(Date of last modification: 9 February 2021)

This Privacy Policy sets out how Brightspace Events Ltd. (“we”, “our”, “us”) uses, stores and protects your information in connection with our business. We are an event management and consultancy company and use your personal data for the purposes of providing you event management and travel services. We will not sell or lease your personal information to third parties unless we have your permission or are required by law to do so.

We are registered in England & Wales under company number 09845624 and address 296 Billing Road East, Northampton, Northants, NN3 3LJ, United Kingdom.

Introduction

This is a notice to inform you of our policy about all information that we record about you. We are committed to protecting the privacy of all our clients, prospects and users of our website. Please note that all data thus captured will be used and held in accordance with the requirements of UK national laws under the DPA (Data Protection Act) 2018 and the UK General Data Protection Regulation (UK GDPR) for domestic data. We will take appropriate consideration for the EU GDPR where we process personal data and offer goods and services to, or monitor the behaviour of, EU residents.

If you are unhappy with the way we are using your personal information please do contact us at hello@brightspaceevents.co.uk. Alternatively, you can complain to the UK Information Commissioner’s Office (ICO) or your supervisory authority within the EU such as your local data protection regulator. We would, however, appreciate the chance to deal with your concerns before you approach the ICO or local data protection regulator, so please contact us in the first instance.

Collection of personal information

Personal data, or personal information, means any information about an individual from which that person can be identified. We may collect, use, store or transfer different kinds of personal data about you, which we have grouped together as follows:

• Identity Data includes first name, last name
• Contact Data includes email address and telephone numbers
• Travel and Delegate Data includes data collected to provide you with event management or travel services. This may include data such as your passport information (for travel) and your dietary requirements (for F&B). Where special category of data is collected, your explicit consent is sought before the data is captured
• Technical Data includes internet protocol (IP) address, your login data, browser type and version
• Marketing and Communications Data includes your preferences in receiving marketing from us and our third parties and your communication preferences

We collect your personal data for the provision of travel, hospitality and meetings and events services, including:

• Registration for attending a meeting or event, be it live, hybrid or virtual
• Hospitality bookings and any related catering requirements
• Assistance in booking flights, applying for visas or other transportation related services
• The management and communication of meetings, events or travel information
• The completion of a survey or feedback form
• We also collect personal data of event and travel suppliers with whom we work to provide services to end clients

In some cases, we collect this information directly from you (e.g., by filling in an online or paper form). In other cases, we may acquire this data from a third party, such as your company or an associated agency that gives us your data for the provision of our services

Use of personal information

We will use your personal information for one or more of the lawful purposes listed below:

• The performance of a contract between us, where we provide our event management or travel services
• Your consent (where we request it)
• Our legitimate interests in the effective delivery of information and services to you
• To satisfy any legal and regulatory obligations to which we are subject or
• Where necessary, to protect your vital interests

Where we refer to ‘legitimate interests’, we include our legitimate business interests in conducting and managing our business and our relationship with you, including the legitimate interest we have in:

• Personalising, enhancing, modifying or otherwise improving the services and/or communications that we provide to you
• To provide you with direct marketing about our products and services unless you have asked to be taken off our mailing lists
• Protecting against fraud and other risks to our business, for example when we collect personal data in the course of carrying out due diligence on our suppliers

If our services are suitable to those under 16, we will ensure we have gained the consent of a parent or guardian before we process such data.

Sharing your personal data

In order to provide event management and travel services to you, we may share your personal data with relevant and selected third parties, such as:

• Travel suppliers like airlines, rail or transfer companies
• Venues and hotels where attendee lists or rooming lists are required
• Card payment companies
• Other event suppliers, such as team building, badging or activity suppliers

Cross border transfers of personal data

The provision of our event and travel related services often means your data has to be sent outside of the UK. Where it is, we always ensure appropriate safeguards are in place before allowing any cross-border data transfers to proceed. This means ensuring that the recipient of your data adheres to the same data standards that we do (through a contract) and an appropriate data transfer safeguard is in place, according to the UK GDPR. Where a transfer cannot be made based on an adequacy decision, Standard Contract Clauses are used.

Data Storage and Retention

We store your personal data on the secure cloud-based systems of our world-class technology providers, including:

• An office suite of applications, including cloud-based file management
• An industry leading event management system
• An industry leading accounting package

We only retain 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. In most cases, we do not need to keep event attendee data longer than 6 months after the event has finished.

Rights in relation to your information

You may have certain rights under data protection law in relation to the personal information we hold about you. These include the following;

• Right to access your personal data
• Right to rectify your personal data if it is incorrect
• Right erase of your personal data from our systems
• Object to processing of your personal data
• Right to restrict processing your personal data
• Right to transfer of your personal data to a third party in a standard format
• Right to withdraw your consent from processing your data (e.g., unsubscribe to a mailing list)

If you would like to exercise these rights or understand how these rights apply to you, please contact us by sending an email hello@brightspaceevents.co.uk. We may charge for a request to access your information, if permitted by applicable law.

Cookie Policy

Cookies are text files containing small amounts of information that may be placee on your device when you visit websites. Websites use various types of cookies to fulfil many functions. Some cookies may be temporary and stay on your device for the duration of your browsing session only – so once you close your browser, the cookies will be deleted (Session cookies). Some cookies may be more permanent (Or semi-permanent) in order to remember your preferences in future, unless you choose to delete them (Persistent cookies). Cookies may be placed on the website by the operator of the website (First party cookies) or by other parties setting cookies through the website (Third party cookies).

How to Manage Cookies

When you first visited this page, you had to confirm a cookies banner – once confirmed you will not see it again for 30 days. If you want to change the setting, you can clear cookies on your web browser. Alternatively, if you do not wish for cookies to be installed on your devise, you can change the setting on your browser or device to reject cookies. For more information about how to reject cookies using your internet browser settings please visit www.aboutcookies.org 

Changes

The Brightspace Events may change this policy from time to time by updating this page.

Contact

If you have any questions about our privacy policy or information we hold about you, please contact us by email or by writing.

Full name of legal entity: Brightspace Events Ltd.

Contact Email address: hello@brightspaceevents.co.uk

Registered address: 296 Billing Rd East, Northampton, Northants, NN3 3LJ, United Kingdom

Lead supervisory authority: The Information Commissioner’s Office (www.ico.org.uk)

EU representative: At the time of writing, our volume of processing EU/EEA citizen’s data is low, so have not appointed an EU representative. Please contact us directly on hello@brightspaceevents.co.uk if you are in the EU/EEA and have any concerns about the data we hold.