What we collect
We collect personal data about our clients and contacts to help us run our business effectively, to manage our relationship with you and to develop potential business leads. We store the data in our Client Relationship Management (CRM) system and supporting systems.
The types of data we collect, and process can vary, it may include:
- Your name
- Company name
- Email address
- Business telephone number: direct dial-in (DDI) and mobile
- Job title
- Your hobbies or interests, so we can invite you to events we think you will be interested in
- Your FRP contacts
- Details of events you have previously attended, meetings we have had with you or hospitality provided to you
- If you attend our events, any dietary requirements or details of any adjustments of which you may have informed us
- If you register and attend webinars/training facilitated or hosted by us, we collect details of your registration, subsequent attendance and feedback
- Business related personal data about you which generally focus on your home life e.g. marital status, spouse name and number of children. This information is used to tailor our communication and event invitation to you
We collect this data:
- Directly from you, for example, if you have given us your business card or told us in an email or other correspondence
- Indirectly through our interactions with you
How we use your personal data and legal basis for processing
We process your personal data on the following legal bases for the following purposes.
||We have a legitimate interest in using your data for these purposes, as it helps us to manage our relationship with you. We have carried out a Legitimate Interests Assessment (LIA) whereby we have weighed your interests and the risks posed to you against our own interests and consider that they are proportionate and appropriate.|
We have a legitimate interest in using your personal data in this way as we must ensure the safety of individuals who attend our events. In certain circumstances, we may need to collect this data for health and safety purposes or to help meet our obligations under equality laws.
However, if the data is particularly sensitive, for example, it reveals your religious beliefs or details about your health, we will ask for your explicit consent (see Special Categories of Personal Data for further information).
||We have a legitimate interest in using your personal data in this way, as it helps us to run our business and to safeguard our rights as a business.|
||We do this to comply with our legal, regulatory and professional obligations.|
Special Categories of Personal Data
We may ask if you have any dietary requirements and you may also inform us of adjustments you require. This could reveal data about your religious beliefs (in the case of dietary information) or data about your health. This data is given special protection under the law as it is particularly sensitive.
(You do not have to provide this information to us. However, please note, we will not be able to cater for your specific dietary needs and may not be able to make all the necessary adjustments for you without this information).
We will obtain your explicit consent through an email requesting your preferences and a section to enable you to give your explicit consent for the processing of this data.
We will only use the data to the extent necessary.
We would like to send you information by email and to call you about our products and services, updates about our business, as well as about events which we think you may be interested in.
If you are a corporate contact, we will send marketing communications to your company email address unless you have opted out. We will give you the opportunity to opt out of receiving marketing communications from us when we first contact you. Also, you can change your marketing preferences at any time by clicking on the "preference centre" in any of our marketing communications.
For non-corporate contacts, we will only send marketing communications to your personal email address if those communications relate to services or opportunities which are similar to what we have already provided to you in the past or which you have expressed an interest in, or if you have consented to us contacting you in this way. You can change your marketing preferences at any time by clicking on the "preference centre" in any of our marketing communications.
If your consent is not refreshed through our 'preference centre' within a 5-year cycle, we will contact you to ask for your refreshed consent. This is to ensure we hold accurate marketing consent for you.
Sharing and disclosing your personal data
We use third party processors to provide several services and business functions. Those processors will have access to your personal data for these purposes; we require all processors acting on our behalf to only process your data in accordance with instructions from us and to comply fully with this privacy notice, the data protection laws and any other appropriate confidentiality and security measures.
Your personal data may be shared with:
- Our Client Relationship Management (CRM) software provider
- Software providers of supporting systems (e.g. email distribution)
- Organisations that provide seminar/presentation venues
- Organisations that provide sports ground/arenas
- Organisations that have security access requirements
- Third party travel, hospitality providers or venues
- Organisations investigating Bribery case
Occasionally, we may also need to disclose your personal data in the following circumstances:
- When we provide resources to host events/webinars on behalf of other organisations, we share your data with these organisations as part of the event administrative process. The information shared include details of your registration and subsequent attendance. We do not retain this data ourselves; we delete this information once shared with the relevant organisation.
- Based on our legitimate interests, to third parties if we choose to sell, transfer, or merge parts of our business or our assets. Alternatively, we may seek to acquire other businesses or merge with them. If a change happens to our business, then the new owners may use your personal data in the same way as set out in this privacy notice
- To law enforcement officials, law courts and government and regulatory authorities: (a) if we believe disclosure is required by any applicable law, regulation or legal process; or (b) to protect and defend our rights, or the rights or safety of third parties, including to defend against legal claims based on our legitimate interests
- In exceptional circumstances, to third parties to protect your vital interests if you fell ill or suffered an injury at one of our events or on our premises
How long we keep your data
We only ever retain personal data for as long as is necessary and we have strict review and retention policies in place to meet these obligations. We will delete your personal data from our CRM system if there has been no adequate contact activity with you for 5 years. It is unlikely that your data will be relevant for the purpose it was collected after this period.
Adequate contact activity means written or verbal communication between us, for example by expressing your interest in attending hospitality events, training or seminars or updating your personal details on our CRM system.
We will keep information about your dietary requirements in line with our retention policy, however, you will have the ability to amend, review and update the information we hold regarding your dietary requirements per event invitation.
Where you have opted out of us using your details for marketing, we will not continue to send you marketing. However, if you are still a contact, we will need to retain your contact details to communicate with you about ongoing matters.
Where you have consented to us using your details for marketing, we will keep such data until you notify us otherwise and/or withdraw your consent.