We collect, use and are responsible for certain Personal Information about you. When we do so we are subject to data protection laws applicable in the United Kingdom and we are responsible as ‘controller’ of that Personal Information for the purposes of those laws.
It would be helpful to start by explaining some key terms used in this policy:
We, us, our
QD Events Limited, a company registered in Scotland with registered address Scottish Event Campus, Glasgow, Scotland, G3 8YW (registered company number SC241462)
Our data protection officers
Billy McFadyen and Gayle Shepherd
Any information relating to an identified or identifiable individual
Personal information we collect about you
We may collect the following Personal Information about you:
· your name and address details, email address, telephone number and any details you submit in forms
· information about how you use our website.]
This Personal Information is required to inform you about the [products and/or services] we can provide to you.
The provision of the information named above is required from you to enable us to provide our services. We will inform you at the point of collecting information from you whether you are required to provide the information to us.
How your personal information is collected
We collect most of this Personal Information directly from you when you sign up for our email service via our website and apps. However, we may also collect information:
· directly from a third party, e.g. our ticketing providers Eventbrite and Ticketmaster, our website providers 91 Consultancy, our database host Tribalogic, catering partner, merchandise provider and medical services provider. Data will be collected via complimentary tickets, star prize entry forms and promotional vouchers;
· from a third party with your consent, e.g. our ticketing providers Eventbrite and Ticketmaster;
· via CCTV systems.
If you are involved in an incident or accident on the SEC campus, where it has been necessary to provide you with medical services, our medical services provider may provide us with Personal Information concerning your health and medical treatment you receive while on our campus.
How and why we use your Personal Information
Under data protection law, we can only use your Personal Information if we have a proper reason for doing so. In order to use your personal information, we rely on the following legal bases:
· you have given consent to the processing of your personal data for one or more specific purposes;
· processing is necessary for the performance of the services we provide to you;
· processing is necessary to protect the vital interests of the data subject or of another natural person; and
· processing is necessary for the purposes of the provision of health treatment.
We collect and process your personal information:
· to provide information to you about events you have booked to attend;
· to track website usage and improve our website;
· to ensure safety on our campus;
· for direct and digital marketing purposes (in accordance with applicable data protection laws) and
Marketing - Opt In
No Personal Information provided by you will be used for marketing purposes unless you provide consent when completing a booking via Eventbrite or Ticketmaster or when signing up to our email service. If you provide consent then we may at times share your information with relevant third parties (described below).
If we provide a one-off form within our site for use of signing you up to a specific email list/preference then we will provide accurate terms and conditions for sign up at that point. Please read through these before submitting your information.
Marketing - Opt Out
You can unsubscribe from receiving marketing emails from us at any time by following the unsubscribe link on the bottom of the e-mail you receive.
Who we share your Personal Information with
We routinely share Personal Information with:
· companies within the [Scottish Event Campusgroup]
· third parties we use to help deliver our productsand/or servicesto you, e.g. payment service providers;
· other third parties we use to help us run our business, e.g. website hosts;
· third parties approved by you;
· our insurers and brokers.
We only allow our service providers to handle your Personal Information if we are satisfied they take appropriate measures to protect your Personal Information. We also impose contractual obligations on service providers relating to ensure they can only use your Personal Information to provide services to us and to you. We may also share Personal Information with external auditors, e.g. in relation to ISOaccreditation and the audit of our accounts.
We may disclose and exchange information with law enforcement agencies and regulatory bodies to comply with our legal and regulatory obligations.
We may also need to share some Personal Information with other parties, such as potential buyers of some or all of our business or during a re-structuring. Usually, information will be anonymised but this may not always be possible. The recipient of the information will be bound by confidentiality obligations.
We will not share your Personal Information with any other third party.
How long your personal information will be kept
We will keep your Personal Information for as long as is necessary:
· to respond to any questions, complaints or claims made by you or on your behalf;
· to show that we treated you fairly;
· to keep records required by law; and
· to inform you of similar events, offers and promotions (in accordance with applicable data protection laws).
We will not retain your Personal Information for longer than necessary for the purposes set out in this policy. Different retention periods apply for different types of Personal Information. If you would like further details regarding the applicable retention period(s) which apply to your data, please contact us (see our contact information below).
When it is no longer necessary to retain your Personal Information, we will delete or anonymise it.
Transferring your personal information out of the EEA
To deliver services to you, it is sometimes necessary for us to share your Personal Information outside the European Economic Area (EEA), for example:
· with our service providers located outside the EEA;
· if you are based outside the EEA.
Such countries do not have the same data protection laws as the United Kingdom and EEA. Any transfer of your personal information will be subject to appropriate or suitable relevant safeguards. If you would like further information regarding the mechanisms used to comply with data protection laws when transferring your personal information out of the EEA, or to obtain a copy of the safeguards, please contact us (see our contact information below).
You have the following rights, which you can exercise free of charge:
The right to be provided with a copy of your Personal Information (the right of access)
The right to require us to correct any mistakes in your Personal Information
To be forgotten
The right to require us to delete your Personal Information—in certain situations
Restriction of processing
The right to require us to restrict processing of your Personal Information—in certain circumstances, e.g. if you contest the accuracy of the data
The right to receive the Personal Information you provided to us, in a structured, commonly used and machine-readable format and/or transmit that data to a third party—in certain situations
The right to object:
—at any time to your Personal Information being processed for direct marketing (including profiling);
—in certain other situations to our continued processing of your Personal Information, e.g. processing carried out for the purpose of our legitimate interests.
Not to be subject to automated individual decision-making
The right not to be subject to a decision based solely on automated processing (including profiling) that produces legal effects concerning you or similarly significantly affects you
For further information on each of those rights, including the circumstances in which they apply, please contact us or see the Guidance from the UK Information Commissioner’s Office (ICO) on individuals’ rights under the General Data Protection Regulation.
If you would like to exercise any of those rights, please:
· email, call or write to us OR our Data Protection Officer]—see below: ‘How to contact us’; and
· let us have enough information to identify you (e.g. your full name, address and customer or matter reference number);
· let us have proof of your identity and address (a copy of your driving licence or passport and a recent utility or credit card bill); and
· let us know what right you want to exercise and the information to which your request relates.
Keeping your personal information secure
We have appropriate security measures to prevent Personal Information from being accidentally lost, or used or accessed unlawfully. We limit access to your Personal Information to those who have a genuine business need to access it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.
We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.
Nevertheless, the Internet is not completely secure. We encourage you to use caution which includes not sharing your passwords with others.
Only one entry per person per competition is allowed (except where the competition notices states that more than one entry can be submitted) and any entrant who enters more than the permitted maximum will be disqualified.
Competition entries must be made in the manner and by the closing date specified on the competition notice. Failure to do so will disqualify the entry.
Proof of posting or emailing cannot be accepted as proof of delivery. QD Events Ltd cannot accept responsibility for any lost or undelivered entries/posts.
Prize winners will be chosen at random, unless specified otherwise in the Competition Notice from all qualifying entries.
In all matters, the decision of QD Events Ltd shall be final and no correspondence or discussion shall be entered into.
Prize winners will be notified in the manner and within the time specified on the Competition Notice.
Competition winner(s) names may be published on QD Events Ltd websites, appropriate show websites or social media platforms.
Prizes are non-transferable and there is no cash alternative.
Winners may be requested to take part in promotional activity and QD Events Ltd reserves the right to use the names and addresses of winners in any publicity. Winners contact details may be shared with third party providers, eg PR Agency, SEC and prize providers.
Data relating to entrants will be retained by QD Events Ltd for a reasonable period after the competition closes to assist QD Events Ltd to operate competitions in a consistent manner and to deal with any queries on the competition.
The site contains links to other websites and we are not responsible for the privacy practices or the content of such websites or for the privacy policies and practices of other third parties. Please review their policies if you want to find out more.
How to complain
We hope that we or our Data Protection Officers can resolve any query or concern you may raise about our use of your information.
The General Data Protection Regulation also gives you right to lodge a complaint with a supervisory authority, in particular in the European Union (or European Economic Area) state where you work, normally live or where any alleged infringement of data protection laws occurred. The supervisory authority in the UK is the Information Commissioner who may be contacted at https://ico.org.uk/concernsor telephone: 0303 123 1113.
This privacy notice was published on 22 May 2018 and last updated on 22 May 2018.
How to contact us
Our contact details are shown below:
Our contact details
Our Data Protection Officer's contact details
QD Events Limited
Scottish Event Campus
0141 248 3000