacks. Our security software is kept updated at all times and when required. All PC’s within our organisation have an auto-lock feature to ensure PC’s are not kept unlocked.
For further details about our data security measures, please see our Security Policy, available at https://befreeltd.com/uk/about/compliance-information-security/
Access to and Correction of Personal Information
You may access the personal information we hold about you, subject to certain exceptions. We will take the necessary steps to identify you before we provide the information to you. If you wish to access your personal information, please contact us using the details below. We will respond to your request within a reasonable period.
We may decline a request for access to personal information in circumstances prescribed by the Data Protection Act 2018, and if we do, we will give you a written notice that sets out the reasons for the refusal (unless it would be unreasonable to provide those reasons), including details of the mechanisms available to you to make a complaint.
We will not charge any fee for your access request but may charge an administrative fee for providing a copy of your personal information.
It is essential that your personal information is accurate, complete, and up to date. If you believe the information we hold about you is incomplete, not up to date, or inaccurate, please contact us using the details below. We will take reasonable steps to correct the information if we agree that it is incomplete, out of date, or inaccurate.
If we refuse to correct your personal information, we will give you a written notice that sets out our reason for our refusal, including details of the mechanisms available to you to make a complaint.
Feedback and Complaints
If you have any queries or concerns about our Privacy Policy, or the way we handle your personal information, or you wish to make a complaint about a breach of the UK GDPR or this policy, please contact us using the details below and we will take reasonable steps to investigate the complaint and respond to you.
If, after this process, you are not satisfied with our response, you can submit a complaint to the Information Commissioner’s Office (ICO). To lodge a complaint, visit the ICO website at https://ico.org.uk/make-a-complaint/ or contact the ICO directly.
Our Contact Details:
Post: Befree Privacy Officer – 86-90 Paul Street, London, England, EC2A 4NE.
Email: info@befreeltd.com
Phone:(0800) 211 87 37
Note- Existing clients whose Statement of Work (SOW) was signed prior to 31st May 2026, may contact us using the details above to request a copy of the privacy policy applicable at the time of signing.
