This notice explains how information about you is used. References to ‘you’ means the person completing this form and any third parties for whom you supply information.
The information we gather
SJ Event Consultancy Limited gathers certain information about you. For the purposes of an event, information about you may also be sent to our suppliers which include, but is not limited to, airlines, hotels, partner agencies and transfer companies.
In this notice, references to ‘we’ or ‘us’ means SJ Event Consultancy Limited.
Information that we gather about you may include without limitation your name, contact details, title, nationality, job title, full passport information, insurance details, contact details for a third party in the event of an emergency, medical information and any other relevant information to the provision of an event or related services. The provision of information by you is entirely voluntary but withholding required information for an event may prevent you from registering for an event.
We may also obtain information about you from third parties, such as our clients, your colleagues or employers.
Photographs may be taken at our events.
We do not store any debit or credit card details. When any card payment is made to us, we enter your details directly into a Sagepay virtual terminal.
Information about third parties
Information we process as described in this notice may also include information about third parties such as your partner or children and colleagues whose details you supply to us.
Systems used to process data
We gather information directly from you and via our website, registration forms and other technical systems. These may include, for example:
- Event specific registration sites hosted on the internet
- Email and instant messaging systems
- Telephones, voicemail, mobile phone records
- Paper registration forms which may be emailed or posted to us
Some limited personal data may be collected from monitoring devices and systems such as badge scanners.
Duration for storing data
We will store data for accounting purposes for 7 years following an event. This includes your name, company and travel companion as well as any information on invoices sent to you.
We will store data for insurance purposes for 3 years following an event. This includes insurance details, medical information, details of any accidents or illness during the event.
We will store all information given to us until all payments and accounts relating to the group have been finalised and settled. However, we will delete any passport details within two weeks of the end of an event if the payments and accounts are not settled.
We do not store any debit or credit card details. When any card payment is made to us, we enter your details directly into a virtual terminal.
When you use our website, we may gather information about you through Internet access logs, cookies and other technical means. ‘Cookies’ are text files placed on your computer to collect Internet log information and user behaviour information. These are used to track website usage and monitor website activity and for other data processing reasons set out below.
Some of the cookies we use are essential for parts of the site to operate and have already been set. You may delete and block all cookies from this site, but parts of the site may not work. To find out more about the cookies we use and how to delete them, please contact Georgina Watson on 0116 230 2040.
Reasons for processing
We process information about you for the following reasons:
- Booking event elements for you including, but not limited to, flights, hotels, transfers, excursions, sports tickets, holiday packages
- Compliance with legal, regulatory and corporate governance obligations and good practice for both UK and worldwide rules and regulations
- Gathering information as part of investigations by regulatory bodies or in connection with legal proceedings or requests
- Ensuring business policies are adhered to (such as providing an airline with your passport information)
- Operational reasons, such as recording transactions, training and quality control
- Preventing unauthorised access and modifications to systems
- Marketing our business
- Host mailing, providing customer services
- Checking references
- Ensuring safe working practices, monitoring and managing staff access to systems and facilities and staff absences
- Staff administration and assessments, monitoring staff conduct, disciplinary matters
Disclosures and exchange information
We may disclose and exchange information with our service providers, representatives and agents and our clients (if you are attending their event) as well as with law enforcement agencies and regulatory bodies for the above reasons.
Information may be held at our offices, service providers, representatives and agents as described above. Information may be transferred internationally to other countries around the world, including those without data protection laws equivalent to those in the UK and EU, for the reasons described above. We have security measures in place to seek to ensure that there is appropriate security for information we hold including those measures detailed in our security and data protection policy which can be obtained by contacting email@example.com
Sending data – we have security measures in place to seek to ensure that there is appropriate security for information we send to service providers, representatives and agents and data will only be sent via a secure method such as, but not limited to, wetransfer, dropbox and Googledrive.
We do not knowingly collect personal data relating to children under the age of 16. If you are a parent or guardian of a child under the age of 16 and think that we may have information relating to that child, please contact us at SJ Event Consultancy Ltd, North Wing, Swithland Hall, Swithland, Loughborough, LE12 8TJ or firstname.lastname@example.org We will ask you to prove your relationship to the child but if you do so you may (subject to applicable law) request access to and deletion of that child’s personal data.
Sensitive personal data
You may also supply us with sensitive personal data relating to your racial or ethnic origin, political opinions, religious or similar beliefs, trade union membership, physical or mental health, or criminal record which is gathered for the following purposes: eg dietary requirements for meals during an event, assessing suitability for activities during an event, dealing with an emergency situation during an event, administering our health insurance scheme, equal opportunities monitoring, etc.
We will usually only collect and record sensitive personal data with your prior consent. However, occasionally we may do so without consent where required or permitted to do so by applicable law (e.g. to comply with diversity reporting requirements).
Please contact Georgina Watson email@example.com if you would like to correct or request (in accordance with applicable law) information that we hold relating to you or if you have any questions in relation to the above. Any subject access requests (SARs) must be actioned within 30 days. We may charge a small fee for providing personal data about you as permitted by applicable law.