- Important information and who we are
- The data we collect about you
- How your personal data is collected
- How we use your personal data
- Disclosures of your personal data
- International transfers
- Data security
- Data retention
- Your legal rights
1. IMPORTANT INFORMATION AND WHO WE ARE
- Individuals within organisations who are our customers.
- Individuals within organisations who represent prospective customers.
- Website visitors.
All of which we collectively refer to as “you”:
- When you enquire about our services.
- When we are provided with your details by others.
- When you are a customer or prospective customer.
- When we deal with suppliers or other business contacts, such as referrers.
- When you visit our website, including any data you may provide through this website.
Our services, and our website, are not intended for children and we do not knowingly collect data relating to children.
- There may be scenarios where we will act as a data processor and when doing so will comply with European Data Protection Legislation.
- Events Intelligence Limited is responsible for this website and is the controller for any personal data collected via this website.
Our full details are:
|Full name of legal entity:||Events Intelligence Limited|
|Name of DPO:||Mark Parsons|
|Postal address:||29 High Street, Harston, Cambridge, CB22 7PX, United Kingdom|
|Telephone number:||+44 (0) 207 193 9020|
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.
2. THE DATA WE COLLECT ABOUT YOU
Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where it is not possible to identify the individual (anonymous data).
We may collect, use, store and transfer different kinds of personal data which we have grouped together as follows:
- Identity Data includes: name(s), maiden name, last name, marital status, title, date of birth and gender.
- Contact Data includes billing address, delivery address, email address and telephone numbers, and the content of your communications (except where it falls within advice data below).
- Product Delivery Data includes personal data that you provide to us, or which we collect, in connection with the delivery of our services. If you are not our client we will also process your personal data as set out in section 4 below.
- Financial Data includes bank account and payment card details.
- Transaction Data includes details about payments to and from you and other details of services you have purchased from us.
- Marketing and Communications Data includes your preferences in receiving marketing from us and our third parties and your communication preferences. We may also receive personal data as part of a membership or shared event to which you have subscribed or attended.
On our website you can make information requests and subscribe to receive information and updates.
We may collect and process the following data about you:
- information you provide to us on these pages, which may include name, address, telephone, and e-mail address;
- a record of correspondence if you contact us;
- information about your computer including, where available, your IP address, operating system and browser type.
You can browse our website without disclosing your personal data.
3. HOW IS YOUR PERSONAL DATA COLLECTED?
We use different methods to collect data from and about you including through:
- Direct interactions. You may give us your Identity, Contact, Product Delivery 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:
- Discuss our services with us, whether as a prospective customer;
- Deal with us as part of our services;
- Engage us to provide services;
- Subscribe to our newsletters or publications;
- Request marketing to be sent to you;
- Complete a survey;
- Make a complaint; or
- Give us some feedback.
- Third parties or publicly available sources. We may receive personal data about you from various third parties and public sources as set out below:
- Marketing and Communications Data. We may on occasion use professional social media sites, such as LinkedIn, to contact you via that platform or share your content.
- Technical Data from the following parties:
- analytics providers such as Google based outside the EU; and
- search information providers based inside the EU.
- Identity and Contact Data from data brokers or aggregators based inside the EU.
- Data from publicly available sources such as Companies House and the Electoral Register based inside the EU.
4. HOW WE USE YOUR PERSONAL DATA
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:
- Where we are entering into, or have entered into, a contract for services with you.
- 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.
- Where we need to comply with a legal or regulatory obligation.
Generally we do not rely on consent as a legal basis for processing your personal data other than in relation to sending direct marketing communications to you via email. You have the right to withdraw consent to marketing at any time by using the “unsubscribe” link in our emails or Contacting us.
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.
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 grounds we are relying on to process your personal data where more than one ground has been set out in the table below.
|Purpose/Activity||Type of data||Lawful basis for processing including basis of legitimate interest|
|To provide our services to you||
|To manage our services to you:
|To manage our relationship with you which will include:
|To send you marketing information (including updates by email, telephone or post) about us, or developments that might be of interest to you and/or information about our services||
|To administer and protect our business and this website (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data)||
||Necessary for our legitimate interests (for running our business, provision of administration and IT services, network security, and to prevent fraud).|
|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 services, to keep our website updated and relevant, to develop our business and to inform our marketing strategy).|
We strive to provide you with choices regarding certain personal data uses, particularly around marketing and advertising.
We may use your Identity, Contact, Technical, Usage and Marketing and Communications Data to send you updates (by email, telephone or post) about us or developments that might be of interest to you and/or information about our services.
Where consent is needed (for example to send you electronic communications), we will ask for this consent separately and clearly.
We will always ensure that your personal data is treated with respect and we will never sell or share it with other organisations for marketing purposes.
We may ask you to confirm or update your marketing preferences over time, such as when you instruct us to provide further services in the future, or if there are changes in the law, regulations, or the structure of our business.
You can ask us to stop sending you marketing messages at any time by following the unsubscribe links on any marketing message sent to you or by contacting us at any time.
These pieces of information are used to improve services for you through, for example:
- Enabling a service to recognise your device so you don’t have to give the same information several times during one task.
- Recognising that you may already have given a username and password so you don’t need to do it for every web page requested.
- Measuring how many people are using services, so they can be made easier to use and there’s enough capacity to ensure they are fast.
- You can manage these small files yourself and learn more about them through Internet browser cookies – what they are and how to manage them.
However, if you wish to restrict or block the cookies which are set by our websites, or indeed any other website, you can do this through your browser settings. The ‘Help’ function within your browser should tell you how.
Alternatively, you may wish to visit www.aboutcookies.org which contains comprehensive information on how to do this on a wide variety of browsers. You will also find details on how to delete cookies from your machine as well as more general information about cookies.
Please be aware that restricting cookies may impact on the functionality of our website.
If you wish to view your cookie code, just click on a cookie to open it. You’ll see a short string of text and numbers. The numbers are your identification card, which can only be seen by the server that gave you the cookie.
For information on how to do this on the browser of your mobile phone you will need to refer to your handset manual.
Our website does not automatically store or capture personal data other than logging your IP address and other technical IT information. This information is retained after you have logged off for up to three months. We do not link information automatically logged by other means with personal data about specific individuals but we may link the automatically logged information with business information for business intelligence purposes.
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. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please Contact us.
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.
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
We may have to share your personal data with the parties set out below for the purposes set out in the table in Paragraph 4 above.
- Website management providers if we transfer ownership or management of our website to a third party.
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
There may be occasions where it will be necessary to transfer your Personal Data outside the European Economic Area (EEA).
- With service providers who process data outside of the EEA.
- If you or any of your staff are based outside of the EEA.
- If our team need to remotely access your information whilst they are outside of the EEA.
Whenever we transfer your personal data out of the EEA, we ensure a similar degree of protection is afforded to it. 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
We have put in place appropriate technical and organisational 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.
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.
We do not give visitors to our website the option of using a secure transmission method to send us their personal data, unless otherwise indicated. Accordingly, your attention is drawn to the fact that any information carried over the Internet is not secure; information can be intercepted, lost, redirected, changed and read by other people. If you need to send us Personal Data securely then please contact us.
However, Events Intelligence acknowledges your trust and is committed to protecting the information you provide to us. To prevent unauthorised access, maintain accuracy and ensure proper use of information, we have employed physical, electronic, and managerial processes to safeguard and secure the information we collect online.
We use leading technologies and encryption software to safeguard your data, and set strict security standards to prevent any unauthorised access to it.
The data that we collect from you may be transferred to, and stored at, a destination outside the European Economic Area (“EEA”). It may also be processed by staff operating outside the EEA who work for one of our suppliers.
8. DATA RETENTION
We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting or reporting requirements.
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 requirements.
By law we have to keep basic information about our clients (including Contact, Identity, Financial and Transaction Data) for six years after our business relationship ends for tax purposes.
In some circumstances you can ask us to delete your data: see ‘3. Request erasure of your personal data’ below for further information.
In some circumstances we may 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
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:
- Request access to your personal data (commonly known as a “data subject access request”). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.
- 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.
- 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.
- Object to processing of your personal data 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.
- 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: (a) if you want us to establish the data’s accuracy; (b) where our use of the data is unlawful but you do not want us to erase it; or (c) you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.
- Request transfer of your personal data to you or to a third party. 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.
- 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. If you wish to exercise any of the rights set out above, please Contact us.
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 may refuse to comply with your request in these circumstances.
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.
We try to respond to all legitimate requests within one month. Occasionally it may 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 (or a third party) in conducting and managing our business to enable us to give you the best service. 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 us.
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 or regulatory obligation means processing your personal data where it is necessary for compliance with a legal or regulatory obligation that we are subject to, including industry guidance in respect of those obligations.