SCOPE AND CONTACT
With the exception of editorial surveys and surveys issued in connection with our sponsored reports, we manage all surveys and competitions centrally so, if you participate in these surveys or competitions, the data controller of your personal data will be Own Media Group Limited. Editorial surveys and surveys issued in connection with our sponsored research reports are managed by our brands, meaning that, if you participate in these, the data controller will be the relevant brand company, as set out in the list above, who has issued the survey or competition.
If you otherwise contact us or interact with us the data controller of your personal data will be Own Media Group Limited.
WHAT PERSONAL INFORMATION DO WE COLLECT?
You do not have to give us any personal information in order to browse our websites.
However, if you wish to register on our websites, create an account, subscribe to a service, book places at events, request further information, contact us, complete any surveys, enter competitions, or provide content for inclusion on our websites (e.g. artist portfolio, blogs or other online forums) we will collect certain data, including personal data. The data we collect may include:
title, name, address, business phone number(s), email address and gender;
employment details, such as your current role and responsibilities, experience, seniority, salary and education; information about your organisation and the industry that you work in;
areas of interest which you have notified us about, as well as what we can infer from your engagement with our products and services; your CV; your marketing preferences; your newsletter preferences; your job alert preferences; any data recoverable from social networking sites, where permission from you has been obtained; and any other information that you submit to us.
We may receive the above information directly from you or from your colleague or corporate contact who registers for a subscription or event on your behalf.
Please note that not all of the information we request is mandatory to provide you with the service. You are not required to provide any optional information.
Event filming and photography: We may photograph, film, broadcast or record our events in which case we may process information such as your voice, likeness and image if you are identifiable from such photograph, film, broadcast or recording.
Device and browsing data: In addition, we may automatically collect information about any website that you came from or are going to. We also collect information about the pages of our websites which you visit, the links you click on, IP addresses, the type of browser you use and the times you access our websites. Some of this information is aggregated and is not used to identify you, but we also use analytics software on our websites which allows us to link information about your use of our websites back to you, where you have logged into your account. We may observe your use of our websites, whether you open emails we have sent to you and/or events that you attend (where you use the bar coded name badge which we issue) and your activities at those events (such as the exhibitors you interact with). We may infer and derive certain information from these observations such as what additional brands, subscriptions and events you or a user similar to you may be interested in. This information will be used for our own internal and marketing purposes.
HOW WILL YOUR PERSONAL INFORMATION BE USED AND SHARED?
In accordance with data protection legislation, we will only process your personal data where we have a lawful basis for doing so. These bases are: (i) where it is necessary for the performance of a contract we have with you;
(ii) where you have provided your consent;
(iii) where it is necessary for us to comply with a legal obligation that we are subject to;
or (iv) where it is in our (or a third party’s) legitimate interests and such interests are not overridden by your interests or fundamental rights and freedoms.
The personal information we collect allows us to:
provide the products and services you have ordered or signed-up to (necessary for a contract); register you for events and administer those events (including informing the venues where our events are hosted of any dietary or access requirements you may have told us about) (necessary for a contract and necessary to comply with our legal obligations); notify you of key information in relation to your subscription or any events you are attending (necessary for a contract and legitimate interests, of our customers, to ensure they are up to date with necessary information); verify your identity and details of your payment method or credit card amount (where payments are required) (necessary to comply with our legal obligations); administer our websites (such as access controls) and provide customer services (legitimate interests, of us and our customers, to ensure a good quality of service and security); aggregate information about you with other users (legitimate interests, of us, to better understand what services our users will be interested in); meet legal, regulatory and compliance requirements (necessary to comply with our legal obligations); monitor and analyse the use of any account to prevent, investigate and/or report fraud, terrorism, misrepresentation, security incidents or crime (legitimate interests, of us and our users, for security); gather information to form statistical and trend analysis including to monitor user demographic (legitimate interests, of us, so we can better understand those that use our products and services and improve our products, services, events and marketing practices);
monitor your use of our products and services and attendance at events, as well as your responses to targeted direct marketing emails, in order to build up customer profiles (including through use of analytics software) (legitimate interests, of us, to help us identify content and marketing materials which will be of interest to you and other customers like you); monitor interactions at events including what exhibition stands are visited by attendees during events (legitimate interests, of us, to gain insights into our events and to help us better understand how best to run future events); communicate with you including responding to your enquiries (necessary for a contract, or consent);
contact you to seek your feedback (legitimate interests, of us, in helping us improve);
investigate any complaints about our websites, products, services or events (legitimate interests, for us and our customers, to ensure that we maintain high service levels);
personalise your experience of our website, products, services and events, for example, by displaying targeted advertising and content which we believe likely to be relevant and of interest to you (please see below for further details) (legitimate interests, of our advertising partners, so that they can show you the most appropriate adverts); and
provide you with the prize for competitions you enter and win (necessary for a contract) and to comply with regulatory requirements to disclose a competition winner’s name and county (necessary to comply with our legal obligations).
Where we have told you that we will do so (such as during the registration process to our websites/website services and events (as applicable)) we may from time to time contact you by email, SMS, telephone or post about our products and services (including from all our brands within our business) that may be of interest to you (legitimate interests, of us, to promote our products and services, and of our customers, to keep them up to date with promotions, events and subscriptions which may be relevant to their professions and job roles). Further information about such marketing is below.
From the brand with whose website or event you registered: We will also use your personal information to send you business-to-business marketing about products, services and events of the brand with whose website or event you have registered.
From other brands within our business: We may also send you business-to-business marketing about products, services and events of other brands within our business which we think may be of interest to you.
Third party marketing: We may share your registration information (including name, job title and contact details) with third parties for marketing purposes, but we will only do this where you have provided consent for us to do so.
Opting-out: Our customers always have the right to let us know that they no longer want to be contacted for marketing purposes. If at any point you would like to opt-out of receiving such marketing communications from us, or would like to change the channels that we use to contact you, please click on the unsubscribe link at the bottom of any emails you receive, or email us, stating your preferences, at email@example.com.
Other ways in which we use and share your personal information:
Group companies: We may share your personal information with other companies in the Own Media Group for the above purposes (legitimate interests, of us, for internal efficiencies).
Events (including among others conferences, awards and round tables): Where you are attending an event organised by us, we may share your name, job title and company with the other attendees of the event (including making this information available via the event app, on social media sites and in our event guide). Generally we will ask for your consent to share this information, but for some of our events, such as our awards and round table events (and any other events which we inform you of) we rely on legitimate interests to share this information because it is a fundamental part of such events (for example, for table plans and networking purposes). Where you are attending a virtual event, we may use a third party technology service provider to help facilitate this, meaning the information you provide to us may also be shared with them (for the purpose of administering the event).
If you enter one of our awards and are short-listed, your name and organisation details will be included in the award lists and materials used and distributed in relation to the award (legitimate interests, of us and other entrants and attendees of the awards, to allow other entrants and those attending the awards to see who is in the running).
We will share your registration information with the sponsors of our events who may contact you for marketing purposes (legitimate interests, of us, to attract the most appropriate sponsors for the event and of our sponsors, to facilitate business-to-business communications between them and our registrants before, during and after our events). We or our sponsors may contact you ahead of our events to inquire whether you’d like to set up a meeting with our sponsors at the relevant event.
We may make available your job title and company to potential attendees of the following year’s event, as part of marketing and promotion of such event (legitimate interests, of us, to attract the most appropriate delegates for the event).
Event filming and photography: We process your personal data comprised in the film, photograph, broadcast or recording of the event so that we have a record of our events for our own internal purposes such as training (legitimate interests, of us, to train our staff and help us better understand how best to run future events), to create marketing content for our promotion of future events (legitimate interests, of us, to encourage future sponsorship, attendance and awards entries), to supplement editorial content on an event (legitimate interests, of us, to provide fuller and more engaging content). We may also share this with future sponsors (legitimate interests, of us, to show potential sponsors what the event is like and to encourage sponsorship) and existing sponsors and clients (legitimate interests, of us and our sponsors and clients, to share potential marketing material with our sponsors and clients so that they can promote their involvement in the event).
Service providers: We may employ the services of third party service providers, including (but not limited to) technology platforms, to help us in certain areas such as website hosting, maintenance, call centre operation, the operation of events and customer relationship management, including to track our marketing efforts. In some cases the third party may receive your personal data (legitimate interests, of us, for service efficiency and to benefit from third party expertise, and our customers so they experience a good quality of service). However, at all times, we will control and be responsible for the use of your personal data and we will endeavour to ensure that our service providers are bound by contractual obligations to only process your personal data in accordance with our instructions.
Aggregate information: As mentioned above, we may use aggregated information so we can administer and improve our website, analyse trends and gather broad demographic information and detect suspicious or fraudulent transactions. We may pass this information to third parties. In most cases this information will be anonmyised, meaning that you will not be able to be identified from it.
Surveys: If you complete a survey, unless we inform you otherwise, your answers will be aggregated and anonymised for research and analysis purposes. However, if you choose to provide any information in your response to a survey which identifies you (e.g. name, job title), we may be able to identify you from this. If you choose to submit your email address to enter into any prize associated with the survey, this will be used to administer the prize only and will not be linked to your survey responses (necessary for a contract). We may share your responses in an aggregated and anonymised form with third parties carrying out research relating to the topics covered in the survey or, if the survey relates to your use of one of our subscription products, and this forms part of a corporate subscription taken out by your employer for you and other employees, we may share information provided in your survey responses about your use of the subscription with your employer (legitimate interests, for research purposes). If you have included information about yourself in your survey responses (e.g. name, job title), third parties or your employer (as appropriate) may be able to identify you from this.
Administration of justice: We may occasionally be required by law, court order or governmental authority to disclose certain types of personal data (necessary to comply with a legal obligation, or for legitimate interests in connection with a legal claim against us).
Examples of the type of situation where this would occur would be:
in the administration of justice; or where we have to defend ourselves legally.
We process personal data about individuals who feature in our publications, content and products, including information we have researched from publicly available sources (legitimate interests and for journalistic purposes).
We also use publicly available sources to research prospective customers in order to send them marketing information about products and services relevant to them (legitimate interests, to grow our business).
SALE OF THE BUSINESS
In the event that the business is sold or integrated with another business, your details will be disclosed to our advisers and any prospective purchaser’s advisers and will be passed to the new owners of the business (legitimate interests) .
FRAUD PREVENTION AND AUTOMATED DECISION-MAKING
If you provide a credit or debit card, we may also use third parties to check the validity of the sort code, account number and card number you submit in order to prevent fraud as well as to process any transaction you attempt via our websites. Any decision to deny you services based on the validity of your card details will be made solely by automated means. If you are denied a service because of this automated decision-making you are entitled to request us to further investigate. Please contact us at firstname.lastname@example.org where you have been denied access to a service based on your card details being declared invalid and you consider this to be in error. It may also be the case that you will need to contact your bank / payment provider.
If false or inaccurate information is provided and fraud is identified, details may be passed to fraud prevention agencies. Law enforcement agencies may access and use this information. We and other organisations may also access and use this information to prevent fraud and money laundering, for example when:
checking details in applications for credit and credit related or other facilities; managing credit and credit related accounts or facilities; recovering debt;
checking details on proposals and claims for all types of insurance; and checking details of job applicants and employees.
TRANSFER OF YOUR PERSONAL INFORMATION OUTSIDE THE EEA
We may transfer some of your personal information to the United States of America. In addition, we and service providers processing personal data on our behalf, transfer personal data to servers outside the EEA including in the United States of America for storage purposes. These countries may not have equivalent data protection legislation to the UK.
However, when we transfer your personal information in this way we will endeavour to ensure that adequate safeguard measures are in place so that your personal data is treated in a way that is consistent with and which respects the UK laws on data protection, including via standard contractual clauses and Privacy Shield. If you require further information about our safeguard measures in place you can request it from email@example.com.
If you sign up for one of our events outside the EEA (for example, we hold events in the United States of America and Hong Kong), we may also transfer some of your personal information to the country where that event is being held, to the extent necessary to enable you to attend that event.
Our site contains links to other websites over which we have no control. We are not responsible for privacy policies or practices of other websites to which you choose to link from this site. We encourage you to review the privacy policies of those other websites so you can understand how they collect, use and share your personal information.
We have implemented reasonable technical and organisational measures designed to secure your personal information from accidental loss and from unauthorised access, use, alteration or disclosure. However, the Internet is an open system and we cannot guarantee that unauthorised third parties will never be able to defeat those measures or use your personal information for improper purposes.
Under certain circumstances, by law, you have the following rights in relation to your personal data:
a right of access to your personal data held by us; a right to receive your personal data in machine-readable format; a right to object to processing of your personal data where we are relying on legitimate interests (or those of a third party) for a particular purpose and you believe your circumstances mean you are unjustifiably prejudiced by this processing and where we do not have compelling legitimate interests to override such objection;
These rights can be exercised by contacting us at firstname.lastname@example.org. In order to protect you, we reserve the right to verify your identity before processing any such request.
If you are unsure about your rights you should contact your data protection supervisory authority. In the UK this will be the Information Commissioner’s Office.
If you contact us in relation to your rights we will do our best to accommodate your request or objection. Please note, however, that not all rights are absolute.
California residents have the rights to access, receive a copy of and request the erasure of their personal data, as described above. We provide the following additional information on these rights:
You may request, up to two times each year, that we disclose to you (1) the categories and specific pieces of personal data that we have collected about you, (2) the categories of sources from which your personal data is collected, (3) the business or commercial purpose for collecting your personal data, (4) the categories of third parties with whom we sold or disclosed your personal data for a business or commercial purpose, and (5) the business or commercial purpose for selling or disclosing your personal data.
You may request that we delete the personal data that we have collected from or about you. If we cannot delete all of your data, we will let you know the reason why, such as if we need to complete a transaction for you, detect and protect against fraudulent and illegal activity, exercise our rights or comply with a legal obligation.
You may request to opt out of our disclosure of your personal data to third parties for their marketing purposes. If you opt out, going forward, we will not share your data with such third parties to use for their purposes, unless you later direct us to do so. To effect the opt-out, please click on the Do Not Sell My Personal Information link on our website footer.
We will respond to your access or deletion request within 45 days unless we need additional time, in which case we will let you know. To exercise these rights, please contact us at email@example.com. For verification purposes, you will be required to provide a photocopy or scanned image of identification that clearly shows your name and California address. We value your privacy and will not discriminate in response to your exercise of your privacy rights.
Further to Paragraph 2 (What personal information do we collect?) and Paragraph 3 (How will your personal information be used and shared?) above, we make the following disclosures:
We collect the following categories of personal data: Identifiers/contact information (including data defined as “personal information” in the California Customer Records law or as a protected classification under California or U.S. federal law), commercial information, marketing preferences, internet or other electronic network activity information, audio or visual information, professional or employment-related information, education information and inferences drawn from the above.
We sell the following categories of personal data: Identifiers/contact information (including data defined as “personal information” in the California Customer Records law or as a protected classification under California or U.S. federal law), commercial information, marketing preferences, internet or other electronic network activity information, professional or employment-related information, education information and inferences drawn from the above.
We disclose the following categories of personal data for a business purpose:
Identifiers/contact information (including data defined as “personal information” in the California Customer Records law or as a protected classification under California or U.S. federal law), commercial information, marketing preferences, internet or other electronic network activity information, audio or visual information, professional or employment-related information, education information and inferences drawn from the above.
UPDATING YOUR PERSONAL INFORMATION
You may review, correct, update or change your personal information at any time by contacting us at firstname.lastname@example.org. Often, when you have signed up for an online account on one of our websites you can also amend your details via that online account.
Accordingly, your personal data shall be maintained for up to seven years following the end of the services we provide to you / your last contact with us. This retention period may be extended if any applicable statutory or regulatory obligation requires us to hold information for a longer period.