1 IMPORTANT INFORMATION AND WHO WE ARE
1.2. This website is not intended for children and we do not knowingly collect data relating to children.
1.5.1. Name: Joanne Leng
1.5.2. Email address: firstname.lastname@example.org
1.5.3. Postal address: First Floor, Thames House, Mandale Business Park, Belmont Industrial Estate, Durham DH1 1TH.
1.5.4. Telephone number: 0191 3846464
1.6. You have the right to make a complaint at any time to the Information Commissioner's Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.
1.8. It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.
2 THE DATA WE COLLECT ABOUT YOU
2.1. Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).
2.2. We may collect, use, store and transfer different kinds of personal data about you which we have grouped together as follows:
2.2.1. Identity Data includes first name, maiden name, last name, username or similar identifier, marital status, title, date of birth and gender.
2.2.2. Contact Data includes billing address, delivery address, email address and telephone numbers.
2.2.3. Financial Data includes bank account and payment card details.
2.2.4. Transaction Data includes details about payments to and from you and other details about your membership and services you have purchased from us.
2.2.5. Technical Data includes internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform, and other technology on the devices you use to access this website.
2.2.6. Profile Data includes your username and password, purchases or orders made by you, your interests, preferences, feedback and survey responses.
2.2.7. Usage Data includes information about how you use our website, services and membership.
2.2.8. Marketing and Communications Data includes your preferences in receiving marketing from us and our third parties and your communication preferences.
2.4. We do not collect any Special Categories of Personal Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health, and genetic and biometric data). Nor do we collect any information about criminal convictions and offences.
2.5. Where we need to collect personal data by law, or under the terms of a contract or membership we have with you, and you fail to provide that data when requested, we may not be able to perform the contract or provide the membership benefits we have or are trying to enter into with you (for example, to provide you with goods or services). In this case, we may have to cancel a product or service you have with us but we will notify you if this is the case at the time.
3 HOW IS YOUR PERSONAL DATA COLLECTED?
3.1. We use different methods to collect data from and about you including through:
3.2. Direct interactions. You may give us your Identity, Contact and Financial Data by filling in forms or by corresponding with us by post, phone, email or otherwise. This includes personal data you provide when you:
3.2.1. apply for our services or membership;
3.2.2. subscribe for an event
3.2.3. create an account or participate on our website;
3.2.4. subscribe to and for our service or publications;
3.2.5. request marketing to be sent to you;
3.2.6. enter a competition, promotion or survey; or
3.2.7. give us feedback or contact us.
3.4. Third parties or publicly available sources. We will receive personal data about you from various third parties and public sources as set out below:
3.4.1. Technical Data from the following parties:
220.127.116.11. analytics providers based inside and outside the EU;
18.104.22.168. advertising networks based inside and outside the EU; and
22.214.171.124. search information providers based inside and outside the EU.
3.4.2. Contact, Financial and Transaction Data from and outside the EU.
3.4.3. Identity and Contact Data from data brokers or aggregators based inside and outside the EU.
3.4.4. Identity and Contact Data from publicly available sources such as Companies House and the Electoral Register based inside the EU.
4 HOW WE USE YOUR PERSONAL DATA
4.1. We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:
4.1.1. Where we need to perform the contract we are about to enter into or have entered into with you and / or your company.
4.1.2. Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.
4.1.3. Where we need to comply with a legal or regulatory obligation.
4.2. View 10 GLOSSARY, LAWFUL BASIS in this policy to find out more about the types of lawful basis that we will rely on to process your personal data.
4.3. Generally, we do not rely on consent as a legal basis for processing your personal data although we will get your consent before sending third party direct marketing communications to you via email or text message. You have the right to withdraw consent to marketing at any time by contacting us.
4.4. We have set out below, in a table format, a description of all the ways we plan to use your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate.
4.5. Note that we may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data. Please contact us if you need details about the specific legal ground we are relying on to process your personal data where more than one ground has been set out in the table below.
||Type of data
||Lawful basis for processing including basis of legitimate interest
|To register you as a new customer
|Performance of a contract with you
|To process and deliver your order including:
(a) Manage payments, fees and charges
(b) Collect and recover money owed to us
(c) Manage event introductions and delegate list for distribution
(e) Marketing and Communications
|(a) Performance of a contract with you
(b) Necessary for our legitimate interests (to recover debts due to us)
|To manage our relationship with you which will include:
(b) Asking you to leave a review or take a survey
(c) Sharing your contact details with other attendees at events organised or run by us.
(d) Marketing and Communications
|(a) Performance of a contract with you
(b) Necessary to comply with a legal obligation
(c) Necessary for our legitimate interests (to keep our records updated and to study how customers use our products/services)
To enable you to partake in discussions, a prize draw, competition or complete a survey
(e) Marketing and Communications
|(a) Performance of a contract with you
(b) Necessary for our legitimate interests (to study how customers use our products/services, to develop them and grow our business)
|To administer and protect our business and this website (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data)
|(a) Necessary for our legitimate interests (for running our business, provision of administration and IT services, network security, to prevent fraud and in the context of a business reorganisation or group restructuring exercise)
(b) Necessary to comply with a legal obligation
|To deliver relevant website content and advertisements to you and measure or understand the effectiveness of the advertising we serve to you
(e) Marketing and Communications
|Necessary for our legitimate interests (to study how customers use our products/services, to develop them, to grow our business and to inform our marketing strategy)
|To use data analytics to improve our website, products/services, marketing, customer relationships and experiences
|Necessary for our legitimate interests (to define types of customers for our products and services, to keep our website updated and relevant, to develop our business and to inform our marketing strategy)
|To make suggestions and recommendations to you about memberships or services that may be of interest to you
(f) Marketing and Communications
|Necessary for our legitimate interests (to develop Our membership/services and grow Our business effectively. Such suggestions/recommendations may be made via a third party service provider who we engage with as per section 5)
4.6. We strive to provide you with choices regarding certain personal data uses, particularly around marketing and advertising.
4.7. We may use your Identity, Contact, Technical, Usage and Profile Data to form a view on what we think you may want or need, or what may be of interest to you. This is how we decide which products, services and offers may be relevant for you (we call this marketing).
4.8. You will receive marketing communications from us if you have requested information from us or purchased services from us or attended an event and you have not opted out of receiving that marketing.
4.9. We will get your express opt-in consent before we share your personal data with any third party for their own marketing purposes.
4.10. You can ask us or third parties to stop sending you marketing messages at any time by logging into the website and checking or unchecking relevant boxes to adjust your marketing preferences OR by following the opt-out links on any marketing message sent to you OR by contacting the data privacy manager at any time.
4.12. We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. In any event, we shall inform you of such change in use.
4.13. If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.
4.14. Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.
5 DISCLOSURES OF YOUR PERSONAL DATA
5.1. We may share your personal data with the parties set out below for the purposes set out in the table above.
5.1.1. Internal Third Parties as set out in the Glossary.
5.1.2. Specific third parties; or
5.2. We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.
6 INTERNATIONAL TRANSFERS
6.1. We may transfer your personal data outside the European Economic Area (EEA).
6.2. Where We transfer your personal data out of the EEA, We ensure a similar degree of protection is afforded to it by ensuring at least one of the following safeguards is implemented:
6.2.1. We will only transfer your personal data to countries that have been deemed to provide an adequate level of protection for personal data by the European Commission.
6.2.2. Where We use certain service providers, We may use specific contracts approved by the European Commission which give personal data the same protection it has in Europe.
6.2.3. Where We use providers based in the US, We may transfer data to them if they are part of the Privacy Shield which requires them to provide similar protection to personal data shared between Europe and the US.
6.3. Please contact Us if you want further information on the specific mechanism used by Us when transferring your personal data out of the EEA.
7 DATA SECURITY
7.1. We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.
7.2. We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
8 DATA RETENTION
8.1. We will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements. We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you.
8.2. To determine the appropriate retention period for personal data, we consider the amount, nature and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal, regulatory, tax, accounting or other requirements.
8.3. Details of retention periods for different aspects of your personal data can be requested by contacting the data privacy manager.
8.4. In some circumstances you can ask us to delete your data: see your legal rights below for further information.
8.5. In some circumstances we will anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes, in which case we may use this information indefinitely without further notice to you.
9 YOUR LEGAL RIGHTS
9.1. Under certain circumstances, you have rights under data protection laws in relation to your personal data. Please click on the links below to find out more about these rights:
9.1.1. Request access to your personal data. This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.
9.1.2. Request correction of your personal data. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.
9.1.3. Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.
9.1.4. Object to processing of your personal data. This is where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.
9.1.5. Request restriction of processing your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios:
126.96.36.199. If you want us to establish the data's accuracy.
188.8.131.52. Where our use of the data is unlawful but you do not want us to erase it.
184.108.40.206. Where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims.
220.127.116.11. You have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.
9.1.6. Request transfer of your personal data. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.
9.1.7. Right to withdraw consent. You may withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.
9.2. If you wish to exercise any of the rights set out above, please contact the data privacy manager.
9.3. You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we could refuse to comply with your request in these circumstances.
9.4. We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.
9.5. We try to respond to all legitimate requests within one month. Occasionally it could take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.
Legitimate Interest means the interest of our business in conducting and managing our business to enable us to give you the best service/product and the best and most secure experience. We make sure we consider and balance any potential impact on you (both positive and negative) and your rights before we process your personal data for our legitimate interests. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law). You can obtain further information about how we assess our legitimate interests against any potential impact on you in respect of specific activities by contacting the data privacy manager.
Performance of Contract means processing your data where it is necessary for the performance of a contract to which you are a party or to take steps at your request before entering into such a contract.
Comply with a legal obligation means processing your personal data where it is necessary for compliance with a legal obligation that we are subject to.
Third Parties means
External Third Parties who are:
10.1.1.1. Eventbrite - https://www.eventbrite.co.uk. A Delaware corporation with its principal place of business at 155 5th Street, Floor 7, San Francisco, CA 94103, Reg. No. 4742147. Eventbrite participate in and comply with the requirements of the EU-U.S. and Swiss-U.S. Privacy Shield Framework as set forth by the US Department of Commerce regarding the collection, use, and retention of Personal Data transferred from European Economic Area member countries, Switzerland and the United Kingdom (UK) to the United States.
10.1.1.2. Guidebook Inc - https://guidebook.com/gb/. A Delaware corporation with its principal address place of business at 340 Bryant Street STE 400, San Francisco, CA 94107. Guidebook participate in and comply with the requirements of the EU-U.S. Privacy Shield Framework and the Swiss-U.S. Privacy Shield Framework (collectively “Privacy Shield”), as set forth by the U.S. Department of Commerce and the Federal Trade Commission (“FTC”), regarding the collection, use, and retention of Personal Information transferred from the European Economic Area member countries and Switzerland to the United States.
10.1.1.3. MetaTechnologies, Inc. dba Results Direct - https://www.resultsdirect.com. An Arizona corporation with its principal address place of business at 5210 E. Williams Circle, Suite 640, Tucson, AZ 85711. Results Direct participate in and comply with the requirements of the EU-U.S. Privacy Shield Framework as set forth by the U.S. Department of Commerce, regarding the collection, use, and retention of Personal Information transferred from the European Union and the United Kingdom to the United States.
10.1.1.4. Swapcard Corporation - https://www.swapcard.com. A simplified joint stock company, registered under number 790 356 760 with the Registry of Trade and Companies of Paris, and whose head office is located at 6 rue de Paradis, 75010, Paris, France. Swapcard declares that it complies with all obligations and regulations required of it with regard to the protection of personal data and undertakes to make the obligatory declarations to the French National Commission for Data Protection and Liberties.
10.1.1.5. Professional advisers acting as processors or joint controllers including lawyers, bankers, auditors, insurers and consultants who provide consultancy, banking, legal, insurance and accounting services.
10.1.1.6. HM Revenue & Customs, regulators and other authorities acting as processors or joint controllers who require reporting of processing activities in certain circumstances.