Introduction
Carbon Forward Events Limited needs to gather and use certain information about individuals. Individuals can include customers, suppliers, business contacts, employees and other people the organisation has a relationship with or may need to contact.
This policy describes how this personal data must be collected, handled and stored to meet the company’s data protection standards – and to comply with the law.
If you do not agree to the terms of the Privacy Policy, or any changes to it, please do not use or access (or continue to use or access) the Website and/or Carbon Forward Events Ltd services.
Why this policy exists
Carbon Forward Events Ltd takes your privacy concerns seriously. This online privacy notice describes what personal information we collect, why we collect this information, how we use the information, with whom it is shared and the choices available to individuals regarding use of their information. This notice also describes measures we take to protect the security of the information and how users can contact us for further details of our privacy practices.
This data protection policy is designed to ensure that Carbon Forward Events Ltd:
- Complies with data protection law and follows good practice
- Protects the rights of staff, customers and partners
- Is open about how it stores and processes the data of individuals
- Protects itself from the risks of a data breach
Background to the General Data Protection Regulation (GDPR)
Following Brexit, a 28 June 2021 ruling determined that the EU’s General Data Protection Regulation of 2016 would be kept in UK law. The decision is expected to last until 27 June 2025. The EU’s GDPR replaced the EU Data Protection Directive of 1995 and superseded the laws of individual Member States that were developed in compliance with the Data Protection Directive 95/46/E. Its purpose is to protect the ‘rights and freedoms’ of natural persons (i.e. living individuals) and to ensure that personal data is not processed without their knowledge, and, wherever possible, that it is processed with their consent.
Legal basis for holding information
CONTRACT
If we have an ongoing contractual relationship with you, we will continue to communicate with you by email, social media and phone in order to fulfil our contractual obligations.
LEGITIMATE INTEREST
Following GDPR recital 47, in some situations we require your data to pursue our legitimate interests in a way that might reasonably be expected as part of running our business. This will not materially impact your rights, freedoms or interests.
For example, we may use contact details to let you know of a new service or of market opportunities that could benefit you or your business.
Personal information we collect includes:
- Individual and business contact information (i.e. name, company name, job title, postal address, telephone numbers and email addresses)
- Contact information of others to whom users ask us to send information, as permitted by law
- Cookie data and other browser-related information as further described in the “Information We Collect by Automated Means” section of this Online Privacy Notice
- Other information that may be provided through our website, social media, emails and telephone calls.
Information we collect by automated means
When you visit our website, we may collect certain information by automated means, using technologies such as cookies, web server logs, web beacons and JavaScript. For more information, see our Cookies Policy.
What we do with the information we gather
We will only use your Personal Information in the following ways (depending on the types of information): (i) so that we can perform a contract with you; (ii) for the purposes of legal compliance; and (iii) for the purposes of our legitimate business interests (namely to carry out and improve our business, and support our customers).
All of the Personal Information described above will be stored on our user database (unless you notify us that you no longer wish us to retain such information, in which case it will be deleted). Carbon Forward Events Ltd will only use your Personal Information in order to contact you (for example by email, mail or telephone) for those purposes to which you have previously consented or where we otherwise have a right to do so.
Carbon Forward Events Ltd will also use the information which you provide in aggregate form (i.e. so that no individual users are identifiable) to determine demographic profiles and browsing patterns in order to
- develop marketing profiles and assist strategic development;
- manage Carbon Forward Events Ltd relationship with sponsors and partners
- enable Carbon Forward Events Ltd to review, develop and improve the services which it offers.
In addition, Carbon Forward Events Ltd will use your information to notify you about future events and opportunities or changes to our services.
Carbon Forward Events Ltd will also use the Personal Information collected from your use of the Websites to administer the Websites and for internal operations, including troubleshooting, data analysis, testing, research, statistical and survey purposes, to improve our site to ensure that content is presented in the most effective manner for you
How we protect your information
Carbon Forward Events Ltd ensures that your information is secure with physical and electronic security measures and internal procedures to safeguard and secure the information we collect. Where we use third party software to process your personal information, we ensure that these systems have suitable security protection in place.
Individual’s data we hold is password protected, held on encrypted servers and protected using https protocols.
Who we share your personal data with
Carbon Forward Events Ltd offers certain services that are provided by third party suppliers. Any data shared with such suppliers in provision of those services is restricted to the information reasonably required by those suppliers. For example, to gain access to the event, you will be issued a badge. Badge scanning technology may be used at the event for the purposes of access control.
Carbon Forward Events Ltd also works with third party data providers (e.g. Microsoft Office 365) and those that offer direct marketing services (e.g. Mailchimp). In such cases this information is held on encrypted servers and specified contractually to be held only for the purposes outlined in the section “What we do with the information we gather”.
Carbon Forward Events Ltd also works with event sponsors, supporting organisations and government bodies for each event. The data shared with these people may include name, job title and organisation attending an event.
In all other cases, Carbon Forward Events Ltd will not share personal data with third parties.
Your rights over your personal data
You have the right to request:
- Access to the personal data we hold about you
- Correction of your personal data if held inaccurately
- That we stop any direct marketing activity using your personal information
- That we remove the information we hold on you if you wish to withdraw consent, as per Article 13 of the GDPR.
If you object to our holding of your information, we will remove all information except for first and last name and company name that we will store in a do not contact list, in order to reduce the risk of a member of our team mistakenly contacting and recording your information again.
To contact us regarding your personal data, please email: [email protected].
If you have concerns about how your data is being treated you have the right to lodge a complaint with the Information Commissioner’s Office at http://ico.org.uk/concerns/handling/
Data retention
Personal data will be retained securely provided it is relevant to our activities summarised in the section “What it is we do with the information we gather”. Data will be retained for a period of five years after which it will be deleted if it becomes out of date and irrelevant.
Updates to this Privacy Policy
Carbon Forward Events Limited may change this policy from time to time by updating this page.
Any changes we may make to our Privacy Policy in the future will be posted on this page and notified by an alert on our website for 30 days following the update.
This policy is effective from 01/07/2022.
Questions
If you have any questions or concerns that are not covered here or about how we hold and process your data, please email [email protected]
