Privacy Policy

Privacy Policy

Who we are

Business Careware Ltd owns, develops, implements and supports enterprise-grade highly configurable off-the-shelf software. Currently this is CABS, which is a deep and wide system for managing bookable spaces and associated resources, and Beams, which is a powerful and comprehensive, multi-company property management and finance system.

Business Careware Ltd (Company Registration No: 03049544, England & Wales)
Mercury House, Julian Way, Sheffield, S9 1GD
Tel: +44 (0) 114 303 0422,

Our Privacy Promise
We are committed to the protection of your rights and your privacy. We promise to process your personal information lawfully, fairly and transparently. We will only collect your personal information where we have a legal basis for doing so and where it is for a specific purpose. We will limit our processing to that specific purpose, and endeavour to keep your personal information accurate, up to date, protected with adequate security measures and retained for no longer than necessary.
We are registered with the ICO Data Protection Register.

The information we collect, who from, and why
The types of personal information we collect depends upon the purpose for which we collect it and the legal basis for collecting it, but it can include name, location, contact details, payment details and IP address. Please note this list is not exhaustive.
Under the General Data Protection Regulation (GDPR), the lawful bases we rely on for collecting and processing this information are:
• We have your consent
For example, where you have given your express consent for us to use your personal data to keep you informed of our services. Please note that you have the right to withdraw your consent at any time.
• We have a contractual obligation
Such as a software licence agreement or employment contract.
• We have a legal obligation
For example, in order to comply with the law.
• We have a legitimate interest
We sometimes use legitimate interest as our legal basis for processing personal data in some limited circumstances in the following areas of our work: informing you of products and services which we believe may be of benefit to you, data analysis and our website. We always weigh the protection of your rights and personal data with our use of your data to continue supporting our interests when doing this.
We collect personal information from customers, visitors, employees, suppliers, and contractors in order to fulfil a contract or agreement, or to supply a requested service. We do this both electronically and in paper format. In addition, we also collect details automatically about the pages visited on our website, using cookies and other similar technologies to help distinguish one user from another on our website. These can streamline a user's online experience by saving them from re-inputting some information, and also allow us to make improvements to our website.
When you visit our website, we may collect the following information: which pages you visited and the links you followed; your IP address and general location; and details of the hardware and software you are using to access the site.

How we use your information
We use the information you share with us to carry out reasonable administration of your relationship with us, contractual agreements and the services we provide. We will make sure that you receive the product or service you have requested, process any payments and send you information relating to that service. Receiving marketing information will always be your choice. You can change your mind at any time and we will keep your preferences up to date.

How we store your information
All information you provide to us is stored in a physically secure environment, on our secure servers, and on external party secure servers. We control who has access to this information. We will only store your personal information for as long as is reasonably necessary to fulfil the purpose for which it was collected. When we dispose of your information it will always be done securely.

Disclosing and sharing your information
Your information will only be accessible to trained and authorised staff, where it is appropriate and necessary for them to carry out their role and provide the services to you that you have requested. We will never sell your personal information, or let other organisations use it for their own purposes. We sometimes allow trusted external processors to access your information where we have engaged with them to carry out a service on our behalf. However, we always have complete control of what they see, how long they see it for and what they are allowed to do with it. Examples of external processors we may use include: IT providers, advisors and contractors

We may also disclose your personal information to third parties in order to comply with a legal obligation, or to enforce other agreements. It may also be used to protect our rights, property or safety and those of relevant third parties. This includes exchanging information with other companies and organisations to protect against fraud.

Our website may contain links to other websites that are outside our control and are not covered by this privacy policy. Please be aware that if you access other sites using the links provided, the operators of these sites may collect information from you, in accordance with their privacy policy, which may differ from ours.

Your data protection rights
We want to ensure that you remain in control of your personal information and therefore draw your attention to your following rights.
• The Right to be Informed
We have a legal obligation to provide you with concise, transparent, intelligible and easily accessible information about your personal information and our use of it. We have written this privacy policy to do just that, but if you have any questions or require more specific information, you may contact us as specified above.
• The Right of Access
You have a right of access to personal information held by us (the data controller).

This right may be exercised by making a Data Subject Request where you will be asked to provide the following details:
o The personal information you want to access
o Where it is likely to be held
o The date range of the information you wish to access.
o Confirmation of your identity (by providing two forms of identification, such as passport, driving license, recent utility bill).

If we hold personal information about you, we will give you a copy of the information in an understandable format together with an explanation of why we hold and use it. We will aim to respond to any requests for information promptly, and in any event within the legally required time limits (30 days). This timeframe may be extended by up to two months if your request is particularly complex.

The Right to Rectification
You have a right to have inaccurate personal information rectified. When practically possible, once we are informed that any personal information processed by us is no longer accurate, we will make corrections based on your updated information. The verification, update or amendment of your personal data will take place within 30 days of receipt of your request.

• Other Data Subject rights
As well as the rights referred to above, you may have other rights in relation to the personal information we hold, such as a right to erasure/deletion ('right to be forgotten'), to restrict or object to our processing of personal data and the right to data portability.
For more information on your rights, please refer to the ICO website.
If you wish to exercise any of these rights, please contact us as specified above.

What to do if you're not happy
In the first instance, please talk directly to us, so we can understand your request and seek to resolve your query. You can do this by sending an email with the details of any data protection complaint to the email address specified above.
If you are unhappy with how we have used your data, you also have the right to raise a complaint with the Information Commissioner's Office ("ICO"), who are the UK data protection regulator.
Their address is: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF.
Their helpline number is: 0303 123 1113

Changes to this privacy policy
Any changes we make to this privacy policy in the future will be posted on this page. Please come back here to check for any updates or changes.