Topics

• What data do we collect?
• How do we collect your data?
• How will we use your data?
• How do we store your data?
• Marketing
• What are your data protection rights?
• What are cookies?
• How do we use cookies, what types of cookies do we use and how do we manage your cookies?
• Privacy policies of other websites
• Changes to our privacy policy
• How to contact us
• How to contact the appropriate authorities

1.   What data do we collect?

Warwick Events collects the following data:

Essential data for client management:

• Personal identification information (First name, last name, email address, phone / mobile number)
• Bank details including account and sort code, expiry date
• Work address

Participant data that can include:

• Personal identification information (Name, email address, phone / mobile number, avatar image)
• Work address
• Home address
• Next of kin / emergency details
• Dietary and / or medical conditions we need to be aware of
• Access details
• Job title and location
• Date of birth
• Passport information
• Driving licence information
• Car registration number
• Photographs and videos

2.   How do we collect your data?

Data provided directly by you that we collect and process when you:

• Register online or place an order for any of our products or services.
• Voluntarily complete a customer survey or provide feedback on any of our message boards or via email.
• Use or view our website via your browser’s cookies.
• Access our secure portal on Xero
• Access file sharing such as through WeTransfer, Google Docs, Dropbox

Warwick Events may also receive your data indirectly from the following sources:

• Through clients, for example providing us with a guest list
• Through supplier partners, for example passing on details in their supply chain

3.   How will we use your data?

Warwick Events collects your data so that we can:

• Process your order and manage your event
• Process invoices and payments
• Send out event collateral
• Stay in touch with relevant marketing e.g. newsletters, Christmas cards

Warwick Events will not share your data with any of our partner companies (for the purpose of sharing offers on their products and services) without getting specific permission from you.

When Warwick Events processes your order, it may send your data to, and also use the resulting information from, credit reference agencies to prevent fraudulent purchases.

4.   How do we store your data?

Warwick Events securely stores your data with Microsoft, Xero and Airtable.

We will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements.

Warwick Events will only keep participant data, as outlined above at section 1, for the duration of the event and for a period of four weeks after the completion of the event. Once this time period has expired, we will delete your data from all devices including laptops, iPads, iPhones etc.  Data will be deleted from all email accounts from inbox, sent items and the recycle bin.  We have a process that logs the date / time of deletions including brief details of deleted content.

As per our Terms and Conditions with Clients, we record our own footage and use our own stills photographer(s) at events and we have the exclusive right to use such footage and photography in advertising in all mediums for our business purposes.

5.   Marketing

Please note, all information that you provide to Warwick Events will be treated as strictly confidential. Moreover, any email addresses provided will be held only by Warwick Events for the use of direct communication, and will not be used for any other purpose, nor shared with any other organisation

If you wish to be removed from this mailing list, please reply to caroline@warwickevents.co.uk to unsubscribe.

6.   What are your data protection rights?

Warwick Events would like to make sure you are fully aware of all of your company data protection rights. Every user is entitled to the following:

• The right to access – You have the right to request Warwick Events for copies of your personal data. We may charge you a small fee for this service.
• The right to rectification – You have the right to request that Warwick Events correct any information you believe is inaccurate. You also have the right to request Warwick Events to complete the information you believe is incomplete.
• The right to erasure – You have the right to request that Warwick Events erase your personal data, under certain conditions.
• The right to restrict processing – You have the right to request that Warwick Events restrict the processing of your personal data, under certain conditions.
• The right to object to processing – You have the right to object to Warwick Events processing of your personal data, under certain conditions.
• The right to data portability – You have the right to request that Warwick Events transfer the data that we have collected to another organisation, or directly to you, under certain conditions.

If you make a request, we have one month to respond to you. If you would like to exercise any of these rights, please contact us:

Email us at: hello@warwickevents.co.uk
Call us: +44 (0) 7458 057 100

Cookies

Cookies are text files placed on your computer to collect standard Internet log information and visitor behaviour information. When you visit our website, we may collect information from you automatically through cookies or similar technology. For further information, visit allaboutcookies.org

7.   How do we use cookies, what types of cookies do we use and how do we manage your cookies?

Warwick Events uses cookies in a range of ways to improve your experience on our website. You can view our full Cookie Policy for information on how we use cookies, how we manage them and the types of cookies we use https://warwickevents.co.uk/cookie-policy-uk/.

8.   Privacy policies of other websites

Warwick Events website contains links to other websites. Our privacy policy applies only to our website; if you click on a link to another website, you should read their privacy policy.

9.   Changes to our privacy policy

Warwick Events keeps its privacy policy under regular review and will update this policy as required. This privacy policy was last updated in August 2022.

10.   How to contact us

If you have any questions about Warwick Events’ privacy policy, the data we hold on you, or you would like to exercise your data protection rights, please do not hesitate to contact us.

Email us at: hello@warwickevents.co.uk
Call us: +44 (0) 7458 057 100

11.   How to contact the appropriate authority

Should you wish to report a complaint or if you feel that Warwick Events has not addressed your concern in a satisfactory manner, you may contact the Information Commissioner’s Office.

Email: https://ico.org.uk/make-a-complaint/
Web address: https://ico.org.uk/make-a-complaint 

Last reviewed: August 2023
Next review date: August 2024
Who is responsible: Caroline Noel
Email: caroline@warwickevents.co.uk