1. Introduction
1.1 We are committed to safeguarding the privacy of those individuals whose personal information we process in connection with [Ebike Summit and any other co-branded events.]
1.2 This policy applies where we are acting as a data controller with respect to the personal data of such persons; in other words, where we determine the purposes and means of the processing of that personal data.
1.3 We use cookies on our website. Insofar as those cookies are not strictly necessary for the provision of our website and services, we will ask you to consent to our use of cookies when you first visit our website.
1.4 In this policy, "we", "us" and "our" refer to Green.TV Media Limited. For more information about us, see Section 12.
2. The personal data that we collect
2.1 In this Section 2 we have set out the general categories of personal data that we process and, in the case of personal data that we did not obtain directly from you, information about the source and specific categories of that data.
2.2 We may process data enabling us to get in touch with you ("contact data"). The contact data may include your name, email address, job title, company telephone number, postal address and/or social media account identifiers. The source of the contact data is you either directly or through third parties we use in connection with our events, such as Eventbrite, Linked-in, Hopin or Zoom.
2.3 Where you sign up to any events or our newsletter through our website or through other third-party platforms such as Eventbrite, Linked-in, Hopin or Zoom, we will collect personal data about you (“sign-up data”). The sign-up data may include your name, email address, job title and company, social media account identifiers and biographical/CV details (including an image) you may include when you sign-up, and in the case of physical events, dietary preferences.
2.4 We may process data relating to our clients’ staff and representatives that we obtain in connection with entering into and performing contracts for the provision of our services to clients and partners, such as event sponsors, including names, business email addresses, postal addresses, telephone numbers and job titles. We may also collect business contact data in the normal course of our business, for example through attending events or through other business networking (“business contact data”). This may be provided by the individuals themselves (for example, by way of a business card or Linked-in connection), by their employer, by colleagues, or by our agents or other representatives. We may also collect similar categories of data of staff or representatives from potential clients or prospects indirectly from publicly available sources such as Linked-in, regulated entity lists and industry bodies.
2.5 We may process information contained in any enquiry you submit to us regarding our services or any of the events we are involved in ("enquiry data").
2.6 We may process information contained in or relating to any communication that you send to us or that we send to you ("communication data"). The communication data may include the communication content and metadata associated with the communication. Our website will generate the metadata associated with communications made using the website contact forms.
2.7 We may process data about your use of our website, services, as well as data we collect about your interaction with any emails or other messages we may send you ("usage data"). The usage data may include your IP address, geographical location, browser type and version, operating system, referral source, length of visit, page views and website navigation paths, click-through rates, as well as information about the timing, frequency and pattern of your service use. The source of the usage data is our or third party analytics tracking system as well as beacons, pixels or other similar functionality that may be contained in our emails (please see our Cookie Policy for further details).
2.7 Please do not supply any other person's personal data to us, unless we prompt you to do so.
3. Purposes of processing and legal bases
3.1 In this Section 3, we have set out the purposes for which we may process personal data and the legal bases of the processing.
3.2 Operations - We may process your personal data for the purposes of operating our website, running our events and putting website users and event registrants in contact with relevant partners (for example, event sponsors). The legal basis for this processing is our legitimate interests, namely the proper administration of our website, services, events and business.
3.3 Relationships and communications - We may process contact data, enquiry data, business contact data, sign-up data and/or communication data for the purposes of managing our relationships, communicating with you (excluding communicating for the purposes of direct marketing) by email, SMS, post, fax and/or telephone, providing support services and complaint handling. The legal basis for this processing is our legitimate interests, namely communications with our website users, event sign-up’s (attendees or no-shows) the maintenance of relationships, and the proper administration of our website, events, services and business.
3.4 Direct marketing - We may process sign-up data, contact data, business contact data, usage data and/or enquiry data for the purposes of creating, targeting and sending direct marketing communications (including newsletters) by email, SMS, post and/or fax and making contact by telephone for marketing-related purposes (including our events or other green/sustainable projects or activities we may be involved in from time to time). The legal basis for this processing is our legitimate interests, namely promoting our business and communicating marketing messages and offers to our website visitors, event sign-up’s and other contacts. We also include cookie-like files in our emails – please see our Cookie Policy for further details.
3.5 Research and analysis - We may process enquiry data, usage data and/or communication data for the purposes of researching and analysing the use of our website and services (including the events we run), as well as researching and analysing other interactions with our business. The legal basis for this processing is our legitimate interests, namely monitoring, supporting, improving and securing our website, services and business generally.
3.6 Record keeping - We may process your personal data for the purposes of creating and maintaining our databases, back-up copies of our databases and our business records generally. The legal basis for this processing is our legitimate interests, namely ensuring that we have access to all the information we need to properly and efficiently run our business in accordance with this policy.
3.7 Security - We may process your personal data for the purposes of security and the prevention of fraud and other criminal activity. The legal basis of this processing is our legitimate interests, namely the protection of our website, services and business, and the protection of others.
3.8 Insurance and risk management - We may process your personal data where necessary for the purposes of obtaining or maintaining insurance coverage, managing risks and/or obtaining professional advice. The legal basis for this processing is our legitimate interests, namely the proper protection of our business against risks.
3.9 Legal claims - We may process your personal data where necessary for the establishment, exercise or defence of legal claims, whether in court proceedings or in an administrative or out-of-court procedure. The legal basis for this processing is our legitimate interests, namely the protection and assertion of our legal rights, your legal rights and the legal rights of others.
3.10 Legal compliance and vital interests - We may also process your personal data where such processing is necessary for compliance with a legal obligation to which we are subject or in order to protect your vital interests or the vital interests of another natural person.
4. Providing your personal data to others
4.1 We may disclose your personal data to any member of our group of companies (this means our subsidiaries, our ultimate holding company and all its subsidiaries) insofar as reasonably necessary for the purposes, and on the legal bases, set out in this policy. Information about our group of companies can be found on our website.
4.2 We may disclose your personal data to our insurers and/or professional advisers insofar as reasonably necessary for the purposes of obtaining or maintaining insurance coverage, managing risks, obtaining professional advice.
4.3 We may disclose your personal data to third parties to be able to run our business and perform our services as follows:
4.5 In addition to the specific disclosures of personal data set out in this Section 4, we may disclose your personal data where such disclosure is necessary for compliance with a legal obligation to which we are subject, or in order to protect your vital interests or the vital interests of another natural person. We may also disclose your personal data where such disclosure is necessary for the establishment, exercise, or defence of legal claims, whether in court proceedings or in an administrative or out-of-court procedure.
4.6 You should also be aware that when you sign-up to events your details will be included on an attendee list and/or if applicable, displayed during the online event itself. You will be given the opportunity to decline to have your details shared/displayed.
4.7 If we propose to sell or do sell any of our business or assets, we may make personal data available to a prospective buyer for the purposes of pre-sale due diligence or to a buyer as information assets transferred as part of the sale – for example a prospective buyer may request details of any outstanding legal claim against us, or a buyer may acquire ownership of our business contacts/client databases.
5. International transfers of your personal data
5.1 In this Section 5, we provide information about the circumstances in which your personal data may be transferred to countries outside the United Kingdom and the European Economic Area (EEA).
5.3 In the table above, we include details of the relevant appropriate safeguards in place with each of our suppliers who are processing personal data on our behalf.
5.4 You acknowledge that personal data that you submit for publication through our website or services may be available, via the internet, around the world. We cannot prevent the use (or misuse) of such personal data by others.
6. Retaining and deleting personal data
6.1 This Section 6 sets out our data retention policies and procedures, which are designed to help ensure that we comply with our legal obligations in relation to the retention and deletion of personal data.
6.2 Personal data that we process for any purpose or purposes shall not be kept for longer than is necessary for that purpose or those purposes.
6.3 We will retain your personal data as follows:
(a) contact data, sign-up data and business contact data will be retained on an ongoing basis until you unsubscribe from our marketing communications. Thereafter we will add your contact information to our suppression list indefinitely to respect your unsubscribe request;
(c) enquiry data will be retained for a minimum period of 12 months following the date of the enquiry, and for a maximum period of 10 years following that date;
(d) communication data will be retained for a minimum period of 1 year following the date of the communication in question, and for a maximum period of 10 years following that date;
(e) usage data will be retained for 1 year following the date of collection.
6.4 Notwithstanding the other provisions of this Section 6, we may retain your personal data where such retention is necessary for compliance with a legal obligation to which we are subject, or in order to protect your vital interests or the vital interests of another natural person.
8. Third party websites
8.1 Our website includes hyperlinks to, and details of, third party websites.
8.2 In general we have no control over, and are not responsible for, the privacy policies and practices of third parties.
9. Updating information
9.1 Please let us know if the personal information that we hold about you needs to be corrected or updated.
10. Acting as a data processor
10.1 In respect of certain customers, we do not act as a data controller; instead, we act as a data processor.
10.2 Insofar as we act as a data processor rather than a data controller, this policy shall not apply. Our legal obligations as a data processor are instead set out in the contract between us and the relevant data controller.
11. Amendments
11.1 We may update this policy from time to time by publishing a new version on our website.
11.2 You should check this page occasionally to ensure you are happy with any changes to this policy.
11.3 We may notify you of significant changes to this policy by email.
12. Our details
12.1 This website is owned and operated by Green.TV Media Limited.
12.2 We are registered in England and Wales under registration number 06396275, and our registered office is at Ground Floor Salter Brothers Boat Yard, Folly Bridge, Oxford, OX1 4LB.
12.3 Our Data Protection registration number is: ZA319527.
12.4 You can contact us:
(a) by post, to the postal address given above;
(b) using our website contact form;
(c) by telephone, on the contact number published on our website; or
(d) by email, using the email address published on our website.
13. Data protection officer
13.1 Our data protection manager’s contact details are: Rashida Noray, rashida.noray@green.tv.
