Personal data we collect may include;
Any information you share with us outside this web environment (e.g. in emails or other correspondence)
On the website itself – information about your devices, such as IP address
How you browse our website
Personal data in the above list is only collected and processed where we have a legal basis to do so. More details on this follow later in our policy. It is our policy to store only the data that is absolutely necessary for us to hold, therefore it is likely that we may only hold a limited number of items of data from the above list.
How Do We Collect Your Data?
If you enter into a contract with us where we need to provide you with a paid service, such as a speaking relationship, we may need to collect information including your debit or credit card details, your billing address and your contact details, such as your address, email address and telephone number. In order to provide such a service, we will also need to collect your name, year of birth and your title.
If you contact us, by email, by phone or by post, we will collect your name and we may also collect your address, email address and telephone number. Depending on the content of your communication with us, we may also collect other data which you provide to us. We advise against sharing personal information in communications unless explicitly requested and required by a confirmed representative of our organisation.
We can also access information from social media activity, such as when you ‘like’ our website, content or social media posts, share content or social media posts, or you follow us. Depending on the privacy settings of your social media accounts, we may be able to access some data including your name, social media handle, your date of birth, email address and any other details you choose to share through your social media profiles or accounts. If you communicate with our accounts on social media to raise an enquiry, we may also have access to any of the above data, plus any other data you share with us.
Please note that while we manage the above accounts, data from these accounts may be stored by the associated social media network and where applicable, their group of companies. Please refer to individual social media networks for their privacy policies to learn more about how your data may be collected, stored and used.
How Do We Use This Data?
We may use this data to personalise the advertising you see on our site to ensure it is relevant to you.
We may use this data to communicate with you (and personalise any communications) such as through newsletters. We will only send you such communications if you have consented to receive these.
We may use this data to understand the performance of our website and content, and we may use any findings from this to improve our content and /or services.
If you have entered into a contract with us where we provide you a paid service, we may contact you with updates on this service, if you have consented to receive such updates.
If you have sent us a message on social media, by email, through a form on our website or have communicated with us in another way such as post or phone, we may use the data you have provided to us to respond to your communication.
If you have purchased a service or product from us, we may use data to send communications or a product to your address, as per any purchase agreement.
If you have completed a recruitment form, we may use data you submitted to assess your application and we may contact you using the contact details you provided to us.
We may use this data to allow you to share our content through social media platforms and others.
We may also log and use this data to resolve any technical problems you experience, and to make any necessary technical improvements to our website.
How Might I Be Contacted By You?
If we have your permission, we may send you newsletters to the email address you provide to us.
If you contact us with an enquiry, we will usually respond to this using the form in which you contacted us, whether by phone, email, social media or post.
We may also contact you by phone, email or post, if you have given us permission to do so, in order to perform a service for you.
What Is Our Legal Basis For Processing Personal Data?
We will only process personal data if we consider it necessary and we have a legal basis for doing so.
Consent – We will only use your data for marketing and advertising, personalisation of content and to track advertising analytics if we have your specific consent to do so. If you have given us consent to send you a newsletter, you can unsubscribe from these at any time by clicking the unsubscribe button at the bottom of each email.
Legitimate interests – We will rely on our legitimate interest when analysing our website traffic in order to maintain our service (for example, monitoring page loads or error messages) or to understand how our website and its content is used / is performing.
Performance of a contract – When you purchase a product or service from us, we will need to process your data in order to perform our contract to you. For example, we will need to use your name and address in order to send a product to your address.
Compliance with law – In some cases, we may have a legal obligation to use or keep your personal data.
How Do We Store Your Data?
We have implemented appropriate technical and organisational controls to protect personal data from unauthorised processing and against accidental loss, damage or destruction. Sending information via the internet is not completely secure. For this reason, while we do our best to protect your data once it is with us, we cannot guarantee the security of any personal data sent to our website while still in transit and so any data you provide is at your own risk.
We do not share your data with other people or other organisations except under the following circumstances;
We may share your data with organisations that provide services on our behalf, such as payment processors our outsourced delivery couriers.
Your data may be shared with our suppliers, including our website’s hosting company and the providers of our management and communication systems.
We may share information with our advertising partners to allow them to serve relevant advertisements to you and others. We may use information on demographics to allow advertisers to reach audiences they wish to target.
We reserve the right to disclose your personal information where necessary to comply with applicable laws and government or regulatory bodies’ lawful requests for information.
Where organisations access your data to provide services on our behalf, they will be governed by strict regulations to make sure that they protect your data and keep to all data privacy laws that apply. We will only use suppliers and other organisations where evidence is supplied of compliance with the most up-to-date security and data protection regulations and practices.
We will not share any of your personal data with anyone else for their own marketing purposes unless we have your permission and consent to do this.
Some of our webpages use social plug-ins from other organisations, such as but not limited to Twitter and Facebook. These other organisations may receive and use personal data about your visit to our website. Your use of our website may be connected to your account on the websites of these other organisations. You should refer to the individual privacy policies of these other organisations for information on how they use your personal data.
Do We Collect Children’s Data?
We do not aim any of our products or services directly at children under the age of 13 and we do not knowingly collect personal data about children under 13.
Will Your Data Be Sent Overseas?
The internet does not recognise national boundaries and as such, collection and transmission of personal data may not be confined to one country. Data we collect may be transferred to, stored and processed in any country or territory where we or our approved partners or suppliers operate.
You should be aware that when using our website and services, plus any websites or services we link to, that data may be processed in or transferred to other countries, such as the United States. You agree to your personal data being transferred or processed in this way.
Data protection and security regulations may vary by territory; however, we will continue to protect data that we transfer as described in this policy.
If we transfer your data outside the European Economic Area (EEA), we will ensure at least one of the following safeguards are in place before we transfer your data;
We will only transfer your personal data to countries that have been found to provide an adequate level of protection for such data.
If we use service providers in the United States, we may transfer data to them if they are part of the Privacy Shield Scheme, which requires them to provide a similar level of protection of your personal data to what is required in the EEA. For more information on the Privacy Shield Scheme, please visit www.privacyshield.gov/
How Long Do We Store Your Personal Information?
We will only store your information for as long as it is relevant and useful for the purpose for which it was originally collected.
We do not currently have a membership system for users on our website and thus the data we hold about you may be limited compared to other websites.
If you do not read the newsletters you subscribe to with us, we may remove you from the associated lists after 6 months.
Information regarding how long we retain data collected through cookies and similar technologies can be found in our Cookies Policy.
What Are Your Rights?
Data protection regulations in the EEA entitle you to the following rights;
Right of access – you have the right to request a copy of the data we hold about you
Right of rectification – you have the right to correct data if the data we hold about you is inaccurate or incomplete
Right to be erasure – you can ask for the data we hold about you to be erased from our records
Right of portability – you have the right to have the data we hold about you transferred to another organisation
Right to restriction of processing – you can ask for us to restrict the way we process your data
Right to object – you have the right to object to our processing of your data where we are relying on a legitimate interest to do so.
Right to withdraw your consent – you have the right to withdraw your consent at any time.
Exemptions may apply. For full details on your rights, please visit https://ico.org.uk/for-organisations/guide-to-data-protection/guide-to-the-general-data-protection-regulation-gdpr/individual-rights/
How Can I Contact You?
If you have any questions or concerns relating to how we use your personal data, please contact us by emailing firstname.lastname@example.org Any questions or concerns will be responded to within 30 days.
If you are not satisfied with the way your concern has been handled, you can refer your complaint to the Information Commissioner’s Office.