Privacy Policy

Where we are relying on our legitimate interests you are free to object to that at any time.  In the case of direct marketing activities we will ensure that we cease to market our services to you should you object to our legitimate interests.

Where we are relying on your consent you are free to change your mind and withdraw your consent at any time.

DATA WE COLLECT

The table below gives information on the categories of personal data we process for each of the purposes shown above.

SPECIAL CATEGORY DATA

We do not routinely process any such special category data, however we may occasionally do so (for example when we manage an event you are attending we may ask for any dietary or access requirements which could include data relating to belief or health) and will always ensure we have a lawful basis (normally by asking for your explicit consent) and only retain the information for a very limited period of time.

How Long Do We Keep Your Data For?

Where we are relying on our legitimate interests to process your data then we will keep your personal data until you object to our legitimate interests and we agree with your objection, or until the following default periods have elapsed after our last contact with you. 

We will retain your personal data by default for the following periods:

Do we Ever Share Personal Data?

We will share your data if required to do so by a legitimate law enforcement agency. 

When you submit your personal data online your data is held by our partner who hosts our website.

If you consent to the use of analytics and tracking cookies from our website we will share data with those cookie providers (see below).

If we are communicating with you via email or social media channels we will be sharing your personal data with those email and social media providers.

We also utilise external suppliers to provide business support services.  We always ensure that we have appropriate contracts in place to protect your rights when personal data are processed on our behalf by these third parties.  Please see the “Where Do We Process Data” section for more information.

We also share data between our UK, USA and Finland based companies to enable us to deliver our services.

How Do We Keep Your Data Secure?

We take sensible steps to keep your data secure:

• All data sent between your browser and our website is encrypted in transit,

• Our website is hosted in the UK, however, personal data will be stored in the USA with appropriate protections (see “Where Do We Process Data” below),

• We maintain appropriate records of processing activities which record any data processors we use and we ensure that appropriate contracts are in place to protect your rights, that the processors take appropriate security measures to safeguard your data, and that any international transfers are done correctly under UK data protection laws,

• Our employees are all subject to an obligation of confidentiality, and receive training on data protection matters,

• We ensure multi-factor authentication is enabled where available on any business support systems we use.

YOUR RIGHTS

You have a number of rights relating to the processing of your data, if you would like to use them or have any questions then please contact us.

We won’t charge you for doing any of the following, however we may make a charge in the case of frequent repeat or unfounded requests:

• Awareness: You have the right to be fully informed about why and how we process your information. This privacy notice is intended to meet that requirement, but please do contact us if you have any questions,

• Access: You have the right to a copy of the data we hold about you

• Rectification: If you think some of the data we hold is wrong then you have the right to ask us to correct it

• Erasure: You have the right to ask us to delete the data we hold about you, however, we will need to retain the data in accordance with the data retention requirements shown below,

• Restriction: You have the right to ask us to restrict the processing of personal data whilst we check its accuracy, if you think the processing is unlawful, if you believe we no longer need to process the data but you need us to store it due to pending legal claims, or when you object to our processing based upon our legitimate interests and we are assessing the validity of that,

• Object: Where we are processing your personal data based upon our legitimate interests you have the right to object to that. If your objection is valid (for instance in the case of any direct marketing activity) then we will stop processing your personal data for that purpose,

• Data portability: You can request a copy of your data in a digital format which you can then supply to another provider when we are processing your personal data under the lawful basis of performing a contract with you or because we have your consent,

• Automated decisions and profiling: You have the right, in certain circumstances, not to be subject to decisions based on automated processing (including profiling) if it has a significant or legal impact on you. This doesn’t apply if the processing is necessary to fulfil a contract with you, or if you have given us your consent to do so. We do not currently use any technology to make automated decisions about you.

COOKIES – HOW DO WE USE COOKIES ON OUR WEBSITE

We utilise cookies on our website.  Some are required for our site to work, these are known as essential cookies, and we also use others for analytics and marketing purposes.

We will ask for your consent to use any cookies which aren’t essential, and we won’t deploy any non-essential cookies without your consent.

These are cookies we use: