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UK Virtual Events LTD are committed to protecting and respecting your privacy and maintaining the trust and confidence of our clients. This privacy 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. We will never sell, rent or trade information provided to us, by you, with other companies and businesses for marketing purposes. For the purpose of the Data Protection Act 2018 the data controller is UK Virtual Events, Unit 31 Easter Park, Benyon Road, Aldermaston, RG7 2PQ

INFORMATION WE MAY COLLECT FROM YOU

You may give us information about you, by filling in forms on our website www.Virtual-Events.co.uk or by corresponding with us by phone, e-mail, meeting our sales team, via our social media channels or otherwise. We may collect and process the following information from you:

  • Your name, age and gender
  • Your contact details: postal address including billing address, telephone numbers and e-mail address
  • Your company name and job role
  • Your potential event details including event date, venue and any other relevant information
  • Your credit / debit card details. Please note credit / debit card details are not kept or stored by us. Transactions are carried out by an appropriately regulated third party and only they will hold your details.
  • Your marketing and communication preferences

This list is not exhaustive, and in specific instances, we may need to collect additional data from you to enable us to enter into a contract of engagement with you.

HOW WE USE THE INFORMATION WE HAVE ABOUT YOU

We use information held about you for the following purposes, and our lawful basis’ for processing your data are provided in italics below;

  • Responding to your initial enquiry – consent / anticipation of contract
  • Communicating with you to see if we can be of further assistance – anticipation of contract / legitimate interest
  • Raising your booking contract – contract
  • Issuing invoices for payment – contract
  • Communicating with you to plan your event – contract
  • Contacting you on the event day itself – contract
  • Requesting feedback after your event – legitimate interest

If you have opted in to our mailing list, we will use the information provided by you to occasionally email you information deemed relevant to you on the services we offer, news, updates and competitions – consent.

HOW WE PROCESS YOUR PERSONAL DATA

UK Virtual Events LTD complies with its obligations where your personal data is concerned by keeping it up to date; by storing and destroying it securely; by not collecting or retaining excessive amounts of data; by protecting personal data from loss, misuse, unauthorised access and disclosure and by ensuring that appropriate technical measures are in place to protect personal data we hold.

WHERE WE STORE YOUR PERSONAL DATA

All information you provide to us is stored on our secure servers located in the European Economic Area (EEA). Our security measures include encryption of data and security controls that protect our systems form external attack and unauthorised access.

DISCLOSURE OF YOUR INFORMATION

We may share your information with selected partners including:

  • Business partners, venues, suppliers and subcontractors in relation to an enquiry you have made with us, or for the performance of any contract we enter into with you.
  • Credit reference agencies for the purpose of assessing your credit score where this is a condition of us entering into a contract with you.
  • We may 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 or apply our terms of use and other agreements; or to protect the rights, property, or safety of UK Virtual Events LTD, our customers, or others.
  • This includes exchanging information with other companies and organisations for the purposes of fraud protection, insurance and credit risk reduction.

TYPES OF DATA WE COLLECT

Website cookies

  • Cookies are text files which our web site, like most sites, places on your computer when you visit. For further information about cookies, visit www.aboutcookies.org or www.allaboutcookies.org.
  • We use cookies on our site based on the grounds of our legitimate interests, to help us monitor visitor use of our site through Google Analytics in order to improve it and to ensure that content is presented in the most effective manner for you and for your computer and keep our site safe and secure.

Google Analytics

  • When you visit www.Virtual-Events.co.uk we use a third party service, Google Analytics, to collect standard internet log information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to the various parts of the site.
  • This information is only processed in a way which does not identify anyone. We do not make, and do not allow Google to make, any attempt to find out the identities of those visiting our website.

Mailing Lists

  • As part of the registration process for you to receive newsletters and services updates from us, we collect personal information. We use that information to tell you about the services you have asked us to keep you informed about, to contact you if we need to obtain or provide additional information, to check our records are correct and to occasionally check that you are happy and satisfied. We don’t rent or trade email lists with other organisations and businesses.
  • You can unsubscribe to general mailings at any time by clicking the unsubscribe link at the bottom of any of our emails or by emailing our data protection officer Hal Orchard at GDPR@Virtual-Events.co.uk

HOW LONG WE KEEP YOUR PERSONAL DATA

  • For data processing for the purposes of enquiries, we will keep your personal data for a period of no more than 60 days beyond the proposed event date.
  • For data processing for the purposes of contracted events, we will keep your personal data for as long as is required for legal reasons and to maintain records.
  • For data processing for marketing purposes, we will keep your data until you unsubscribe from our email communications or you withdraw your consent.

ACCESS TO YOUR PERSONAL INFORMATION

You are entitled to view, amend, or delete the personal information that we hold about you at any time. Unless subject to an exemption under the GDPR, you have the following rights with respect to your personal data:​ 1. The right to be informed The purpose of this right is to allow individuals to obtain information on how and why we’re processing their personal data. 2. The right of access The purpose of this right is to allow individuals’ access to their personal data to enable them to know what data we hold and to verify the lawfulness of the processing. 3. The right to rectification This is also referred to as the right to have information corrected. Individuals have a right to have their data corrected if it’s inaccurate or incomplete. 4. The right to erasure This right is also known as the right to be forgotten. Basically, individual’s can request to have their data removed or deleted when there’s no reason to continue processing it. You should also inform third parties, which you’ve sent their data to, that you’re erasing it, unless it’s impossible or will involve a disproportionate effort. Individuals are entitled to know the identity of the third parties. 5. The right to restrict processing Individuals have the right to block or suppress the processing of their data in certain circumstances. 6. The right to data portability This right allows individuals to obtain and safely reuse their data across different services for their own purposes. 7. The right to object This means an individual has the right to object to their data being processed. 8. Rights in relation to automated decision making and profiling Individuals have the right not to be subject to a business’s automatic decision making in certain circumstances.

RIGHT TO COMPLAINT

You have the right to lodge a complaint about the way we process your data with the Information Commissioners Office, details of the process can be found at https://www.gov.uk/data-protection/make-a-complaint Please send written requeststo our data protection officer Hal Orchard – see contact details below​.

DATA PROTECTION REGISTRATION

We are registered as a data controller with the UK Information Commissioner’s Office. Organisation name: UK VIRTUAL EVENTS LTD Registration reference: ZA447265

CHANGES TO OUR PRIVACY POLICY

We regularly review our privacy policy and update it when necessary. Any changes we may make in the future will be posted on this page. Please check this page periodically to ensure you agree with any changes to this policy. This policy was last updated on 1st August 2018

CONTACT

Questions, comments and requests regarding this privacy policy should be addressed to our data protection officer Hal Orchard by email at GDPR@Virtual-Events.co.uk or by post to UK Virtual Events LTD, Unit 31 Easter Park, Benyon Road, Aldermaston, RG7 2PQ