PRIVACY POLICY

Please read this policy carefully as it explains the kinds of personal information we collect about you and how it is handled.

WHO ARE WE?

We are VL Events Limited and our registered address is 8 Northumberland Avenue, London, UK. VL Events is committed to protect your personal information which is collected and processed in accordance with our Privacy Policy.

By collecting, using and processing your personal information we are regulated under the General Data Protection Regulations (GDPR) which apply across the European Union (including the United Kingdom) and we are responsible as controller of that personal information for the purposes of those laws.

WHAT DO WE COLLECT?

Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).

We may collect, use, store and transfer different kinds of personal data about you which we have grouped together as follows:

  • Identity Data - Includes your first name, last name and username or similar identifier
  • Contact Data - Includes your home or correspondence address, billing address, delivery address, email address, telephone number and mobile number.
  • Financial Data - Includes your bank account and payment card details when applicable.
  • Transaction Data - Includes details about payments to and from you, and details of products and services you have ordered or purchased from us when applicable.
  • Technical Data - Includes your internet protocol (IP) address, login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform, and other technology on the devices you use to access our website.
  • Profile Data - Includes your username and password, your attendances and participation at our events & networking, and your orders and purchases of our products and services, and your interests, preferences, feedback and survey responses.
  • Usage Data - Includes information about how you attend and participate at our events & networking, and order and purchase our products and services, and how you use our website.
  • Marketing and Communications Data - Includes your preferences in receiving marketing from us and our third parties, and your communication preferences.

 

HOW DO WE USE YOUR PERSONAL INFORMATION?

We may use the information you give us for the following purposes:

Purpose Type of data Lawful basis for processing including basis of legitimate interest
To register you with our website Identity

Contact

Client

 Performance of a contract with you

Legal and regulatory requirement
To administer our website services Identity

Contact

Technical

 Necessary for our legitimate interests (e.g. for the operation of our organisation, the provision of administration and IT services)

Necessary to comply with a legal obligation
To provide you with services and information that you have requested about VL Events Identity

Contact

Profile

Marketing and Communications

 Your consent
For assessment and analysis to enable us to review, develop and improve the services which we offer and to enable us to provide you with information about VL Events which we believe will closely match your preferences Technical Necessary for our legitimate interest (e.g. to define types of customers for our services, to keep our website updated and relevant)

 

Our events may use your information to make decisions about you using computerised technology, for example using automatically selected services which we think will interest you from the information we have.

We may keep you informed of such services (including details of shows, special offers, discounts, competitions and newsletters) by using the following methods:

  • Post
  • Email
  • Telephone
  • SMS messaging
  • Fax

If you do not wish to receive information about VL Events, please:

  • Tick the opt-out box provided when registering on this website or on printed application forms.
  • Let the telephone operator know.
  • Click the unsubscribe box when receiving emails from us.

We may from time to time contact you for the purposes of market research for VL Events using the contact methods mentioned above.

We may also use your information to administer any prize draws or competitions or other promotions that you choose to enter.

We may, from time to time release your data to carefully selected third parties, unrelated to VL Events, for the purposes of marketing.

If you do / do not wish to receive information from third parties, please: Tick the opt-out / opt-in boxes provided when registering on this website or on printed application forms.

We value our relationship with you and by requesting information on, or registering / buying tickets to attend VL Events, you agree that we may use the contact details provided to us for our events as set out above.

DISCLOSURE OF YOUR INFORMATION

We may give information about you to the following (who may use it for the same purposes as set out above):

  • To our partners and third parties that collaborate with us for an event for which you registered.
  • Agents and third parties who fulfil any other services on VL Events behalf (e.g. to administer payments for purchases, dispatch tickets and information etc).
  • To other delegates (only where you are attending in a professional capacity, e.g. business related events) where it is expected that attendees will have access to a list of attendees and their organisation but not the actual contact details.
  • To other organisations for the administration of prize draws, competitions or promotions.
  • To anyone to whom we transfer or may transfer our rights and duties with you (for example a sale of the business or the sale of a particular event).
  • To carefully selected third parties who rent VL Events’ lists for marketing purposes.
  • If we have a duty to do so or if the law allows us to do so.

In carrying out the activities specified in this Privacy Policy, we may transfer data to reputable companies outside the European Economic Area. We take steps to ensure that your information will be afforded the same level of protection as that required of us under applicable UK data protection legislation and by ensuring at least one of the following safeguards is implemented:

  • We will only transfer your personal data to countries that have been deemed to provide an adequate level of protection for personal data by the European Commission,
  • Where we use certain service providers, we may use specific contracts approved by the European Commission which give personal data the same protection it has in Europe, and,
  • Where we use providers based in the U.S., we may transfer data to them if they are part of the Privacy Shield which requires them to provide similar protection to personal data shared between Europe and the US

 

HOW DO WE PROTECT YOUR PERSONAL INFORMATION?

We have put in place appropriate security measures to prevent your personal information from being accidentally lost, used, altered, disclosed or accessed in an unauthorised way.

We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

The transmission of information via the internet is never completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our website and any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.

DATA RETENTION

We will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements. We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you.

To determine the appropriate retention period for personal data we consider the amount, nature and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal, regulatory, tax, accounting or other requirements.

Details of retention periods for different aspects of your personal data can be requested from us using our contact details below.

In some circumstances, we may anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes in which case we may use this information indefinitely without notifying you.

WHAT RIGHTS DO YOU HAVE?

Under the General Data Protection Regulation, you have a number of important rights free of charge. In summary those include rights to:

  • Request access to your personal data (commonly known as a ‘data subject access request’) - This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.
  • Request correction of the personal data that we hold about you - This enables you to have any incomplete or inaccurate data we hold about you corrected, although we may need to verify the accuracy of the new data you provide to us.
  • Request erasure of your personal data - This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully, or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request for erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.
  • Object to processing of your personal data – This right is available where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.
  • Request restriction of processing of your personal data - This enables you to ask us to suspend the processing of your personal data in the following scenarios:
    • if you want us to establish the data’s accuracy; or
    • where our use of the data is unlawful but you do not want us to erase it; or
    • where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or
    • you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.
  • Request the transfer of your personal data to you or to a third party - We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.
  • Withdraw consent at any time – This right applies where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.

If you wish to exercise any of the rights set out above, please contact our data privacy officer using our contact details below. We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

We try to respond to all legitimate requests within one month. Occasionally it could take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.

COOKIE POLICY

A cookie, also known as an HTTP cookie, web cookie, or browser cookie, is usually a small piece of data sent from a website and stored in a user's web browser while a user is browsing a website. A cookie contains a unique reference number for your browser; there is no information in the cookie that can identify you.

VL Events’ website sets cookies which remain on your computer for differing times. Some expire at the end of each session and some remain for longer so that when you return to our website, you will have a better user experience.

WEBSITE ANALYTICS

__utma

Each unique browser that visits a page on our site is provided with a unique ID via the __utma cookie. For example, if a person uses our website using both Firefox and Internet Explorer, the Analytics reports would track this activity under two unique visitors. This means we can better understand what browsers visitors to the site are using and continue to develop and improve the site accordingly.

__utmb & __utmc

These cookies are used to show us how long each visitor to the site has been on the site and can help us configure our server correctly so we can handle the traffic coming to the site.

__utmz

We use this cookie to find out where visitors to the site have come from i.e from a Google search, or a link from another website. This helps us make sure the website is being found correctly.

TWITTER

Our twitter feed sets up a cookie using the OAuth platform. The OAuth platform is an open protocol to allow secure API authorization in a simple and standard method from desktop and web applications.

You can instruct your browser, by editing its options, to stop accepting cookies or to prompt you before accepting a cookie from the websites you visit, doing this may reduce your browsing quality and some features of the site may not function properly.

CONTACT DETAILS

If you have any questions about this Privacy Policy or the information we hold about you, please contact our Data Privacy Officer in the following ways:

Name:

Postal address:

Email address:

Telephone number:

CHANGES OF THIS POLICY

We may from time to time make changes to this policy. Any changes will be published on our privacy notices.

It is important that the personal data we hold about you is accurate and current. Please keep up informed if your personal data changes during your relationship with us.