EVENT POLICY

 

1. Introduction

The Travel Weekly Group Limited (a company registered in the United Kingdom with registered number 069277031) (“us”, “our”, “we”, “Travel Weekly”) is the controller of your personal data collected when you register for and attend Connections (the “Event”).

 

This policy (the “Event Policy”) provides specific information about how we use your personal data, and in certain circumstances, who we may share it with for the Event.

 

In order to organise and administer the Event at the level of service you expect from us, we have teamed up with trusted partners (the “Partners”).  We may share your personal data with our Partners.  For more information about what personal data we share, please see below.

 

2. Event Policy and Privacy Policy

When we collect personal data from you we have legal obligations towards you in respect of that data, including informing you about how and why we use that data.  This Event Policy, together with our Privacy Policy supplies you with that information. 

It is therefore important that you read this Event Policy (which provides information about our processing activities for the Event) together with (i) our Privacy Policy which informs you how we collect and use your personal data when you interact with us generally, including your rights as a data subject in respect of that personal data, and (ii) any other privacy notice or fair processing notices that we provide you with when you interact with us.

 

3. How is your personal data collected?

When you register your interest for the Event, register to attend the Event, complete any forms in relation to the Event, contact us about the Event, request marketing be sent to you, participate in interviews at the Event, attend the Event, or interact with us in any way that is connected with the Event, we may collect store and use personal data that you supply us with.

 

4. Sharing your personal data

For this Event, we will share your personal data with the following third parties.  All third parties who receive your personal data shall be independent controllers of that personal data and shall process it in accordance with their own privacy policies.  We have no control nor are we responsible for their use of your personal data.

 

Partners

In order to get the most out of the Event, we encourage you to get in touch with the other delegates and speakers attending the Event and the Partners.  We therefore share contact lists of all those attending the Event (which will include your contact data) with all delegates, speakers and the Partners. 

 

Where official Event photographers and videographers take photographs and/or filming video content at an Event, we will share such videos and photographs taken from the Event with our Partners for marketing purposes, which may include your personal data.

 

We believe that sharing this personal data allows you to create and develop professional relationships.  This is an essential element of the Event’s success.  It is therefore in our legitimate interest, and in your benefit, for us to share your personal data.  We will only share personal data that you would expect to be shared with other delegates and the Partners (your name, your place and country of work, your role, your e-mail address and photographs and videos taken of you whilst attending the Event). 

 

Hotel

As part of our service, we offer you with the option for us to arrange your check-in process at the Hotel.  The Hotel requires your passport information to do this.  It is in our legitimate interest, and in your benefit, for us to share this personal data with the Hotel to facilitate the check-in process.

 

Caterer

To ensure the Event supplies you with high quality food and drink.  We will ask you if you have any food allergies or dietary requirements.  We share this personal data with the Caterer to ensure the food and drink you receive meets those requirements.  This information may contain personal data about your health or your religious beliefs.  Sharing that personal data with the Caterer is (i) in our legitimate interest so that we can provide you with food and drink during the Event and (ii) is in your vital interest to protect your safety (and even your life) and/or respect your religious and philosophical beliefs.

 

5. How and why do we use your personal data?

Lawful basis for processing your personal data

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:

• Where we need to do so in order to perform a contract we have entered into with you;
• Where it is necessary for our legitimate interests (or those of a third party) and your fundamental rights do not override those interests;
• Where you have asked us to do so, or consented to us doing so; and
• Where we need to comply with a legal or regulatory obligation.

Here are some examples about how we may use the personal data we collect about you and the lawful basis we rely on to do so.

 

Activity	Examples of the types of personal data we may collect	Lawful basis for processing
To manage our relationship with you and administer the Event.	Identity, contact and profile data.	Performance of our contract with you.
To provide you with useful information in advance of the Event (such as contact details of delegates) and sharing your personal data with the Partners.	Identity and contact information (including your name, e-mail address, job title, place and country of work).	Legitimate interest (to increase the level of service we provide).
To carry out logistical tasks on your behalf during the Event (such as check-in on your behalf) and sharing your personal data with the Hotel.	Identity and contact data (including your name and passport information).	Legitimate interest (to increase the level of service we provide).
To provide you with food and drinks during the Event and sharing your personal data with the Caterer.	Identity and profile data (including your name, food allergy information and dietary requirements).	Legitimate interest (to supply you with food and drink you would like to consume). Vital interest to protect your right to life and/or religious and philosophical beliefs.
To take and create promotional materials at the Event for Travel Weekly and our Partners (such as taking photographs and videos of you at the Event, including by interviewing you at the Event).	Identity data (including your image and responses to any questions asked during the interview).	Legitimate interest (to grow our business and inform our marketing strategy).
To process and deliver payment for the Event including:          a       Manage payments, fees and charges.          b       Collect and recover money owed to us.	Identity, contact, financial and transaction data.	Performance of our contract with you.   Necessary for our legitimate interest (to recover debts due to us).
To make suggestions and recommendations to you about other Events which may be of interest to you.	Identity, contact, profile and marketing and communications data.	Legitimate interest (to grow our business and inform our marketing strategy).

Marketing

We may use your personal 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 events, services and offers may be relevant for you (we call this marketing).

You will receive marketing communications from us if you have requested certain information from us about the Event or have registered to attend the Event and you have not opted out of receiving that marketing.

We will get your express opt-in consent before we share your personal data with any third party for marketing purposes.

 

Opting Out of Marketing

To unsubscribe from marketing emails at any time, please click on the unsubscribe link at the bottom of any marketing email.  You may also contact us if you do not wish to receive any marketing materials from us.

 

6. Photography and videography

 

Official Event Photographers and Videographers will be taking photographs and filming video content at all Events. Anyone attending our Events will be deemed to have agreed to the photographing, filming, recording and/or broadcasting of their attendance at the Event and agree that we will be the exclusive owner of the results and proceeds of all such photographing, filming, recording and/or broadcasting.  Attendees hereby grant to us all consents necessary or desirable under the Copyright Designs and Patents Act 1988 (as amended) or otherwise to enable us to exploit and make the fullest use of any contribution made by them in any photograph, film or programme produced by one of the photographers and/or videographers on our behalf, and in any other photograph, film, programme and other work goods and services of any kind (and in the promotion thereof) throughout the universe in perpetuity by any and all means in any and all media, whether now known or hereafter developed or discovered, an unlimited number of times without liability or acknowledgement.  By attending the Event, attendees hereby grant us the right to use and reproduce their name and photograph, recordings, likeness and/or biographical material in any marketing material produced and to issue publicity concerning the contribution and any film goods and services in which it may be included. Attendees acknowledge and understand that such photography and filming shall be without compensation and that we and our Event Partners shall be entitled to use such photographs and videos, which may include photographs and videos of Event attendees, for the purposes of marketing our Events and Event Partners in future and for exploitation in any and all media, without liability.

 

7. How can you contact us?

If you have any queries regarding the Event Policy, please contact us at: enquiries@weareconnections.com