Company secretarial

As a BAE Systems shareholder or member of an employee share plan, we process your personal information in connection with your shareholding. We hold personal information on registered shareholders, beneficial holders, legal representatives, past shareholders with unclaimed assets and dissentient shareholders.

This notice should be read in conjunction with the Overview

Company secretarial

What processing activities do you undertake that include my personal information?
We administer and manage your relationship with the company of which you are a director or officer and maintain the general records necessary to do so.

This includes the administrative and management activities that we undertake with respect to governance requirements, for example:

Maintaining BAE Systems plc and group companies’ statutory registers and those of certain joint venture companies

Managing compliance with overseas registrations and government agencies

Complying with statutory reporting requirements

Archiving and managing your directorship/office record, as appropriate

Creating and administrating minutes of meetings

What categories of personal information are included in these processing activities?

We process Staff related data, Data related to your engagement with the Company, Recruitment data, Regulatory data, Remuneration and benefits data, Financial information and HR processes data.

If you are a director or officer of a BAE Systems joint venture company for which BAE Systems does not (or did not) hold the secretaryship and/or does not (or did not) maintain the statutory registers, then we will hold a record of your name only.

For certain overseas jurisdictions, we may need to process additional identity information, such as your father’s name. If necessary, the requirement will be explained to you and the information requested from you.

What is the reason for these processing activities?

What are the legal grounds you rely on to carry these out?

What are the 'legitimate interests' referred to above?

The Company considers that it has a legitimate interest in operating its business and managing the information of its directors, board members and office holders.

This includes:

1. Complying with statutory reporting requirements and compliance obligations for overseas registrations and government agencies

2. Supporting the business and commercial interests of the Group by providing information on directors and other officers of individual legal entities where required in documentation including (a) bid support; (b) delegated authority and (c) business or trading registrations.

3. Maintaining a central group record of BAE Systems representation on boards of legal entities in which BAE Systems has an interest.

To the extent that you did not get this personal information from me, how did you collect this information?

Some of this personal information will come from internal sources, including the HR team and share plan administrators (see “Where do you get my personal information from?” in the Overview section).

We may receive information from other sources as set out in this Notice (see “Where do you get my personal information from?” in the Overview section).

Who do you share this personal information with?

Your personal information is shared internally, as set out in this Notice (see “When do you share my personal information with others?” in the Overview section). This would usually include Business Unit and Functional legal counsels for Overseas legal entities, Group Business Development and Group Finance.

In addition, some of your personal information will be shared externally with company registries (such as Companies House in the UK), legal advisers, auditors, Company Secretarial providers, notaries and as otherwise set out in this Notice (see “When do you share my personal information with others?” in the Overview section).