We take your protection of your personal details seriously. This Policy explains when and why we collect personal information, how we use it, the conditions under which we may disclose it to others and how we keep it secure.
We may change this policy from time to time, so please check our Policy occasionally to ensure you are happy with the changes.
If you have any questions regarding this Policy and our privacy practices, please contact us by the following email firstname.lastname@example.org.
Who We Are
EventShaper UK Ltd is a leading Events Operational Management company based in the UK. Our Company No. is 09343605. Our registered address is The Squash Courts, Balcombe Place Stables, Haywards Heath Road, Balcombe, West Sussex, RH17 6AZ.
Who is your Data Handler?
Our Data Handler is Victoria Tierney. You can contact her directly on email@example.com.
What data do you hold?
We only hold data considered to be necessary for the business to function and no additional information outside of this. EventShaper may hold Names, email addresses, business addresses, home addresses, telephone numbers. We may also retain business bank details where it is considered necessary for continued business function. We do not hold personal bank account details outside of the EventShaper employees.
We do not collect bank account details through our website.
Why do you hold it?
We only hold personal data to ensure the smooth running of the events we are managing. This covers people such as contractors, exhibitors and our Clients (show owners).
How will you use my data?
Your data may be used in the following ways:-
- Show Queries – we may contact exhibitors on behalf of the Show Owner (our clients) in relation to show queries. This may be via phone and/or email.
- Contractors – we may contact you in relation to show queries via phone/email.
- Phone/Email Messages – we will use your data to contact you to respond to any queries you have raised with us.
- Exhibitor Lists – we may use personal data in exhibitor lists to contact exhibitors with any queries we may have.
- Key Information – we may use personal data in our Key Information document that is sent out to exhibitors in the lead up to a show. This will largely be contractor information.
- Staff Handbook – we may use personal data in the Staff Handbook for onsite use only.
- Invoices – we may use personal data to send/settle invoices.
- Tax Purposes – we may use personal data to rectify tax returns.
EventShaper will never contact or use an individual’s personal details as outlined above where there is not first considered to be a Legitimate Interest.
Where is my data stored?
Your data is stored on the EventShaper hard drive at our registered address.
Is my data secure?
We have systems in place to ensure that your personal information is treated securely.
Non-sensitive information, such as your email address, are transmitted normally over the internet which cannot be guaranteed to be 100% secure. As such, although we strive to protect your information you transmit to us, you do so at your own risk. Once we receive your information, we have systems in place to protect it, such as password protection of which only employees of EventShaper will have access to.
How long is my data held on to?
We will not hold on to your data for longer than deemed necessary.
EventShaper Database: We will hold on to personal data in our internal database for 5 years. We will periodically check that the information we hold is correct and that individuals are happy for us to continue to hold their data.
Prior to the 5-year term ending we will write to you via email to ask if we can continue to hold on to your data. If we do not hear back from you or you decline our request, we will ensure all your identifiable data is securely removed from our system.
Exhibitor Lists: We will hold any personal data held in this format for 1 year after the show the list refers to. After which it will be securely removed from our system. Any printed format will be shredded immediately after the relevant show.
Key Information: We will hold on to any personal data held in this format for 2 years. After which it will be archived for reference only. Any printed format will be shredded immediately after the relevant show.
Staff Handbook: We will hold on to any personal data held in this format for 2 years. After which it will be archived for reference only. Any printed format will be shredded immediately after the relevant show.
Accounts Information: In line with current HRMC tax rules, we will hold on to relevant personal data for 6 years from the most recent event. After which it will be securely removed from our system.
Who has access to your information?
We will not sell or rent your information to third parties.We will not share your information with third parties for marketing purposes.
Third Party Service Providers working on the Show Organiser behalf:
We may pass your information to their third-party service providers, agents subcontractors and other associated organisations for the purposes of completing tasks and providing services to you on our behalf. However, when we use third party service providers, we disclose only the personal information that is necessary to deliver the service. We have a contract in place that requires them to keep your information secure and not to use it for their own direct marketing purposes. Please be reassured that we will not release your information to third parties beyond EventShaper Network for them to use for their own direct marketing purposes, unless you have requested us to do so, or we are required to do so by law, for example, by a court order or for the purposes of prevention of fraud or other crime.
Will you use my data to market to me?
EventShaper currently do not actively market their services and as such will not contact you for this purpose.
EventShaper do produce a regular newsletter specifically for our Clients and Contractors. We operate an opt-in process for this, holding your agreement on file to be contacted in this manner. We will periodically check that you are happy to continue to be on this list.
You can unsubscribe from our newsletter at any time by sending an email to firstname.lastname@example.org. By doing this we will no longer contact you in this manner.
Can I ask you to not hold my personal information?
Of course. If you would like us to delete all your personal details from our system please put this in writing to email@example.com. Please note that removal from our database will mean that any future query regarding a show will be difficult to deal with.
For HRMC purposes we must maintain records of all transactions made within the business for 6 years.
Can I see the data you have about me?
You have a right to see all data we hold on you. If you would like us to release this to you, please write to us at the following address firstname.lastname@example.org.
Links to other websites
In addition, if you linked to our website from a third-party site, we cannot be responsible for the privacy policies and practices of the owners and operators of that third party site and recommend that you check the policy of that third party site.
Transferring your information outside of Europe
As part of the services offered to you through this website, the information which you provide to us may be transferred to countries outside the European Union (“EU”). By way of example, this may happen if any of our shows are located in a country outside of the EU. These countries may not have similar data protection laws to the UK. By submitting your personal data, you’re agreeing to this transfer, storing or processing. If we transfer your information outside of the EU in this way, we will take steps to ensure that appropriate security measures are taken with the aim of ensuring that your privacy rights continue to be protected as outlined in this Policy.
If you use our services while you are outside the EU, your information may be transferred outside the EU in order to provide you with those services.
Review of this Policy
We keep this Policy under regular review. This Policy was last updated in March 2019.