Privacy Policy

We take your privacy very seriously. Please read this privacy policy carefully as it contains important information on who we are and how and why we collect, store, use and share your personal data. It also explains your rights in relation to your personal data and how to contact us or supervisory authorities in the event you have a complaint.


We collect, use and are responsible for certain personal data about you. When we do so we are subject to the UK General Data Protection Regulation (UK GDPR). We are also subject to the EU General Data Protection Regulation (EU GDPR) in relation to goods and services we offer in the European Economic Area (EEA).


KEY TERMS

We, us, our demoMedia Digital Limited, a UK company with company number 07710888, you may also know us by the name of our platform “Eventogy”.
Personal data Any information relating to an identified or identifiable individual.
Special category personal data Personal data revealing racial or ethnic origin, political opinions, religious beliefs, philosophical beliefs or trade union membership.
Genetic and biometric data (when processed to uniquely identify an individual).
Data concerning health, sex life or sexual orientation.
Information about criminal convictions and offences.
Data subject The individual who the personal data relates to.


PERSONAL DATA WE COLLECT ABOUT YOU

If you are one of our clients, we may collect and use the following personal data about you:

  • your name and contact information, including email address and telephone number and company details and your job title;
  • information about how you use our services, website, IT, communication and other systems;
  • your responses to surveys, competitions and promotions.

We do not collect any special category personal data about you.


If you are using the Eventogy platform at the request of one of our clients, the Eventogy platform may collect the following personal data about you:

  • your name and contact information, including email address and telephone number and company details and your job title;
  • information to check and verify your identity such as your date of birth;
  • your gender;
  • location data;
  • government identifiers such as your passport details;
  • your dietary requirements;
  • details about your travel itinerary and accommodation;
  • your personal or professional interests;
  • information about how you use our services, website, IT, communication and other systems; and
  • your responses to surveys.

Our clients are requested not to collect any special category personal data about you. However, please note our clients may choose to collect other forms of personal data from you within the Eventogy platform that are not listed here, and you should review the respective client’s privacy policy and satisfy yourself that they will protect your personal data.


We collect and use this personal data to provide products and services to you. If you do not provide personal data we ask for, it may delay or prevent us from providing products services to you. In this case, we may have to cancel a service, but we will notify you if this is the case at the time.


We also collect, use and share aggregated data such as statistical or demographic data for any purpose. Aggregated data could be derived from your personal data but is not considered personal data in law as this data will not directly or indirectly reveal your identity. However, if we combine or connect aggregated data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this privacy policy.


HOW YOUR PERSONAL DATA IS COLLECTED

We collect most of this personal data directly from you in person, by telephone or email and/or via our website. This includes personal data you provide when you:

  • apply for our products and/or services;
  • enter your personal information into the Eventogy platform;
  • subscribe to our publications;
  • request marketing to be sent to you;
  • enter a competition, promotion or survey;
  • give us feedback or contact us.

However, we may also collect information:

  • from publicly accessible sources based inside the UK such as Companies House;
  • directly from a third party who could be based inside or outside of the UK or the EEA such as:
    • analytics providers such as Google;
    • advertising networks such as Google, Facebook or LinkedIn;
    • search information providers such as Google; and
    • credit reference agencies;
  • from a third party with your consent such as your bank;
  • from cookies, server logs and other similar technologies on our website; for more information on our use of cookies, please see our cookie policy https://www.eventogy.com/cookie-policy.

HOW AND WHY WE USE YOUR PERSONAL DATA

Under data protection law, we can only use your personal data if we have a proper reason such as:

  • where you have given consent;
  • to comply with our legal and regulatory obligations;
  • for the performance of a contract we are about to enter into or have entered into with you or to take steps at your request before entering into a contract; or
  • for our legitimate interests or those of a third party.

A legitimate interest is when we have a business or commercial reason to use your information, so long as this is not overridden by your own rights and interests. We will carry out an assessment when relying on legitimate interests, to balance our interests against your own.


The table below explains what we use your personal data for and why.

What we use your personal data for Our reasons for using your personal data
Providing products and or services to you. To perform our contract with you or to take steps at your request before entering into a contract.
To perform our contract with our clients.
Preventing and detecting fraud against you or us. For our legitimate interests or those of a third party, i.e., to minimise fraud that could be damaging for you and/or us.
Activities necessary to comply with professional, legal and regulatory obligations that apply to our business such as under health and safety law. To comply with our legal and regulatory obligations.
Operational reasons, such as improving efficiency, training and quality control. For our legitimate interests or those of a third party, i.e., to be as efficient as we can so we can deliver the best service to you at the best price.
Ensuring the confidentiality of commercially sensitive information. For our legitimate interests or those of a third party, i.e., to protect trade secrets and other commercially valuable information.
To comply with our legal and regulatory obligations.
Statistical analysis to help us manage our business such as in relation to our financial performance, customer base, product range or other efficiency measures. For our legitimate interests or those of a third party, i.e., to be as efficient as we can so we can deliver the best service to you at the best price.
Preventing unauthorised access and modifications to systems. For our legitimate interests or those of a third party, i.e., to prevent and detect criminal activity that could be damaging for you and/or us.
To comply with our legal and regulatory obligations.
Updating and enhancing customer records. To perform our contract with you or our clients or to take steps at your request before entering into a contract.
To comply with our legal and regulatory obligations.
For our legitimate interests or those of a third party such as making sure that we can keep in touch with our customers about existing orders and new products.
Marketing our services to:
  • existing and former customers;
  • third parties who have previously expressed an interest in our services;
  • third parties with whom we have had no previous dealings.
For our legitimate interests or those of a third party, i.e., to promote our business to existing and former customers.
External audits and quality checks such as for ISO and the audit of our accounts. For our legitimate interests or a those of a third party, i.e., to maintain our accreditations so we can demonstrate we operate at the highest standards.
To comply with our legal and regulatory obligations.


MARKETING

We may use your personal data to send you updates (by email, text message, telephone or post) about our products and/or services, including exclusive offers, promotions or new products and/or services.


We have a legitimate interest in using your personal data for marketing purposes (see above ‘How and why we use your personal data’). This means we do not usually need your consent to send you marketing information. However, where consent is needed, we will ask for this separately and clearly.


You have the right to opt out of receiving marketing communications at any time by contacting us at info@eventogy.com or using the ‘unsubscribe’ link in our marketing emails.


We may ask you to confirm or update your marketing preferences if you ask us to provide further products and/or services in the future, or if there are changes in the law, regulation, or the structure of our business.


We will always treat your personal data with the utmost respect and never sell or share it with other organisations for marketing purposes.


WHO WE SHARE YOUR PERSONAL DATA WITH

We will keep your personal data while you have an account with us or we are providing products and/or services to you. Thereafter, we will keep your personal data for as long as is necessary:

  • to respond to any questions, complaints or claims made by you or on your behalf;
  • to show that we treated you fairly;
  • to keep records required by law.

We will not keep your personal data for longer than necessary. Different retention periods apply for different types of personal data.


We request that our clients delete personal data from the Eventogy platform no later than 6 months after the end of the respective event, but this is in their control and not ours.


When it is no longer necessary to keep your personal data, we will delete or anonymise it.


TRANSFERRING YOUR PERSONAL DATA OUT OF THE UK AND EEA

Whilst all of our servers are located in the UK, to deliver services to you, it is sometimes necessary for us to share your personal data outside the UK/EEA such as:

  • if you are based outside the UK/EEA;
  • where there is a European and/or international dimension to the services we are providing to you.

Under data protection law, we can only transfer your personal data to a country or international organisation outside the UK/EEA where:

  • the UK government or, where the EU GDPR applies, the European Commission has decided the particular country or international organisation ensures an adequate level of protection of personal data (known as an ‘adequacy decision’);
  • there are appropriate safeguards in place, together with enforceable rights and effective legal remedies for data subjects; or
  • a specific exception applies under data protection law.

Where there is no adequacy decision, we may transfer your personal data to another country or international organisation if we are satisfied the transfer complies with data protection law, appropriate safeguards are in place, and enforceable rights and effective legal remedies are available for data subjects. The safeguards will usually include using legally-approved standard data protection contract clauses.


YOUR RIGHTS

You have the following rights, which you can exercise free of charge:

Access The right to be provided with a copy of your personal data.
Rectification The right to require us to correct any mistakes in your personal data.
Erasure (also known as the right to be forgotten) The right to require us to delete your personal data in certain situations.
Restriction of processing The right to require us to restrict processing of your personal data in certain circumstances, e.g., if you contest the accuracy of the data.
Data portability The right to receive the personal data you provided to us, in a structured, commonly used and machine-readable format and/or transmit that data to a third party in certain situations.
To object The right to object:
  • at any time to your personal data being processed for direct marketing (including profiling);
  • in certain other situations to our continued processing of your personal data such as processing carried out for the purpose of our legitimate interests.
Not to be subject to automated individual decision making The right not to be subject to a decision based solely on automated processing (including profiling) that produces legal effects concerning you or similarly significantly affects you.

For further information on each of those rights, including the circumstances in which they apply, please contact us (see ‘How to contact us’ below).


If you would like to exercise any of those rights, please:

  • email, call or write to us—see below: ‘How to contact us’;
  • provide enough information to identify yourself such as your full name and address and any additional identity information we may reasonably request from you; and
  • let us know what right you want to exercise and the information to which your request relates.

KEEPING YOUR PERSONAL DATA SECURE

We have appropriate security measures to prevent personal data from being accidentally lost or used or accessed unlawfully. We limit access to your personal data to those who have a genuine business need to access it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality. We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.


HOW TO COMPLAIN

Please contact us if you have any query or concern about our use of your information (see below ‘How to contact us’). We hope we will be able to resolve any issues you may have.


You also have the right to lodge a complaint with the Information Commissioner (www.ico.org.uk) or any relevant European data protection supervisory authority if the products and/or services were provided to you in the EEA.


THIRD-PARTY LINKS

This website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy policy of every website you visit.


HOW TO CONTACT US

You can contact us by post, email or telephone if you have any questions about this privacy policy or the information we hold about you, to exercise a right under data protection law or to make a complaint. Our contact details are shown below:

116 Record Hall
16 Baldwin Gardens
London, EC1N 7RJ
United Kingdom

Telephone number: +44 207 608 3000
e-mail address: info@eventogy.com


CHANGES TO THIS PRIVACY POLICY

We keep our privacy policy under regular review. This privacy policy was last updated on 01/04/21. We may change this privacy notice from time to time, when we do so we will inform you via e-mail and we will post a new version to this website.

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