Present Communications ltd (“Present”, “we”, “our”, “us”) is committed to protecting and respecting your rights to privacy and data protection and to complying with the provisions of all applicable data protection legislation and regulations.
The Data Controller for all personal data collected by us is Present Communications ltd (company number 06463311). We are responsible for deciding what data we collect and how we hold and use your personal data. We will implement appropriate data security measures for protecting the data from unauthorised access and loss as laid out in the Security section of this Policy.
We collect and maintain a variety of personally identifiable information but only when there is a legitimate business requirement, we are exercising official authority (as in the issuing and processing of export documentation) or when such information is provided on a voluntary basis.
Information you give us may include your name, address, email address and phone number; financial, credit card information; personal description and photograph; interests and preferences; professional information (such as but not limited to your job title and details of your employer) and any other information we may ask for which is relevant to your enquiry or request for information or services.
You may give us information about you by corresponding with us by phone, e-mail or in person, or by filling in forms on our website www.presentcommunications.com.
We may collect information about you if you use any of the other websites we operate or the other services we provide. In this case you will be informed when we collect that data that it may be shared internally and combined with data collected on our website.
Users should be aware that non-personal information may be automatically collected through the standard operation of Present’s web servers and by the use of cookie technology and/or Internet Protocol (IP) address tracking including through:
Information we receive from other sources. We work closely with third parties including, for example, business partners, sub-contractors in technical, payment and delivery services, advertising networks, analytics providers, search information providers, credit reference agencies and may receive information about you from them. We may on occasion purchase ‘opt-in’ data (lists from reputable providers) for promotional campaigns.
We may also receive information about you from your colleagues. Such information will only be provided to us where your colleagues have confirmed that you have consented to your information being collected and processed by us.
PURPOSE OF PROCESSING INFORMATION
Present Communications ltd is a provider of services to the live events industry. To deliver our legitimate business interests, we must maintain contact information on our members and the wider business community.
The activities for which we will process your personal data include:
In addition to providing members and the wider business community with information about our services and activities, from time to time, we collaborate with relevant organisations and companies to promote programmes that may be of interest to them and us. In such cases, we do not provide these organisations with any personally identifiable information, but may distribute the organisation’s information on their behalf to those who may legitimately be benefited from receiving such information or have elected to receive such information.
If you do not wish to receive marketing material, you may opt out. Every marketing email will include an ‘unsubscribe’ link at the bottom. You may also notify Present in writing (see below).
If you wish to opt out of any marketing we send you, please contact
DATA MINIMISATION AND RETENTION
The personal data collected is stored in Present’s Customer Relationship Management (CRM) system and other appropriate data management systems, both paper based and electronic. Personally identifiable information will not be disclosed to any third party except if permission has first been obtained from the individual.
We only collect the minimum amount of personal information necessary. At regular intervals we will:
SECURITY AND PROTECTION OF YOUR INFORMATION
We use reasonable measures – which are appropriate to the type of information and compliant with relevant legislation – to safeguard the confidentiality, integrity and availability of personally identifiable information. Technical and organisational measures are in place 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 only those employees, contractors or agents who have a legitimate business need to have access to that data. They are subject to a duty of confidentiality and due care with respect to handling the personal data.
Where we have given you (or where you have chosen) a password which enables you to access certain parts of our website, you are responsible for keeping that password confidential. We ask you not to share a password with anyone.
We have put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so. Our employees are trained on data security and information protection.
Relevant areas of Present’s website will employ Secure Socket Layer (SSL) or Transport Layer Security (TLS) encryption technology to enhance data privacy and help prevent loss, misuse or alteration of the information collected and retained by us.
The data that we collect from you may be transferred to, and stored at, a destination outside the European Economic Area (EEA). It may also be processed by staff operating outside the EEA who work for us or for one of our suppliers. Such staff may be engaged in, among other things, the fulfilment of your order, the processing of your payment details and the provision of support services. By submitting your personal data, you agree to this transfer, storing or processing. We will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this Policy.
Unfortunately the transmission of information via the internet is not completely secure. Although we will do our best to protect your data, we cannot guarantee the security of your data transmitted to our website; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.
DISCLOSURE OF YOUR INFORMATION
We may share your Personal information with any member of our group as defined in section 1159 of the UK Companies Act 2006.
We may share your information with selected third parties including:
We may disclose your personal data to third parties:
LINKS TO THIRD PARTY SITES
Our website may, from time to time, contain links to and from the websites of our partner networks, advertisers and affiliates. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data to these websites.
We may use third party provided tools to manage our social media interactions. If you send us a private or direct message via social media the message may be stored on such a tool, but like other personal data, these direct messages will not be shared with any other organisations.
ACCESS, REVIEW AND CORRECTION
You have the right to access your personal data held by us (subject access request). If you have an established business relationship with us, you may request from us a list of the categories of personal information held about you. Subject access requests must be made in writing (see below). We will endeavour to respond to any request within a reasonable period and in any event within one month.
It is important that the personal data we hold about you is accurate and current and we will take all reasonable measures to ensure it is. For members we have also implemented procedures to enable you to review and correct your personal information, should there be any changes to your circumstances or errors in the gathered data.
PRIVACY RIGHTS AND CONTACT
In addition to the rights of access, review and correction, you have the right to object to your personal data being processed for any particular purpose or to request that we stop using your information.
We will respond to your request (including providing information on whether the rights apply in the particular circumstances) within the applicable statutory time period. If we are not sure of your identity, we may require you to provide further information in order for us to confirm who you are.
If you have further concerns about how we use your personal data, you can make a complaint and ask us to have the matter investigated. If you are not satisfied with our response or believe the way we are processing your personal data is not in accordance with the law you have the right to contact the Information Commissioner’s Office (ICO), the data protection authority for the UK. Please visit ICO for more details of your data protection rights and how to contact them.
© Present Communications 2023