1.How we collect and use your personal data
We will only ever process your personal data when the law allows us to, by way of consent (when you have given us permission) or legitimate interests (whereby processing your data is necessary to pursue a legitimate commercial interest). Most commonly, we use personal data in the following circumstances:
1.1 Website usage data
Like many organisations, we gather ‘usage data’ [your IP address, geographical location, browser type and version, operating system, referral source, length of visit, page views and website navigation paths, as well as information about the timing, frequency and pattern of your service use]. This data is collected via cookies (see section 4) and is used to monitor and improve our website and services. At first, the data collected is anonymous, however if you provide us with your personal data and agree to let us track your cookies, we will then monitor your visits to our website and use this information to understand more about you and personalise your experience.
1.2 Enquiry data
‘Enquiry data’ refers to the information that you provide to us in enquiring about our services or subscribing to our email notifications and/or newsletters. This may include your name, job title, business, phone number or email address. We use this data to contact you regarding your enquiry and to send you emails which you have specifically requested. This may include marketing communications relating to our business [or the businesses of carefully-selected third parties] which we think may be of interest to you although you may opt-out of receiving these at any time. The legal basis for this processing is your consent, given at the time of sign-up.
1.3 Membership data
By entering into a membership or other contract with us, we may ask you to provide data about yourself, your business practices and your colleagues. We use this data to carry out our obligations of the contract. The legal basis for this processing is our membership or other service contract with you.
2.Sharing your data with Third Parties
We may disclose information about you to third-party data processors [including our CRM database, website host, application developers and others] insofar as reasonably necessary to provide you our services.
We may process your data to the extent that we are required to do so by law, in connection with any legal proceedings or prospective legal proceedings. The legal basis for this processing is our legitimate interest namely in order to establish, exercise or defend our legal rights.
We will not without your express consent provide your personal information to any third parties for direct marketing.
3.1 You may instruct us not to process your personal data for marketing purposes by email at any time by emailing us. We will always provide you with an opportunity to opt-out of email marketing.
3.2 You may instruct us to provide you with any personal information we hold about you, called a data subject access request. We will meet this request within the statutory 40 days unless the request is prohibitively complex.
3.3 It is important that the data we hold on you is accurate. If you believe that we have incomplete or inaccurate data about you, or your organisation, you may request to have this corrected by us. We may need to verify the accuracy of any new data you provide us.
3.4 You have the right to lodge a complaint with a supervisory authority responsible for data protection.
3.5 If you are unhappy with our management of your data, you have the right to request the deletion of your personal data without undue delay.
A cookie consists of information sent by a web server to a web browser and stored by the browser. The information is then sent back to the server each time the browser requests a page from the server. This enables the web server to identify and track the web browser.
•‘session’ cookies are used to keep track of you whilst you navigate the website.
•‘persistent’ cookies are used to enable our website to recognise you when you visit.
Session cookies will be deleted from your computer when you close your browser. Persistent cookies will remain stored on your computer until deleted, or until they reach a specified expiry date.
5.International data transfers
Your information will not be transferred to any country outside the European Economic Area (EEA) without adequate safeguards in place.
6.Security of your personal data
We will take reasonable technical and organisational precautions to prevent the loss, misuse or alteration of your personal information and will store all personal data on secure (password- and firewall- protected) servers. All electronic transactions you make to or receive from us will be encrypted using SSL technology. Of course, data transmission over the internet is inherently insecure, and we cannot guarantee the security of data sent over the internet.
7. Retention of personal data
We will only ever retain your personal data for as long as it is necessary to fulfil the purposes we collected it for. This includes legal, accounting, reporting or regulatory requirements. When we determine an appropriate retention period, we take into consideration the volume, nature and sensitivity of personal data being collected. We also assess the potential risk of harm from unauthorised use or disclosure of your personal data. At the minimum, your personal data will be retained throughout your Membership term. At the maximum, we will no longer retain your personal data two (2) years after your Membership has terminated.
7.Third party websites links
Our website contains links to other websites. We are not responsible for the privacy policies or practices of third party websites.