Our website is not intended for children and we do not knowingly collect data relating to children. If we learn that we have inadvertently collected personal information from a child, we will delete that information as quickly as possible. If you believe that we might have any information from a child, please contact us at email@example.com.
1. Important information and who we are
1.2.1 Email address: firstname.lastname@example.org
1.2.2 Postal address: RendezVerse Privacy Officer, 27 Furnival St, London, EC4A 1JQ
1.2.3 Telephone number: 0207 380 8584
It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.
1.4 Third-party links
2. The data we collect about you
2.1 Personal data is any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).
2.2 We may collect, use, store and transfer different kinds of personal data about you which we have grouped together as follows:
2.2.1 Identity Data includes first name, maiden name, last name, username or similar identifier, marital status, title, date of birth and gender.
2.2.2 Contact Data includes billing address, delivery address, email address and telephone numbers.
2.2.3 Transaction Data includes details about payments to and from you and other details of products and services you have purchased from us.
2.2.4 Technical Data includes internet protocol (IP) address, your login data, browser type and version, time zone setting and location, error reports, browser plug-in types and versions, operating system and platform, and other technology on the devices you use to access our websites.
2.2.5 Profile Data includes your username and password, photograph, employment and professional background, medical, dietary and accessibility requirements, previous event attendance, your interests, preferences, feedback and survey responses.
2.2.6 Usage Data includes information about how you use our websites and services, including but not limited to the service features you use, the settings you selected, your URL click through data, including date and time stamp and referring and exit pages, and pages you visited on the service.
2.2.7 Professional Data includes professional biography or profile, produced or approved by you, that may contain your image, likeness, or voice, which may be published and made available to our subscribers, event audiences, or published online via our websites and social media channels for promotional purposes.
2.2.8 Event Imagery includes footage and imagery captured through recording or photography at our events.
2.2.9 Marketing and Communications Data includes your preferences in receiving marketing from us and our third parties and your communication preferences.
2.3 Special Categories of Personal Data, Criminal Convictions and Offences Data
Apart from medical, dietary and accessibility requirements which we collect from you and process (as part of your Profile Data) so that we can: ensure you can access our event venues, offer appropriate meal choices and act appropriately in the event of a medical emergency, we do not collect any Special Categories of Personal Data about you.
Special Categories of Personal Data include details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health, and genetic and biometric data.
We do not collect any information about criminal convictions and offences.
2.4 We collect, use and share Aggregated Data such as statistical or demographic data for any purpose.
2.5 If you fail to provide personal data
Where we need to collect personal data by law, or under the terms of a contract we have with you, and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to provide you with access to our events). In this case, we may have to cancel a service you have ordered from us but we will notify you of this at the time.
3. How is your personal data collected?
3.1 We use different methods to collect data from and about you including through:
3.1.1 Direct interactions. You may give us your Identity, Contact, Financial, Profile, Professional and Marketing and Communications Data by filling in forms or by corresponding with us by post, phone, email or otherwise. This includes personal data you provide when you:
(a) apply for our services, including signing up to attend an event;
(b) create an account on our website or in the metavers
(c) subscribe to our publications;
(d) request marketing to be sent to you;
(e) enter a competition, promotion or survey; or
(f) give us feedback or contact us for any other reason.
3.1.3 Third parties or publicly available sources. We will receive personal data about you from various third parties and public sources] as set out below:
Technical Data from the following parties:
(a) analytics providers such as Google based outside the UK;
(b) advertising networks such as Google, Meta, LinkedIn and Twitter based inside OR outside the UK; and
(c) search information providers such as Google, Meta, LinkedIn and Twitter based inside OR outside the UK.
3.1.4 Contact, Financial and Transaction Data from providers of technical, payment and delivery services such as STRIP based inside OR outside the UK.
3.1.5 Identity and Contact Data from data brokers or aggregators such as Cognism based inside OR outside the UK.
3.1.6 Identity and Contact Data from publicly available sources such as Companies House, the Electoral Register, Google, Meta, LinkedIn and Twitter based inside OR outside the UK.
4. How we use your personal data
4.1 We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:
4.1.1 where we need to perform the contract we are about to enter into or have entered into with you.
4.1.2 where it is necessary for our legitimate interests (or those of a third party), and your interests and fundamental rights do not override those interests.
4.1.3 where we need to comply with a legal obligation.
Click here to find out more about the types of lawful basis that we will rely on to process your personal data.
Generally, we do not rely on consent as a lawful basis for processing your personal data. Where we are relying on your consent for our processing, you have the right to withdraw that consent at any time by contacting us.
4.2 Purposes for which we will use your personal data
We have set out below, in a table format, a description of all the ways we plan to use your personal data, and which of the lawful bases we rely on to do so. We have also identified what our legitimate interests are where appropriate.
Note that we may process your personal data for more than one lawful basis depending on the specific purpose for which we are using your data. Please contact us if you need details about the specific legal ground we are relying on to process your personal data where more than one ground has been set out in the table below.
We strive to provide you with choices regarding certain personal data uses, particularly around marketing and advertising. We have established the following personal data control mechanisms:
4.4 Promotional offers from us
We may use your Identity, Contact, Technical, Usage and Profile Data to form a view on what we think you may want or need, or what may be of interest to you. This is how we decide which products, services and offers may be relevant for you (we call this marketing).
You will receive marketing communications from us if:
4.4.1 you have requested information from us;
4.4.2 you have purchased services from us (including attending one of our events) and you have not opted out of receiving that marketing; or
4.4.3 you have signed up to our newsletter and you have not opted out of receiving that marketing.
4.5 Third-party marketing
4.5.1 We may share your personal data with our group companies where it is lawful for us to do so. We may not require your consent to do this, but where the law requires us to get your consent, we will not share your personal data with our group companies unless we have your express, opt-in consent to do so.
4.5.2 We will get your express opt-in consent before we share your personal data with any other third party for marketing purposes.
4.6 Opting out
You can ask us or third parties to stop sending you marketing messages at any time by logging into the website or the metaverse and checking or unchecking relevant boxes to adjust your marketing preferences, by following the opt-out links on any marketing message sent to you, by contacting our DPO at any time at email@example.com, requesting to be removed from any marketing.
Where you opt out of receiving these marketing messages, this will not apply to personal data provided to us as a result of a product/service purchase or experience (including attendance at an event), or other transactions.
4.8 Change of purpose
We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us.
If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the lawful basis which allows us to do so.
Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.
5. Disclosures of your personal data
5.1 We may share your personal data with the parties set out below for the purposes set out in the table above:
5.1.1 other companies or corporations in the Rendezverse Group, for marketing purposes (where we are lawfully able to do so).
5.1.2 external third parties, including:
(a) partner organisations with whom we are collaborating to host an event for which you have signed up to attend.
(b) other confirmed attendees (both individuals and corporates) for events you have registered to attend/ We do this for the purpose of enabling business networking, as part of our contract to provide services to you.
(c) service providers acting as processors based inside or outside the UK who provide IT and system administration services.
(d) professional advisers acting as processors or joint controllers including lawyers, bankers, auditors and insurers based in the United Kingdom who provide consultancy, banking, legal, insurance and accounting services.
(e) HM Revenue & Customs, regulators and other authorities acting as processors, joint controllers or independent controllers based inside or outside the United Kingdom.
5.2 We require all third parties to respect the security of your personal data and to treat it in accordance with the law.
6. International transfers
We share your personal data within the Rendezverse Group. This will involve transferring your data outside the UK.
We ensure your personal data is protected by requiring all our group companies to follow the same rules when processing your personal data. These rules are called “binding corporate rules”.
Many of our external third parties are based outside the UK so their processing of your personal data will involve a transfer of data outside the UK
Whenever we transfer your personal data out of the UK, we ensure a similar degree of protection is afforded to it by ensuring at least one of the following safeguards is implemented:
6.1 We will only transfer your personal data to countries that have been deemed to provide an adequate level of protection for personal data.
6.2 Where we use certain service providers, we may use specific contracts approved for use in the UK which give personal data the same protection it has in the UK.
Please contact us if you want further information on the specific mechanism used by us when transferring your personal data out of the UK.
7. Data security
7.1 We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.
7.2 In particular, we securely store your data in our cloud-based databases.
Your data is encrypted using keys, managed using Key Management Service (KMS). The database storing your data at rest in the underlying storage is encrypted, as are any automated backups, read replicas, and snapshots. We use the industry standard AES-256 encryption algorithm to encrypt your data.
7.3 We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
8. Data retention
8.1 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. We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you.
8.2 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, regulatory, tax, accounting or other requirements.
8.3 In some circumstances you can ask us to delete your data: see the Your Legal Rights section below for further information.
8.4 In some circumstances we will 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.
9. Your legal rights
9.1 Under certain circumstances, you have rights under data protection laws in relation to your personal data:
9.1.1 Request access to your personal data. (commonly known as a “data subject access request”). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.
9.1.2 Request correction of your personal data. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.
9.1.3 Object to processing of your personal data. where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.
9.1.4 If you wish to ask us to delete, erase or remove your data, please contact firstname.lastname@example.org.
9.1.5 Request restriction of processing your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios:
(a) if you want us to establish the data’s accuracy.
(b) where our use of the data is unlawful but you do not want us to erase it.
(c) where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims.
(d) you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.
9.1.6 Request transfer of your personal data. (to you or to a third party) We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.
9.1.7 Right to withdraw consent. at any time, where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.
9.2 No fee usually required
You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we could refuse to comply with your request in these circumstances.
9.3 What we may need from you
We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.
9.4 Time limit to respond
We try to respond to all legitimate requests within one month. Occasionally it could take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.
9.5 Right to complain.
You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK regulator for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.
10.1 Lawful Basis
10.1.1 Legitimate Interest means the interest of our business in conducting and managing our business to enable us to give you the best service/product and the best and most secure experience. We make sure we consider and balance any potential impact on you (both positive and negative) and your rights before we process your personal data for our legitimate interests. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law). You can obtain further information about how we assess our legitimate interests against any potential impact on you in respect of specific activities by contacting us.
10.1.2 Performance of Contract means processing your data where it is necessary for the performance of a contract to which you are a party or to take steps at your request before entering into such a contract.
10.1.3 Comply with a legal obligation means processing your personal data where it is necessary for compliance with a legal obligation that we are subject to.