Quadrant Events Limited understands that your privacy is important to you and that you care about how your personal data is used. We respect and value the privacy of all of our customers and will only collect and use personal data in ways that are described here, and in a way that is consistent with our obligations and your rights under the law.
Who we are
- Quadrant Events Limited.
- Registered address: 12 Longwall Avenue, Nottingham, NG2 1NA
- Registered in England under company number 8022349
- VAT number: GB 132 6634 27
- Data Protection Enquiries: [email protected]
Information
This Privacy Information explains how we use your personal data: how it is collected, how it is held, and how it is processed. It also explains your rights under the law relating to your personal data.
Personal Data
Personal data is defined by the General Data Protection Regulation (EU Regulation 2016/679) (the “GDPR”) as ‘any information relating to an identifiable person who can be directly or indirectly identified by reference to an identifier’.
Personal data is, in simpler terms, any information about you that enables you to be identified. Personal data covers obvious information such as your name and contact details, but it also covers less obvious information such as identification numbers, electronic location data, and other online identifiers.
Your Rights
Under the GDPR, you have the following rights, which we will always work to uphold:
a) The right to be informed about our collection and use of your personal data. This Privacy Notice should tell you everything you need to know, but you can always contact us to find out more.
b) The right to access the personal data we hold about you.
c) The right to have your personal data rectified if any of your personal data held by us is inaccurate or incomplete.
d) The right to be forgotten, i.e. the right to ask us to delete or otherwise dispose of any of your personal data that we have.
e) The right to restrict (i.e. prevent) the processing of your personal data.
f) The right to object to us using your personal data for a specific purpose or purposes.
g) The right to data portability. This means that if you have provided personal data to us directly, we are using it with your consent or for the performance of a contract and that data is processed using automated means, you can ask us for a copy of that personal data to re-use with another service or business in many cases.
h) Rights relating to automated decision-making and profiling. We do not use your personal data in this way
If you have any cause for complaint about our use of your personal data, you have the right to lodge a complaint with the Information Commissioner’s Office.
Personal Data We May Collect
We may collect part or all of the following personal data (depending your relationship with us)
- Full Name;
- Job Title;
- Business Name;
- Business Address;
- Business Email address;
- Business Telephone number;
- Payment Details;
- Social Media Profiles.
- Event Attendance Preferences
How We Use Your Personal Data
Under the GDPR we must always have a lawful basis for using personal data. This may be because the data is necessary for our performance of a contract with you, because you have consented to our use of your personal data, or because it is in our legitimate business interests to use it. Your personal data may be used for one or more of the following purposes:
- Providing and managing your account.
- Supplying products and/or services to you. Your personal details are required for us to enter into a contract with you.
- Communicating with you. This may include responding to emails or calls from you.
- Supplying you with information by email and/or post that you have opted-in to receive. You may unsubscribe or opt-out at any time.
With your permission or where permitted by law, we may also use your personal data for marketing purposes, which may include contacting you by email, telephone or post with information, news, and offers on our products and services. You will not be sent any unlawful marketing or spam. We will always work to fully protect your rights and comply with our obligations under the GDPR and the Privacy and Electronic Communications (EC Directive) Regulations 2003, and you will always have the opportunity to opt-out.
Storing Your Personal Data
We will only keep your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.
At the end of that retention period, your data will either be deleted or anonymised (so that it can no longer be associated with you) for research or statistical purposes.
To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.
By law we have to keep basic information about our customers (including Contact, Identity, Financial and Transaction Data) for six years after ceasing to be a customer, for tax purposes. In some circumstances you can ask us to delete your data: see ‘Your rights’ below for further information. We may anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes, in which case we may use this information indefinitely without further notice to you.
We will store transactions, payment (this does not include payment card data) and order data for up to 7 years, or for as long as required by UK financial authorities and company regulations.
We will store employee contact and pensions data for up to 75 years, or for as long as required by UK financial authorities and company regulations.
Sharing Your Personal Data
We will not share any of your personal data with any third parties for any purposes, unless your personal data is to be held within third party services that are included within a contract we have with you, and we have made it expressly clear where this data will be held.
In some limited circumstances, we may be legally required to share certain personal data, which might include yours, if we are involved in legal proceedings or complying with legal obligations, a court order, or the instructions of a government authority.
Accessing Your Personal Data
If you want to know what personal data we have about you, you can ask us for details of that personal data and for a copy of it (where any such personal data is held). This is known as a “subject access request”.
All subject access requests should be made in writing and sent to the email at the head of this notice.
There is not normally any charge for a subject access request. If your request is ‘manifestly unfounded or excessive (for example, if you make repetitive requests) a fee may be charged to cover our administrative costs in responding.
We will respond to your subject access request within one month of receiving it. Normally, we aim to provide a complete response, including a copy of your personal data within that time. In some cases, however, particularly if your request is more complex, more time may be required up to a maximum of three months from the date we receive your request. You will be kept fully informed of our progress.
Delegate management & Event Platform Systems
All data storage resides within the UK or EU. We keep the data for the duration of the service.
All delegate management data backups are encrypted. Post-event backups are stored for a maximum of 30 days (unless otherwise requested in writing).
A comprehensive privacy policy for Event Platform Systems is available on request from your Quadrant Event Manager.
Cookies
This element of our privacy policy applies to our websites and sub-domains (“websites”).
A cookie is a small file which asks permission to be placed on your computer’s hard drive. Once you agree, the file is added and the cookie helps analyse web traffic or lets you know when you visit a particular site. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.
We use traffic log cookies to identify which pages are being used. This helps us analyse data about web page traffic and improve our websites in order to tailor it to meet our customer needs and create the best experience possible. We only use this information for statistical analysis purposes.
We use cookies and similar technologies to recognise you, your browser and your device. We also allow selected third-parties to use cookies, pixels and ad tags while you are browsing our websites. These collect information about your browsing habits and usage and allow us to understand website usage to better improve the websites and user experience on our websites.
Information may be collected via forms on our websites for the purposes of making an enquiry, submitting your details and/or CV, account access or other purpose stated on the particular form.
Our websites may contains links to and from other third-party websites, plug-ins and applications; including suppliers, partners and affiliates. This privacy policy only applies to our websites so when you follow a link to another website you should read and consider their own privacy policy. We do not accept any responsibility or liability for these policies.
There are four main types of cookies and technology. Here’s how and why we use them:
Strictly necessary cookies
These are cookies that are required for the operation of our websites. Without these cookies, you will not be able to use some functionality on our website, such as signing into your account.
Performance cookies
These cookies collect information about how you use our websites and help us improve the way our websites work by making it easier for you to navigate to and locate various information or complete various tasks.
Functionality cookies
These cookies allow us to identify whether you are logged into your account and to remember choices you make and your preferences, in order to improve your experience of our websites.
Advertising cookies and pixels
Our selected partners place third-party cookies, pixels and ad tags onto our websites on our behalf. These cookies record your visit to our website, the pages you have visited and the links you have followed. We use this information to make our website, and the content displayed on it, more relevant to you. They are also used to measure the effectiveness of our digital campaigns. We may share this analytics information with third-parties for these purposes. You can opt-out of these cookies and still continue to use the website. More information about these types of cookies and opt-out information can be found below in ‘Managing your cookies’.
Below is a list of our main partners that may place cookies or other similar technology on your browser or device when visiting our website:
- GOOGLE ANALYTICS – Google Analytics is a web analytics platform that allows your interactions with the website to be measured. The cookies are used to identify you.
- WORD PRESS – Word Press is a content management system that allows your interactions with the website to be measured. Only essential for logged-in users and are set for both logged-in users and guests.
Managing your cookies
You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser settings to decline cookies if you prefer.
For more information about cookies, go to www.allaboutcookies.org
If you’d prefer to restrict, block or delete cookies from our websites, you can do so in your browser settings. If you choose to disable cookies, then please note that this may limit the way you use our websites. For example, you may have to re-enter information that would have ordinarily been stored as a cookie.
Changes to this Privacy Notice
We may change this Privacy Notice from time to time. This may be necessary, for example, if the law changes, or if we change our business in a way that affects personal data protection.