At Utterly Events, providing our customers with useful and relevant event information without infringing on privacy and in accordance with GDPR is utterly essential to the way we work.
The right to be informed covers some of the key transparency requirements of GDPR. It is about providing people with clear and concise information about what we do with their personal data. Articles 13 and 14 of the GDPR specify what individuals have the right to be informed about. This is called ‘privacy information’.
Who are we?
We (or “us”) are references to Utterly Events. For the purpose of the General Data Protection Regulation ((EU) 2016/679) (“GDPR”)) or any other applicable Data Protection Laws directly applicable in the UK, the data controller is Utterly Events, a registered limited company (Registered in the UK No. 09643511) whose registered address is 8 Mercers Road, London, England, N19 4PJ.
You can contact us at anytime via https://utterlyevents.com/contact
By contacting us, using our services or visiting our website, which is owned and controlled by us (“our site”), you are accepting and consenting to the practices described in this policy unless you inform us otherwise.
The purposes of data processing
If you complete a form on any of our websites in order to access our services, or by corresponding with us by phone, e-mail or otherwise, the personal data you provide may be collected by Utterly Events. This includes information you provide if you register to attend an event, register your interest to receive an event agenda, sponsorship brochure, enquire for general information or post content to a website. The information you give us may include your name, employer, job title, email address and phone number.
The purpose of this processing:
The data given as stated above will be stored on Utterly Events’ database as long as necessary (unless you notify us that you no longer wish us to retain such information, in which case it will be deleted). Utterly Events Ltd will only use this data in order to contact you (by email or telephone) on the basis of legitimate interest or consent. If you do not wish to receive certain content you can let us know at firstname.lastname@example.org
The legitimate interests for the processing:
Article 6.1 of the GDPR defines the lawful grounds for data processing as follows:
Necessary for the purposes of legitimate interests pursued by the controller or a third party, except where such interests are overridden by the interests, rights or freedoms of the data subject.
Utterly Events will contact you via email, telephone or post, with information that we believe is relevant to you (on an event and its relevant resources content). You will need to notify us if you do not want to receive this particular event information at email@example.com. In which case your profile will be updated.
Should you request us to amend your data, we will endeavour to do so within 1 week of you notifying us. If you wish to be deleted from our database, you will need to notify us. In both instances, this update will take effect within 1 week of you notifying us. However, you may receive communications for this transitional period while we process your record.
Utterly Events will also use the information in aggregate form (i.e. so that no individual users are identifiable) to determine demographic profiles in order to: develop marketing profiles and assist in strategic development, enable site audits to be performed and enable Utterly Events to review, develop and improve the services which it offers.
In addition, Utterly Events will use your information to notify you about changes to our services.
The lawful basis for the processing
The GDPR requires us to process personal data fairly and lawfully. In practice, it means that Utterly Events must
- Have legitimate grounds for collecting and using the personal data.
- Not use the data in ways that have unjustified adverse effects on the individuals concerned.
- Be transparent about how we intend to use the data and give individuals appropriate privacy notices when collecting their personal data.
The categories of personal data obtained
Should Utterly Events obtain information from third-party associations we will provide the individual with privacy information within a reasonable period of time of obtaining the personal data and no later than one month.
The recipient or categories of recipients of the personal data
The GDPR provides that Utterly Events’ notification of processing must include “a description of any recipient or recipients to whom the data controller intends or may wish to disclose the data”. We will only share contact information with specific third parties of the events (such as sponsors of the event to which you are registered), for a one time only basis. If you wish to opt-out please email firstname.lastname@example.org
Utterly Events will not sell personal data in any form, including mailing lists. All its data are for the purpose of the events we own only.
The retention periods for the personal data
Utterly Events take all reasonable action to ensure that the information we collect and use is accurate, complete and up to date. However, the accuracy of the information depends to a large extent on the details you provide. That’s why we recommend that you keep us up to date with changes to your personal details/preferences and let us know if there are any errors in our information. We perform regular reviews of our data and records retained are not kept for longer than necessary.
The rights available to individuals in respect of the processing
The GDPR provides the following rights for individuals:
- The right to be informed: See section 2 on the right to be informed about the collection and use of your personal data.
- The right of access: You have the right to access your personal data. A copy of the information can be accessed free of charge.
- The right to rectification: You can make a request for rectification at any time.
- The right to erasure: Also known as ‘the right to be forgotten’. You can make a request for erasure at any time.
- The right to restrict processing: You can make a request for restriction at any time.
- The right to data portability: You can request to obtain and reuse your personal data for your own purposes across different services.
- The right to object: You have the right to object to the processing based on legitimate interests.
For any of the above rights available, you can inform us verbally or in writing or by emailing us at email@example.com and we will respond to this request within one month of receipt.
The right to lodge a complaint
Without prejudice to any other administrative or judicial remedy, you shall have the right to lodge a complaint with a supervisory authority if you consider that the processing of personal data relating to you infringes GDPR. You can do so by contacting the Information Commissioner’s Office (ICO)
How do we protect your information?
All information you provide to us is stored on secure servers hosted by a third-party within Europe. This third-party has no permission to use this data. Where we have given you (or where you have chosen) a password which enables you to access certain parts of our site, you are responsible for keeping this password confidential.
Any country outside of the EEA / EU we share data with will be compliant with the level of security required for companies within https://ico.org.uk/registration/new it; this includes ensuring companies in the US are members of the Privacy Shield scheme and other companies outside the US have contractual obligations in place to provide the same security.
Unfortunately, the transmission of data and information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted via our Services or sites; 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.
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If you have any questions or concerns about Utterly Events’ use of your personal information, please email firstname.lastname@example.org or write to: Utterly Events Ltd, 8 Mercers Road, London, England, N19 4PJ.