PRIVACY POLICY
INTRODUCTION
AYM Events Limited is committed to protecting your personal information. Our privacy policy explains when and why we collect your personal information, how we use it, how we keep it secure and what choices you have about your personal data.
What information we collect about you
How we will use the information about you
Lawful basis of processing your data
Access to your information and corrections
Keeping your personal data safe
How long we keep your personal data
WHAT INFORMATION WE COLLECT ABOUT YOU
We collect your data when you:
-
request our services
-
are a current client we are providing services to
-
apply for current or future opportunities with us
-
voluntarily complete customer surveys
-
subscribe to our newsletters
-
provide feedback
-
use our website
-
follow AYM Events Limited social media accounts
-
follow any of our events social media accounts
-
share, like or interact with any AYM Events content online
-
participate in market research
We also collect personal data which is available on public and profession websites such as LinkedIn and Company websites. We may also use third-party services that source data from publicly available sources. Our website usage information is collected using cookies, for more information on cookies and how to manage them please see the cookies section of this policy. The GDPR refers to sensitive personal data as “special categories of personal data”. We do not knowingly collect or process any sensitive personal data. We only collect the information that’s necessary to carry out our business activities, provide you with the service you have requested and to keep in touch about our services, opportunities, as well as sharing insight and marketing information. Here are some examples of information we collect about you when you interact with us.
-
Your job title
-
Your first and last name
-
Your attendance at events
-
Your work history
-
Your work or personal email address
-
Your phone number
-
Your address
-
Your interactions with us
HOW WE WILL USE THE INFORMATION ABOUT YOU
We use your personal data to:
-
carry out our business and provide a service or carry out a contract with you
-
discuss career opportunities with you
-
provide relevant information to you
-
send you relevant industry insights and information on our services
-
enable you to partake in market research e.g. to confirm and check your attendance, to give you access to secure online forums
-
maintain the operation and security of our website and services we provide
-
manage our business, including for accounting and auditing purposes
-
deal with legal disputes
-
prevent fraud
-
comply with our regulatory or legal obligations
LAWFUL BASIS OF PROCESSING YOUR DATA
The GDPR set out the following lawful bases: (a) Consent: the individual has given clear consent for you to process their personal data for a specific purpose. (b) Contract: the processing is necessary for a contract you have with the individual, or because they have asked you to take specific steps before entering into a contract. (c) Legal obligation: the processing is necessary for you to comply with the law (not including contractual obligations). (d) Vital interests: the processing is necessary to protect someone’s life. (e) Public task: the processing is necessary for you to perform a task in the public interest or for your official functions, and the task or function has a clear basis in law. (f) Legitimate interests: the processing is necessary for your legitimate interests or the legitimate interests of a third party unless there is a good reason to protect the individual’s personal data which overrides those legitimate interests.
We will only use your personal information when the law allows us to, for example:
-
to perform our contractual obligations towards you as set out in our contract
-
to pursue our legitimate interests (e.g. conducting our business in an efficient, compliant and profitable manner and the overall promotion of the business), and where your interests and fundamental rights do not override these interests
-
We will also rely on our legitimate interests for the proper administration of our website, and to manage our operations (for example, maintaining appropriate records and databases)
-
To send you industry insights and company news where we have your consent or a legitimate interest to send relevant insight about your industry
-
letting you know when new opportunities open
-
complying with our legal and regulatory obligations
If you have provided us with your individual contact details (for example, your personal email address), we will rely on your consent to send you electronic communications with information about our services, potential opportunities or participation in market research. If we hold your business contact details (for example, your work email address), we will rely on legitimate interests of the business to send you electronic communications such as our trend and industry insight reports or insight newsletters and information about our services, but we will always provide you with an option to opt out from future communications of this kind. For more information on direct mailing please see the ‘direct mailing” section of this policy. Some of the above grounds for processing will overlap and there may be several grounds which justify our use of your personal information. We will only use your personal information for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If we need to use your personal information for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so. Please note that we may process your personal information without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.
DIRECT MAILING
We would like to stay in touch and send you industry insights and information about our services which may be of interest to you. If you have previously consented to receive our Newsletters, you may opt out from receiving these communications any time. If you no longer wish to receive our trend or industry insight reports or insight newsletters or information on our services, you can unsubscribe by Email. Alternatively, you can also click the “unsubscribe” link in any communication that we send to you by email which will automatically unsubscribe you from that type of communication. Please note that you may continue to receive communications which are already en route to you for a short period of time while your relevant unsubscribe request is being processed.
ACCESS TO YOUR INFORMATION AND CORRECTIONS
You have specific rights in relation to the personal information we hold about you. These include your rights to request we:
-
Confirm to you what personal data we may hold about you, if any, and for what purposes.
-
Change the consent which you have provided to us in relation to your personal data
-
Correct any inaccurate or incomplete personal data which we may hold about you
-
Request the transfer of your personal information to another party
-
Stop the processing of your personal data, whilst an objection from you is being resolved
-
Permanently erase all your personal data promptly, and confirm to you that this has been done (there may be reasons why we may be unable to do this)
If you would like a copy of some or all of your personal information, please email or write to us using the details in the ‘how to contact us’ section of this policy.
COOKIES
Cookies are small text files sent to your computer by a website when you visit it. Cookies collect standard internet log information and visitor behaviour information. This information is used to track how people use our website and to compile statistical reports on our website activity. Further information on cookies and how to manage them can be found at www.aboutcookies.org or www.allaboutcookies.org. These websites can show you how set your browser not to accept cookies. In a small number of cases, disabling cookies may cause some of our website features to not function fully as a result.
OTHER WEBSITES
Our website and email communications may contain links to other external websites that are not controlled by us. This privacy policy only applies to this website and our communications. We encourage you to become familiar with the privacy practices of every website you visit and third part service provider that you deal with. You should always exercise caution before clicking any external link and please remember that use of these links is at your own risk and we cannot be held responsible for damages from your use of any links.
THIRD PARTY SERVICE PROVIDERS
We use the following organisations who act as data processors for us:
-
KEAP for marketing communications
-
Sage for financial and invoicing processing activities
-
Google Analytics, Wix, Divi, WordPress for website management and statistics
-
Survey Monkey for customer surveys
-
Stripe for payment processing
-
ICSC for telemarketing, telesales and market research.
INTERNATIONAL DATA TRANSFERS
We may need to transfer your personal data outside the European Economic Area (EEA), for example, if one of our suppliers or group companies is located outside the EEA. We will ensure that any transfer of your data will be subject to appropriate safeguards, such as a European Commission approved contract (if appropriate) that will ensure you have appropriate remedies in the unlikely event of a security breach.
KEEPING YOUR PERSONAL DATA SAFE
We have put in place appropriate security measures to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. These measures include firewalls and encrypted back-ups. In addition, we limit access to your personal information to those employees, contractors and other third parties who have a business need to know. They will only process your personal information on our instructions and they are subject to a duty of confidentiality. Where we keep personal data files on local devices, these devices are protected and accessible only to authorised employees. We have put procedures in place to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so. We regularly review our security systems to ensure that your personal data remains safe and secure.
HOW LONG WE KEEP YOUR PERSONAL DATA
We will only retain your personal information for as long as necessary to fulfil the purposes we collected it for, this includes satisfying any legal, accounting, or reporting requirements. 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 requirements. In some circumstances, we may anonymise your personal information so that it can no longer be associated with you, in which case we may use such information without further notice to you. Once you are no longer our customer, we will retain and securely destroy your personal information in accordance with applicable laws and regulations.
CHANGES TO OUR PRIVACY POLICY
We will update this privacy policy from time to time to reflect changes in our business. All updates will be posted to this web page. Our privacy policy was last updated on 15th May 2018.
HOW TO CONTACT US
Please contact us if you would like to know what information we hold about you or if you have any other queries or complaints in relation to this privacy policy.
Our contact details are:
-
Email us info@aym-events.com
-
write to us at AYM Events Limited, Unit 2, The Old Station House, 1A Trinity Crescent, SW17 7AG. London, UK.
-
call us on 0044 203 239 7519