At Swan Events Ltd, we’re committed to protecting and respecting your privacy.
This Policy explains when and why we collect personal information about people, how we use it, the conditions under which we may disclose it to others and how we keep it secure.
We may change this Policy from time to time so please check this document occasionally to ensure that you’re happy with any changes. By using our services, you’re agreeing to be bound by this Policy.
Any questions regarding this Policy and our privacy practices should be sent by email to firstname.lastname@example.org or by writing to Swan Events Ltd, Office 7, Bennett’s, 21 Leyton Road, Harpenden, Herts, AL5 2HU. Alternatively, you can telephone +44 (0)1582 767254.
Who are we?
Swan Events Ltd organises business to business exhibitions, conferences and meetings and is part owner of Upgrade Publishing Ltd who publish business to business directories, magazines and digital newsletters.
How do we collect information from you?
We obtain information about you when you use our services and to allow us to fulfil our contractual obligations.
We may also obtain information from publicly-available sources and data suppliers to validate or supplement the information we hold.
In all cases, you can opt out of any communications by clicking on the unsubscribe link at the bottom of all email campaigns sent or by letting our sales or admin teams know you would rather not be contacted. To amend, rectify, or remove a contact from any of our mailing lists please email email@example.com.
What type of information is collected from you?
The personal information we collect might include your name, address, email address, IP address, and information regarding our services and when. If you use or purchase a product from us, your card information is not held by us, it is collected by our third party payment processors, who specialise in the secure online capture and processing of credit/debit card transactions, as explained below.
How is your information used?
We may use your information to:
- process orders or requests that you have submitted;
- to carry out our obligations arising from any contracts entered into by you and us;
- seek your views or comments;
- notify you of changes to our products and services;
- send you communications which you have requested or that may be of interest to you.
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.
Who has access to your information?
We will not sell or rent your information to third parties.
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 reassured that we will not release your information to third parties beyond Upgrade Publishing Ltd 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.
You have a choice about whether or not you wish to receive information from us.
If you do not want to receive direct marketing communications from us about our products and services, then you can select your choices by ticking the relevant boxes situated on the form on which we collect your information or by clicking the “unsubscribe” button on any of the messages that we send to you.
You can change your marketing preferences at any time by contacting us by email: firstname.lastname@example.org or telephone on + 44 (0)1582 767254.
How you can access and update your information
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: email@example.com, or write to us at: Swan Events Ltd, Office 7, Bennett’s, 21 Leyton Road, Harpenden, Herts, AL5 2HU. Alternatively, you can telephone + 44 (0)1582 767254.
You have the right to ask for a copy of the information Swan Events Ltd hold about you (we may charge £10 for information requests) to cover our costs in providing you with details of the information we hold about you.
Security precautions in place to protect the loss, misuse or alteration of your information
When you give us personal information, we take steps to ensure that it’s treated securely.
Non-sensitive details (your email address etc.) are transmitted normally over the Internet, and this can never be guaranteed to be 100% secure. As a result, while we strive to protect your personal information, we cannot guarantee the security of any information you transmit to us, and you do so at your own risk. Once we receive your information, we make our best effort to ensure its security on our systems. Where we have given (or where you have chosen) a password which enables you to access certain parts of our websites, you are responsible for keeping this password confidential. We ask you not to share your password with anyone.
We may analyse your personal information to create a profile of your interests and preferences so that we can contact you with information relevant to you. We may make use of additional information about you when it is available from external sources to help us do this effectively. We may also use your personal information to detect and reduce fraud and credit risk.
Use of ‘cookies’
It is possible to switch off cookies by setting your browser preferences. For more information on how to switch off cookies on your computer, visit our full cookies policy. Turning cookies of may result in a loss of functionality when using our website.
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.
16 or Under
We are concerned to protect the privacy of children aged 16 or under. If you are aged 16 or under‚ please get your parent/guardian’s permission beforehand whenever you provide us with personal information.
Transferring your information outside of Europe
As part of the services offered to you through this website, the information which you provide to us may be transferred to countries outside the European Union (“EU”). By way of example, this may happen if any of our servers are from time to time located in a country outside of the EU. These countries may not have similar data protection laws to the UK. By submitting your personal data, you’re agreeing to this transfer, storing or processing. If we transfer your information outside of the EU in this way, we will take steps to ensure that appropriate security measures are taken with the aim of ensuring that your privacy rights continue to be protected as outlined in this Policy.
If you use our services while you are outside the EU, your information may be transferred outside the EU in order to provide you with those services.
The information collected on our website is used to improve our website usability and is stored and used for aggregated and statistical reporting.
The IP address of visitors, user ID of logged in users, and username of login attempts are conditionally logged to check for malicious activity and to protect the site from specific kinds of attacks. Examples of conditions when logging occurs include login attempts, log out requests, requests for suspicious URLs, changes to site content, and password updates. This information is retained for 60 days.