Privacy Policy

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.

This Privacy Policy (“Policy”) together with our Memorandum of Association and Articles of Association and Bye-Laws, Terms of Use for the website, Cookie Policy and Job Applicant Privacy Policy sets out how Present collects, uses, shares and retains personally identifiable information.  It will be continuously assessed against new technologies, business practices, regulatory changes and the evolving needs of Present and the services we provide. 

DATA CONTROLLER

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.

DATA COLLECTION

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:

  • our website cookies which distinguish you from other users of our site.  This helps us to provide you with a good experience when you browse our site and also allows us to improve our site.  As described in our website Cookie Policy, if you agree to cookies, on each of your visits to our website we may automatically collect technical information and information about your visit.

For detailed information on the cookies we use and the purposes for which we use them see our Cookie Policy. You block cookies by activating the setting on your browser that allows you to refuse the setting of all or some cookies.  However, if you use your browser setting to block all cookies you may not be able to access all or parts of our site.  You can revoke your consent to cookies at any time.

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:

  • to carry out our day to day business
  • to inform you about our services
  • to provide you with information about other services we offer that are similar to those that you have already purchased or enquired about
  • to notify you about changes to our service
  • to deliver relevant marketing information to you
  • to ensure that content from our website is presented in the most effective manner for you and for your computer
  • to administer our website and for internal operations, including troubleshooting, data analysis, testing, research, statistical and survey purposes
  • to improve our website to ensure that content is presented in the most effective manner for you and for your computer
  • to allow you to participate in interactive features of our service, when you choose to do soand where you consent:
  • to display it in our members’ publications, including our searchable on-line directory which is available to our members only
  • to permit selected third parties to provide you with information about services we (or any selected third party) feel may interest you

OPT-OUT

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

  • By email at office@presentcommunications.com
  • By telephone on +44 (0)20 87700655, Monday to Friday (except public/bank holidays) between 9.00am and 5.00pm); or

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:

  • Review the length of time we keep your personal data
  • Consider the purpose or purposes for which we hold your personal data in deciding whether (and for how long) to retain it
  • Securely delete personal data that is no longer needed for that purpose or those purposes
  • Update, archive or securely delete personal data if it goes out of date

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:

  • business partners, suppliers and sub-contractors (including, but not limited to our professional advisors for the performance of any contract we enter into with them or you, or in relation to any ancillary requirements
  • advertisers and advertising networks that require the data to select and serve relevant adverts to you and others.  We do not disclose information about identifiable individuals to our advertisers, but we may provide them with aggregate information about our users (for example, we may inform them that 500 men aged under 30 have clicked on their advertisement on any given day).  We may also use such aggregate information to help advertisers reach the kind of audience they want to target (for example, women in SW11).  We may make use of the personal data we have collected from you to enable us to comply with our advertisers’ wishes by displaying their advertisement to that target audience
  • analytics and search engine providers that assist us in the improvement and optimisation of our website

We may disclose your personal data to third parties:

  • in the event that we sell or buy any business or assets, in which case we may disclose your personal data to the prospective seller or buyer of such business or assets
  • if London Chamber of Commerce and Industry or substantially all of its assets are acquired by a third party, in which case personal data held by it about its customers will be one of the transferred assets
  • if we are under a duty to disclose or share your personal data in order to comply with any legal obligation, or in order to enforce or apply our terms of use and other agreements; or to protect the rights property, or safety of Present, our customers or others.  This includes exchanging information with other companies and organisations for the purposes of fraud protection and credit risk reduction
  • for marketing purposes if you have given your consent

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.

SOCIAL MEDIA

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.

Questions, comments and requests regarding this Privacy Policy are welcomed.  If you require further information, or wish to exercise any right, please email office@presentcommunications.com.

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.

CHANGES TO OUR PRIVACY POLICY

This Privacy Policy was last updated on June 2023.  Any changes we may make to our Privacy Policy in the future will be posted on this page and, where appropriate, notified to you by email.  Please check back frequently to see any updates or changes to our Privacy Policy.