Here at Vacuum Symposium UK, we are committed to creating an annual training / educational event. At the heart of what we do are our connections; amongst these are our delegates, sponsors and collaborators. It is hugely important to us that we look after the data we hold about you, we recognise that we are being trusted with protecting it. The purpose of this document is to give you a clear explanation about how we collect and use your personal data.
1. IMPORTANT INFORMATION AND WHO WE ARE
o ‘we’, ‘us’ or ‘our’ means the Vacuum Symposium UK organisation with which you are interacting as detailed above. For example, Vacuum Symposium UK organising the event you are attending, or managing the website you are using. We will make it clear to you which entity this is;
o ‘site’ means the Vacuum Symposium UK website you are visiting or engaging with;
o ‘event’ means the Vacuum Symposium UK training or conference we are organising; and;
o ‘you’ and ‘your’ means you, the person reading our news, engaging with us, registering for our events or services or visiting our site.
2. THE PERSONAL DATA WE COLLECT ABOUT YOU
We collect, store and use personal data about you to enable us to provide you with event information, opening times, travel etc. Typically, we collect the following information:
o your name and contact details e.g. your email and address
o details of the meetings/subjects in which you have expressed an interest.
3. HOW WE SOURCE YOUR PERSONAL DATA
There are a few sources.
o Information you give us: We collect any information you provide to us when you complete a registration form, or provide us with your details over the phone, for example, when you register an account with us when making a booking, register to attend one of our events (whether as a delegate, sponsor, speaker or attendee) or subscribe to our mailing list. This information might include your name, address, email address, phone number and other information relevant to the event or service that you’re registering for.
o Information we collect about you: We will collect any information contained in any correspondence between you and us via contact forms on websites, and emails or telephone calls.
o We may collect, for the purposes of any events that we operate badged access for, your registration details including personal information. You will be required to use your badge to gain access to the event.
o We collect information (typically emails and addresses only) from social media websites, organisation and news websites and third parties during telephone conversations and in the course of our event planning.
o Information we receive from third parties: We may collect information about you from third parties for the purposes of delivering to you the services that we offer and information about our events. For example, we may engage third parties to assist us with our online event registration systems or payment systems; these entities will collect information directly from you on our behalf. We may engage third parties to operate event websites on our behalf; these entities will collect information directly from you about your visits to the website on our behalf. We may also receive information about you from third parties where you have consented to such third party sharing your information with us.
4. HOW WE USE INFORMATION ABOUT YOU
We may use your information for the following purposes, depending on the relationship we have with you. We will provide you more specific information wherever necessary when we believe you to have an interest.
o We will need to use your contact details to keep you updated about our events or services.
o By specifically requesting information from us, you are consenting to use your personal data for the purposes of communicating such information to you.
o For general administration and organisation of our events, for example to contact you with information about an event or conference that you’re sponsoring or are attending.
o Where you have registered to attend an event, we need to use your personal data in this way to perform our contractual obligations to you. Where you are attending an event but do not have a contract with us (for example you received free tickets), it is our legitimate interest to use your personal data for general administration and logistics of the event.
o Transfer your contact details to an Exhibitor or Sponsor if they scan your badge at one of our events.
o When you hand your badge to an exhibitor for them to scan you, you are consenting to your Personal Data being passed to the exhibitor or sponsor.
5. WHO WE MIGHT SHARE YOUR DATA WITH
In certain circumstances we may share your personal information with:
o Selected third parties that we work with, where necessary for the purposes of delivering services to you that you request from us. For example, when you register to attend an event that we host, we may need to share your information with third party sub-contractors, service providers or others.
o Any other third parties where necessary to enable us to enforce our legal rights, or to protect the rights, property or safety of our workers or where such disclosure may be permitted or required by law.
o When you have ticked permission to do so during the registration process we may pass on your details to a very selected group of companies or event partners when we legitimately believe these parties to be of interest to you and in your discipline.
6. THIRD PARTY CONTENT AND SITES
7. HOW WE LOOK AFTER YOUR DATA
We’re committed to keeping your personal data secure and have put in place a high level of security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed.
8. HOW LONG WE WILL KEEP YOUR PERSONAL DATA
We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for. Where you have not participated, attended or registered to attend or participate in one of our events, or otherwise engaged with us in ten years, we will delete your data.
9. YOUR LEGAL RIGHTS
You have the right to:
o Request a copy of the personal data that we keep about you, by making a request in writing to the Data Protection Officer. Our Data Protection Officer’s details are provided on Page 5 of this policy.
o To ask us to stop processing your data, or withdraw consent to use your data.
To correct and update your personal information:
o The accuracy of your information is important to us and we will review and correct the information that we hold about you as often as possible. If you change your name or address/email address, or you discover that any of the other information we hold is inaccurate or out of date, please let us know by contacting us as described at the end of this policy.
o To change preferences or unsubscribe from broadcast/newsletter email communications:
o You can change your mind about whether you wish to receive e-newsletters at any time and can amend your preferences (the news group to which your subscribed to) by clicking the appropriate update or unsubscribe link at the bottom of every email/communication you receive.
o We use an eternal mailing system (MailChimp) and we are unable to re-activate an email address that is unsubscribed without first proving we have the permission from the contact themselves (email or letter).
11. HOW YOU CAN CONTACT US
Please address all personal data enquires to:
The Data Manager
Vacuum Symposium UK
64 East Street
or email firstname.lastname@example.org
This policy was last updated: 11.12.2018
You can also download a PDF copy here.