Who we are
Office Christmas, The Shire House, Firle, Sussex, BN86LP Company No. 6293444
Information covered by this policy
This policy covers all personal information collected. In this policy "personal information" means information that (either in isolation or in combination with other information held by us) enables you to be identified as an individual or recognised directly or indirectly. This may include your name, sex, postal address, email address, computer IP address, phone number, login information and technical information from the devices you use to receive our services.
Collection of personal information
We may collect information about you from different sources detailed below.
We act as a Data processor.
Information you give us:
When you access and browse our websites (including when you register or fill in forms on our websites) and when you correspond with us by phone or email or other electronic means, you may give us information about yourself. The information you give us may include your name, postal address, email address, landline and/or mobile telephone number, delivery details, dietary and access requirements and information about your employment (including your job title, responsibilities and employer’s details) as well as other personal information which is required by not listed such as sex for room configurations. This is not an exhaustive list.
Information we collect about you:
Technical information, including 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 systems and platform; and information about your visit, including the full URL, on and from our websites, products 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 and any phone number used to call us.
Information we receive and collect from other sources:
We may receive information about you from other websites operated by us. We also work closely with third parties such as payment processors and app providers and may receive information about you from them. We may also collect information about you from publicly available sources, including publicly available content on social media.
We have conducted a legitimate interest assessment (LIA), to ensure that we can justify our decisions. We will review our LIA every twelve months.
Based upon that assessment it is deemed that the rights and freedoms of the data would not be overridden in our processing of the personal data and that in no way cause harm.
|We may use your personal information to:||How do we use personal information for this purpose?||What is the legal basis for us processing your information in this way?|
|Provide you with goods and services||We will need to use your personal information where this is necessary for us to perform our services with you, for example where you have requested/purchased services from us, and to ensure your requirements are met.||Using your personal information in this way is necessary for us to perform our obligations to you.|
|Ensure that your requirements are met||We may use your personal information to better understand your requirements and preferences, so that we can provide you with a tailored experience.||It is in our legitimate interests to look at your requirements so that we can personalise our services for you, to better meet your needs as a customer.|
|Complete bookings you make through our website||We will need to use your contact information (such as your email address or postal address) to assist you with any bookings you make through our website.||Using your personal information in this way is necessary for us to perform our contractual obligations to you.|
|Process your payments and protect against fraudulent transactions||We may need to process your personal information in order to keep your payments safe and secure and protect against fraudulent transactions.||It is in our legitimate interests to process personal information to keep our customers' payments secure.|
|Contact you for research purposes or to tell you about our special offers or other goods and services||We will need to use your personal information (such as your email address and/or telephone number) to send you information about services that you may be interested in. Please note that we may also share your personal information with other entities.||As an intermediately agency we work on behalf of third parties.We need to pass your details on so they know who will be attending the event, as an example: dietary/health/special requests/etc.
We need to pass your details onto the third-party venues and event providers so they can contact you directly, as an example: You have requested information about a venue listed on our website/s, we shall pass your details so they can contact you directly.
|Analyse user traffic to measure use of our websites and to improve the content of our websites and our services||We may sometimes use your personal information (e.g. your IP address) to measure use of our websites and assess the effectiveness of our site pages, including advertising on our sites. We may also use this personal information to improve the content of our websites and services.||It is in our legitimate interest to look at user traffic so that we can improve our websites and better meet your needs as a customer.|
|Comply with legal requirements and exercise or defend legal claims||We may sometimes need to process personal information to comply with legal requirements to which we are subject (for example, in relation to health and safety).||It is in our legitimate interests to process personal data for the purposes of complying with legal requirements to which we are subject.|
|Assess how people move through our events where you have activated one of the apps available at an event||We will need to use your personal information (such as information about your location) to understand how people have moved through an event that we host.||It is in our legitimate interests to use your location information to monitor movement through our events.|
|Where you consent to having your badge scanned at an event by us or a third party, contact you for research purposes or to tell you about special offers or other goods and services||We may use your personal information (such as your email address and/or telephone number) to send you information about services that you may be interested in.||By allowing your badge to be scanned at an event you are consenting to your information being processed in this way. If you do not wish for you information to be processed please do not scan your badge.|
Transfers of personal information
We use other companies, agents or contractors ("Service Providers") to perform services on our behalf or to assist us with the provision of services to you. For example, we may engage Service Providers to provide market research, marketing (including competitions), advertising, communications, event management (including logistics, health and safety and audio-visual services), meetings and bookings (including accommodation), training, IT, hosting and other infrastructure, subscription and discount management, payment processing, and data cleansing and processing services. In the course of providing such services, these Service Providers may have access to your personal information. These third parties are contractually bound only to use personal information to perform these services.
We may also disclose your personal information to third parties:
Where we store your data
Security of personal information
We use administrative, technical to safeguard personal information against loss, theft and unauthorised uses, access or modifications. Including an independent third-party security contractor.
Certain areas of our websites may be password protected. Where we have given you (or where you have chosen) a password, you are responsible for keeping this password confidential. We ask you not to share your password(s) with anyone. Our websites offer the ability to share event and personal information with individuals in your group/company. You understand and accept responsibility for sharing your data in this method. If you wish for a member of your group/company to adjust event information you must first contact us for a unique password (not the account password) which we will need to grant them access.
Payments made via our websites are processed in a secure environment using software provided by third party providers.
Third party websites and apps
You have the following rights with respect to the personal information that we hold about you:
Your right to access the information we hold about you
You have the right to ask us whether or not we process your personal data and to request information on the purposes of data processing as well as confirmation on whether we use your personal information for these purposes only.
You can request access to the information we hold about you by contacting us using the contact details set out below. We will endeavour to make our file of your information available to you within 1 month, although occasionally we may not be able to give you access to the personal information we hold about you (for example, we may not be able to give you access if it would unreasonably affect someone else's privacy or if giving you access poses a serious threat to someone's life, health or safety).
Your right to have your information corrected or deleted
Your right to object to us processing your data
You have the right to ask us to stop processing your data, even where that processing is necessary for our legitimate interests (for example, where the processing is necessary for the legitimate commercial objectives we pursue in the course of our business), including the profiling we undertake to send you personalised offers, product recommendations and similar content. You also have the right to object to any results of a processing activity that prejudice your rights and that are conducted exclusively through automated systems.
You also have the right to ask us to stop processing your data for direct marketing purposes, including any profiling we undertake for the purposes of direct marketing. We will in any case only send you marketing communications if you have previously agreed to this, but if you change your mind you can easily unsubscribe from our marketing communications at any time by following the instructions included in these marketing communications.
Please note that, if you have consented to receive offers from our partners, our partners are responsible for taking account of your rights, including your right to opt-out of receiving offers from them.
Your right to have your data transmitted to another organisation
Where we hold personal information about you with your consent or for the performance of a contract with you, you also have the right to ask us to provide you with the personal information we hold about you in a structured, commonly used and machine-readable format and, where technically feasible, to transmit that data to another organisation.
Making a complaint
You have the right to lodge a complaint with the data protection authorities if you believe that we have not complied with applicable data protection laws. Please email your complaint to firstname.lastname@example.org with the subject line Data Protection Issue.
email@example.com and use the subject line Data Protection Officer.