This policy sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us.
1. What information do we collect from you?
We may process the following information from you.
1.1 Information you give us
Personal data you might supply to us
Communication Data: If you communicate with us, we may process the information contained in your communication. This information may include your name and contact information, the content of your communication and any metadata our website generates where you communicate with us using the contact form available on our website.
Notification Data: Where you have subscribed to receive our emails, we will process your data so that we can send our emails to you. If you would prefer not to receive such communications, please contact firstname.lastname@example.org .
How and Why we process your personal data
Communication Data: We will process that information, so we can correspond with you and keep records of such correspondence. The reason we are processing this data is to ensure the proper administration of the Chamber (our legitimate interest).
Notification Data: The legal basis for us processing this data is that you have consented to such processing.
1.2 Information we collect about you.
With regards to each of your visits to our website www.yourletterbox.co.uk we will automatically collect the following information:
a) Technical information relating the Internet Protocol (IP) address used to connect your computer to the internet, your login information, browser type and version, time zone setting, browser plug-in types and versions, operating system and platform. We will obtain this data through our analytics tracking system. We process this data so we can monitor and analyse how our website is used so we can improve our website and the products/services we offer.
b) Information about your visit, including the full Uniform Resource Locator (URL), clickstream to, through and from our website (including data and time), products/ services you viewed or searched for, page response times, download errors, length of visits to certain pages, page interaction information (such as scrolling, clicks and mouse-overs), methods used to browse away from the page. We process this data so we can monitor and analyse how our website is used so we can improve our website and our products/services.
We use Google Analytics cookies on our website. This cookie is used to collect information about how visitors use our site. We use the information to compile reports and to help us improve the site. The cookie collects information anonymously, including details about the number of visitors to our website, where visitors have come to the website from and the pages they visited.
You may set up your computer to reject cookies although, in that case, you may not be able to use certain features on our website.
To opt-out of being tracked by Google Analytics across all websites visit http://tools.google.com/dlpage/gooptout.
3. When will we disclose your personal data to others?
3.1 We may need to share your personal information with certain selected third parties including:
(a) Our suppliers and event hosts for the purpose of providing our service to you. In particular, we use third party IT companies to host our operating system and store personal information, and to support us in the use of that operating system.
(b) Analytics and search engine providers that assist us in the improvement and optimisation of our website;
3.2 We will also disclose your personal information to third parties if we are under a duty to disclose or share your personal data in order to comply with any legal obligation, or in order to enforce any legal agreement we have with you; or to protect our rights or property, or the safety of us, our customers, or others. This includes exchanging information with other companies and organisations for the purposes of fraud protection and credit risk reduction.
4. Where do we store your personal data?
We will always try to ensure that your personal data is processed within the European Economic Area. In some circumstances this will not be possible. In circumstances where it is necessary for us to transfer your personal data outside the European Economic Area, we have contractual provisions in place with such third parties to ensure your personal data is protected. Such contractual provisions will be based on the standard contractual clauses approved by the European Commission for the transfer of data outside the EEA or such other appropriate standards as are required from time to time by the European Commission or the UK Government. You consent to the transfer of your personal data outside of the EEA, as long as we comply with these requirements.
All information you provide to us is stored on our secure servers. Where we have given you (or where you have chosen) a password which enables you to access certain parts of our site, you are responsible for keeping this password confidential. We ask you not to share a password with anyone.
Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, and we will maintain appropriate technical and organisation measures to protect your personal data, we cannot guarantee the security of your data transmitted to our website; any security features to try to prevent unauthorised access. Some of the specific measures we use to keep your personal data safe and secure include encryption technology, amongst other things.
5. Storage and deletion of personal data
(a) Any personal data that we process may be deleted from our systems once we have completed the purpose for which we were processing the personal data. In some cases, the purpose for which we are processing your personal data will last for a considerable period (for example if you are a long-term customer of ours or a subscriber to our email communications, we will need to store your data until our relationship with you comes to an end).
(b) We will determine the period for which we need to retain your data, acting reasonably, and taking into consideration a number of factors such as your relationship with us and your engagement with us.
(c) We may need to retain your personal data where this is necessary to comply with our legal or regulatory obligations, or to protect the vital interest of another natural person.
6. Data Security
We have put in place appropriate processes 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 directors, employees and other third parties who have a need to know. They will only process your personal data at our instruction and they are a subject to a duty of confidentiality.
We have also 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.
7.1 Data we receive:
Depending on the nature of the event, WE may receive the following data from you or someone within your organisation:
- Attendees name.
- Organisation name.
- Job title.
- Email address.
- Other contact information.
- Payment confirmation (not account or payment card details).
- Food preferences.
- Specific accessibility requirements.
7.2 What we do with this data:
Create an attendance record for the day which may be provided to the venue, joint third party (see below) or fellow attendees including dietary requirements and accessibility requirements.
Analyse this data to review the impact of the event.
Send a feedback form to you to assist with analysis of the event.
7.3 What we do NOT do with this data:
Pass onto third parties other than the venue, joint third parties or fellow attendees.
Opt you into our email list – should you wish to receive our emails you can opt in on our website at any time.
7.4 On the day
During events, we will be taking photographs and posting about the events on social media and our website.
By attending our events, you agree that we may use, reproduce, and/or publish in any way whatsoever (without any payment being due to you) any photographs and/or video/audio that may pertain to you (including your image, likeness and/or voice), and that it may license others to do the same. Names may be attributed to images along with the name of your business/employer.
This material may be used in external publications, internal publications, our website or for other related endeavours.
If you do not wish for your photograph to be taken, please inform one of our staff at the event.
If we wish to quote you, we will ask for your specific permission first.
7.5 Event Record Retention
Photographs of the event will be kept within our archive.
The attendee list may be kept for 4 years.
The feedback forms may be retained for 4 years.
7.6 Events held with third parties
8. Your rights
8.1 Under data protection laws you have the following fundamental rights:
(a) The right to access the personal data we hold about you;
(b) The right to have your personal data corrected if there are errors or inaccuracies in it, or your personal data is incomplete;
(c) The right to restrict the processing we carry out in relation to your personal data;
(d) The right to object to the processing we carry out in relation to your personal data;
(e) The right to have the personal data we hold about you provided to you in a useable format;
(f) The right to complain to a supervisory authority (in the UK this is the information Commissioner’s Office) about how and/or why we are processing your personal data;
(g) The right to tell us you no longer consent to us processing your personal data. In practice you will usually agree in advance to us using your personal data for marketing purposes and if you no longer wish us to use your personal data for marketing purposes, you can opt out of receiving such marketing messages at any time. You can do this either by unsubscribing from the marketing messages we send you or notifying us in writing at email@example.com .
8.2 You can ask us to provide you with details of any personal data we hold about you. After 25 May 2018 you do not have to pay us a fee to access your personal data unless we believe your access request is unfounded, repetitive or excessive. In this case we may charge you a reasonable fee to access your personal data or we may decide not to comply with your request. We will require you to provide appropriate evidence of your identity before we respond to your request. Typically, this identification evidence will be a photocopy of your passport or photo driving licence, which a solicitor or bank has certified as being a true copy of the original and a copy of a recent utility bill detailing your current address.
8.3 Our website may, from time to time contain links to and from the websites of our members and relevant third parties. If you follow a link to any of these websites, these websites have their own privacy policies and we do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data to these websites.
8.4 If you think that any of the data we hold about you is incorrect or inaccurate, you can contact us to correct such data. Please contact us at firstname.lastname@example.org for these purposes.
10. Information about us
11. Any questions?
Magazines & Media Ltd
Colin Sanders Innovation Centre,
0800 779 7778
2018, Your Letterbox