We care about your data security, and with the introduction of the UK General Data Protection Regulations (GDPR) coming into effect 1st January 2021 this means the way we use and store your data will be changing.
Our customers are businesses and individuals, and we do collect and use personal information as part of our activities. This is generally in order to manage our relationship.
This notice applies across all websites that we own and operate and all services we provide, including our online and services products, and any other apps or services we may offer (for example, events or training).
When we say ‘personal data’ we mean identifiable information about you, e.g. your name, email, address, telephone number, bank account details, payment information etc.
Who are we?
EAG Expo Ltd organises business to business exhibitions, conferences and meetings.
This policy is applicable to all EAG Expo Ltd employees, contractors and customers.
- All records, whether hard copy or electronic, are subject to the requirements of this Policy. Records include personal data.
- Records can include many forms of data that contain Personal Identifiable Information (PII) including, but not limited to, the following:
- hard copy data held on paper
- data stored electronically in computer systems and mobile devices (e.g., smart phones)
- communications sent by physical post or using email
- data stored using electronic media such as USB drives, disks and tapes
- data stored in the cloud (e.g., file sharing sites) and social media.
- Information we may collect about you
- Use of your information
- Contacting you
- Sharing your information
- Our legal basis for collecting, holding and using your information
- Security and storage of your personal information
- Updating your information and your rights
1. Information we may collect about you
Information you give to us. You may give us information about you by filling in a form, contacting us by phone or e-mail or in person. This includes information you provide if you complete an application form on behalf of a business either directly, or via a third party.
The information you give us depends on the reason for you contacting us, but may include your name, job title, address, date of birth, e-mail address and phone number, financial and debit card information, personal identification documents, etc.
Cookies are small text files that are placed on your computer by websites that you visit. They are widely used in order to make websites work, or work more efficiently, as well as to provide information to the owners of the site.
These cookies are stored only in the browser and are not accessed by or shared with any other service or third party.
2. Use of your information
We need to obtain, store and use information about you so that you can enjoy and benefit from our services. We may use information we hold about you in the following ways:
- process orders or requests that you have submitted.
- seek your views or comments.
- to confirm your identity
- to administer the contract with your company/organisation
- to let you know about other relevant services, both ours and those of other parties whose products and services we have agreed should be made available to you
- to update and correct our records
- to carry out statistical and market analyses, including benchmarking exercises, to enable us to understand you better and improve our services
- to develop, test and improve our systems
- to notify you about changes to our services
- to ensure the content of our website is presented in the most effective manner for you
- to administer our website and for internal operations, including troubleshooting, data analysis, testing, research, statistical and survey purposes
- to improve our website to ensure that content is presented in the most effective manner for you
An important part of our work is communicating with our customers, telling them about our activities and how we are supporting their interests, and seeking their views. To do so, we use personal information to keep in touch with individuals within our customers organisations, as well as partners and other individuals.
We will use the contact information you have given us to send you important information. This may be by post, email, text message or telephone.
We may also use the information we hold about you in order to provide you with information about other products or services we feel may interest you.
SHARING YOUR INFORMATION
We may share your information with selected third parties including:
- Event venues, attendees, speakers, sponsors, contractors, suppliers and organisers contracted by EAG Expo Ltd
- Online service providers such as event booking systems, marketing systems, CRM systems and survey tools
Third Party Service Providers working on our behalf:
We may pass your information to our third-party service providers, agents’ subcontractors and other associated organisations for the purposes of completing tasks and providing services to you on our behalf (for example, the provision of products and services in conjunction with exhibitions and conferences or the delivery of printed material and magazines).
However, when we use third party service providers, we disclose only the personal information that is necessary to deliver the service and we have a contract in place that requires them to keep your information secure and not to use it for their own direct marketing purposes. Please be assured that we will not release your information to third parties for them to use for their own direct marketing purposes, unless you have requested us to do so, or we are required to do so by law, for example, by a court order or for the purposes of prevention of fraud or other crime.
Third Party Service Providers working on our behalf: We may pass your information to our third-party service providers, agents’ subcontractors and other associated organisations for the purposes of completing tasks and providing services to you on our behalf (for example, the provision of registration services in conjunction with exhibitions and conferences or the delivery of printed material and magazines).
However, when we use third party service providers, we disclose only the personal information that is necessary to deliver the service and we have a contract in place that requires them to keep your information secure and not to use it for their own direct marketing purposes. Please be assured that we will not release your information to third parties, unless you have requested us to do so, or we are required to do so by law, for example, by a court order or for the purposes of prevention of fraud or other crime.
OUR LEGAL BASIS FOR COLLECTING, HOLDING AND USING YOUR INFORMATION
Data protection law sets the lawful legal bases (or ‘conditions’) which allow us to collect, hold and use your personal information. For EAG Expo Ltd, these are:
- Where we have entered into a contract with you. In these circumstances, we may need to process your personal information in order to fulfil the contract. For example, this may apply if you book to attend one of our events.
- In all other instances, we request your consent to process your data and by providing your information you are agreeing to the use of your data and the distribution to third parties to enable us to provide our services. The organisations that we work with as detailed in the Sharing of Information section will be relying on your consent. You can of course withdraw you consent at any time by advising us in writing by emailing email@example.com
SECURITY AND STORAGE OF YOUR PERSONAL INFORMATION
We will generally keep personal information about you no longer than is needed for us to carry out the functions described above.
We review our retention periods for personal information on a regular basis. We are legally required to hold some types of information to fulfil our statutory obligations (for example tax and statutory records). We will hold your personal information on our systems for as long as is necessary for the relevant activity, or as long as is set out in any relevant contract you hold with us.
UPDATING YOUR INFORMATION AND YOUR RIGHTS
The accuracy of your information is important to us. We’re working on ways to make it easier for you to review and correct the information that we hold about you. In the meantime, if you change email address, or any of the other information we hold is inaccurate or out of date, please email us at: firstname.lastname@example.org
You have the right to request from us access to your own personal information. This is sometimes known as a ‘subject access request’.
You also have the right to ask us not to process your personal data for direct marketing purposes.
You can exercise this right by contacting email@example.com
From 25 May 2018, you will have additional rights to request from us:
- That any inaccurate information we hold about you is corrected
- That your information is deleted
- That we stop using your personal information for certain purposes
- That your information is provided to you in a portable format
- That decisions about you are not made by wholly automated means
If you contact us about your personal information, we will respond to your request within a reasonable time and at minimal cost or no cost to you in accordance with applicable laws. We request that complaints be made in writing. We will attempt to confirm, as appropriate and necessary, with you your understanding of the complaint and what you expect as an outcome. We will let you know whether we will conduct an investigation, the contact details of the person investigating, and the estimated completion date. After we have completed our enquiries, we will contact you to advise you of the outcome and invite your response to our conclusions. If we receive a response from you, we will take this into consideration and let you know if we have changed our view.
Links to other websites
In addition, if you linked to our website from a third-party site, we cannot be responsible for the privacy policies and practices of the owners and operators of that third party site and recommend that you check the policy of that third party site.
Changes to our Privacy Notice
Our privacy notice may be updated at any time, so please check it from time to time. We may, for example, change the way we process your information, or there may be a change in law. If we make any significant changes to this notice, we will show this clearly on our website. This notice was last updated in October 2022.
DOCUMENT CHANGE CONTROL
|Date of Issue/Latest Update||Version No||Brief Description of Change (e.g. sections altered and reasons)|
|10/2022||V 0.1||First Draft|