This policy describes our commitment to the protection of your privacy and how we will ensure the safe processing of any data via our website. By visiting our website you consent to the management of the information described below in accordance with our policy.
Collection and use of personal data
We do not collect personal information on visitors to our website unless you voluntarily provide it to us, such as by contacting us about an event, inquiring about a job or otherwise choosing to share your personally identifiable information with us by voluntarily filling in forms on our site. When you submit an enquiry on our website you may provide us with certain information including your name, email address, telephone number, company or job title. We would only use this data when the law permits us to and we will collect only the minimum information required to complete your request.
Event Website Registration
When we are managing the registration for an event we may retain your details for that event or specific series of events. This will normally consist of: first name, surname, title, email address, company, telephone number, dietary requirements and emergency contact details to enable us to provide you with the information required for your participation in the event. This information will normally be collected via desktop website, mobile web-site, Android and iOS native applications and web services, or in some cases by email. We may also require additional information such as passport details, travel and accommodation reservations. This information may then be shared with third party suppliers related to the event such as hotels or airlines but we will always keep you fully informed of who those third party suppliers are so you have total transparency as to how your data may be used.
We will retain the data for the duration of the event and usually no more than 12 months post event, at which point the data will be deleted. In some circumstances clients may require us to retain data for longer periods in which case we will seek the appropriate permissions and provide you with the option to opt out if desired.
We undertake to secure your personal information from unauthorised access, use or disclosure via a number of methods and policies. We will store information you provide on computer servers in a controlled, secure environment, protected from unauthorised access, use or disclosure. We do not collect or store more sensitive data such as credit card details – where payments are made on events these are processed through our secure on-line payment partners. We will only hold your data as long as is necessary and delete it when it is no longer required.
Like many websites, we use Google Analytics (GA) cookies. A cookie is a small file stored on your device and used to identify your browser to help us improve your experience of our website and our understanding of how you interact with our web pages so we can build a better site.
The sort of details that GA cookies typically collect include:
- Which site you came from
- What type of web browser and computer operating system you’re using
- The time, pages-viewed and duration you spent on each page
- What widgets you’ve interacted with
- Your Network location and IP address
- Any documents, videos or items you downloaded
- Clicks on any links to external websites
- And, any errors when filling out forms
Although we don’t use all of the data that Google Analytics cookies collect about your visit, we are aware that Google Analytics themselves can collect and blend profile data from ours and many other websites, ad-supported apps, YouTube, Gmail and Google accounts that you may use so you might want to review Google’s policies and notices by clicking here: https://support.google.com/analytics/answer/6004245
Third party websites
Our website may include links to third-party websites via our social media display. Clicking on those links or enabling those connections could allow third parties to collect or share your data. We do not control these third party sites and are therefore not responsible for their privacy statements.
Under the General Data Protection Regulation, your Personal Data Rights are to:
- Be informed as to how your data is being used (this Privacy Notice)
- Access the data we hold about you (Subject Access Request)
- Object to direct marketing (easy to opt-out)
- Have your data rectified (if inaccurate)
- Have it erased (in some circumstances)
- Have your data restricted or blocked from processing (choice over processing)
- Have your data provided back to you in a machine-readable format (portability)
To exercise any of these rights, please contact us at firstname.lastname@example.org