PRIVACY POLICY

We respect your privacy and are committed to protecting your personal information. In this privacy policy, we explain how we collect and use your data. “We” are Foremarke Exhibitions Limited (company number 04489130) and we’re based at 212 St Ann’s Hill, London, SW18 2RU.

We are the data controller for the purposes of the Data Protection Act 2018, the EU General Data Protection Regulation (GDPR) and any other data protection legislation applicable in the UK from time to time. In some cases we may act as a data processor on behalf of our Event Owners, in which case we will act strictly on their instructions and you should refer to their privacy policy for further information on how the Event Owner will use your personal data.

If you have any questions about your privacy on our website, or our use of your personal data, please Contact Us.

Please note that links from our website may take you to external websites which are not covered by this policy. We recommend that you read their privacy policies before submitting any personal information to such sites. We will not be responsible for the content, function or information collection policies of these external websites.

What information do we collect about you and how do we collect it?

You are not required (by law or by any contract with us) to provide personal information to us via our website. We will only require you to provide personal information to us where it is necessary for us, or the other organisations that we work with, to provide you with a service at your request.

When we organise, for example; exhibitions, seminars, conferences and other events (Events), we may collect personal data about:

• Visitors to our website and other general contacts

• Individual contacts at the businesses we organise Events for (Event Owners)

• Individual contacts at the organisations who provide services to us in connection with the organisation of Events (Contractors)

• Individual contacts at the organisations who we contract with to have exhibition stands or otherwise take part in activities at our Events (Customers), including prospective Customers

• Individuals who attend our Events (Attendees)

Information you provide to us

We may receive personal information about you whenever you:

• Contact us through the enquiry form on our website

• Enquire about our services and upcoming Events

• Use and browse our website

• Telephone, text, write by post or email us

This information may include the following:

• Basic identification and contact information, such as your full name and title, job title, organisation or employer, gender, marital status, email address and telephone numbers

• Information relevant to your use of our site and services, such as your marketing preferences, survey responses and feedback

Information you provide to us – Exhibition Owners and Exhibitors

We may collect personal information from:

• Event Owners, when we enter into a contract with you to organise your Event

• Customers, when we negotiate or enter into a contract (directly or acting on behalf of an Event Owner) with you in connection with an Event (such as to have an exhibition stand)

• Attendees, when you confirm your attendance at an Event (we may obtain information from you directly or from the relevant Event Owner or Customer)

• Contractors, when we enter into a contract with you to supply services in connection with an Event

This information may include the following:

• Basic identification information, such as your full name and title, gender, marital status

• Your job title and company or employer

• Contact details such as your postal address, email address and telephone and fax numbers

• Your marketing and privacy preferences

Information we collect about you on our website

We collect information using cookies and other similar technologies to help distinguish you from other users of our website. These can streamline your online experience by saving you from re-inputting some information and also allow us to make improvements to our website. [For more information about how and why we use cookies, please take a look through our Cookie Policy.]

When you visit our website, we may collect the following information:

• Which pages you view and which links you follow

• Your IP address and general location

• Details of the hardware and software that you are using to access the site

• A device identifier (cookie or IP address)

• Details of your visits to our website and the resources that you access, including, but not limited to, traffic data, location data, weblogs and other communication data

Our website is not intended for children and we do not knowingly collect data relating to children.

Information we collect about you from other sources

We may collect information about you from other sources. This may include the following:

• Publicly available information, including from sources such as Companies House and the Electoral Roll and what you share on social media

• Information about your marketing and advertising preferences

• Information from third party databases and lead providers.

This list is not exhaustive and, in some instances, we may need to collect additional data for the purposes set out in this policy.

Sometimes you will have given your consent for other websites, services or third parties to provide information to us.

It could also include information from third parties that we work with to provide our products and services, such as payment processors, delivery companies, technical support companies and advertising companies.

Whenever we receive information about you from these third parties, we will let you know what information we have received and how and why we intend to use it.

How do we use your personal information?

We take data protection law seriously, so below we have set out exactly how and why we use your information, and what our legal basis is to be able to use your information in each way.

Supplying our products and providing our services

It is necessary for us to use personal information about you to enter into and perform the contracts that we make with you or your business. Using your information in this context is necessary so that we can:

• Provide you with information about and administer your contract with us (including invoicing)

• Provide you with information about our products and services

• Managing our Events, including risk assessments and health & safety

• Respond to your enquiries

• Deal with any complaints you may have

• Contact you about any changes to our products, services, business or policies

• Administer our website, including troubleshooting problems, analysing statistics, conducting research and tests and keeping the site secure

Sharing Customer and Attendee information

When we organise an Event, either we or the Event Owner may prepare and distribute a list of all Attendees and Customers details. The Attendees list will only include your name, job title and company/employer. Customer details will also include the email and telephone contact details you have provided.

These details may be distributed for the purpose of promoting networking at, before and after the Event, as follows:

• To the Event Owner and all other Customers and Attendees.

• In the Event Guide, which will be available in hard copy to everyone attending the Event and published on the Event microsite (which is available online to the public)

• In the Event Mobile Application (App) (which is available to everyone attending the Event)

• To prospective Customers in connection with future Events, as an example of those who have previously attended our Events

You will have the option to provide further information about yourself to be published in the Event Guide and App. If you do provide further information for this purpose, it may be distributed as above.

Where you provide us with feedback following an Event we may publish this (with your name, job title and organisation) on our website unless you object.

Networking is an important part of our Events and this information is shared to assist our Attendees and Customers to make meaningful connections and contacts at and after an Event. For further information about the rights that you have when we share your data in this way, please see 'What rights do you have in respect of your personal information?' below.

Telling you about similar Events or related goods and services in the future

If you are a Customer, we and the Event Owner will retain your details so that we can contact you about future Events or related goods and services that you might be interested in. Where the Event Owner receives your personal information from us, we do not permit the Event Owner to share your contact details with third parties (however, your name, job title and company/employer may still be shared as detailed above).

If you or your business are a corporate organisation, you may object at any time and we will stop notifying you about our Events or related goods and services. If you are an individual (or a sole trader or unincorporated partnership) we will only inform you about our future Events or related goods and services if you ask us to.

Telling you about other products or services that we think may be of interest to you

We may use your information to identify and tell you about our products or services that we think may be of interest to you. Unless you represent a corporate entity, we will only do this where you have informed us that you would like to receive marketing communications. Whether you are an individual or representing a corporate entity, you have a right to object to us sending you marketing communications (as explained below in 'What rights do you have in respect of your personal information?')

We may also use your information to invite you to participate in market research. If we do contact you about market research, you do not have to participate. If you tell us that you do not want to receive market research communications, we will respect this.

The relevant Event Owner may also use your information for these purposes. If any consent to marketing communications that you provide to us will be relied on by the Event Owner for their own marketing communications, we will make this clear to you when we request that consent.

Whether you choose to receive marketing communications, or market research communications is entirely up to you. You can choose to receive both, none, or just one or the other. Your choice will not affect any products or services that you have purchased from us, nor will it affect any quotes for products or services you buy in future.

You can update your preferences by using the links in any of our emails to you, or by Contacting Us.

Making our business better

We always want to offer the best service and experience that we can. Sometimes this means we may use your information to find ways that we can improve what we do, or how we do it.

In this context, we will only use you information where it is necessary so that we can:

• Review and improve our existing services and develop new ones

• Review and improve the performance of our systems, processes and staff (including training)

• Improve our site to ensure that content is presented in the most effective manner for you and for your computer or devices

• Measure and understand the effectiveness of advertising we serve to you and others, and to deliver relevant advertising to you

Contacting you

We want to stay in touch with you. Sometimes we may need to use the information that we have about you in order to respond to your questions or let you know about important changes.

We will only use your information in this respect where it is necessary so that we can:

• Interact and respond to any communications you send us, including any social media posts that you tag us in

• Let you know about any important changes to our business or policies

Verifying your identity

We may use your information where it is necessary for us to do so in order to meet our legal obligations or to detect and prevent fraud, money-laundering and other crimes.

Protecting you and others from harm

We may use your information where it is necessary to protect your interests, or the interests of others. This may include in the event of criminality such as identity theft, piracy or fraud.

What’s our legal basis for using your information?

We use the information set out above where:

• It is necessary in order for us to enter into, or perform our obligations under, our contract with you;

• It is necessary in order for us to pursue our legitimate interests (or those of third parties) where our interest is not overridden by your fundamental rights and freedoms;

• It is necessary in order for us to comply with our legal obligations; or

• We have your consent to use your personal data for specified purposes.

The legal bases that we will rely on to process your personal data, for the purposes set out above, are set out in the table below.

 

Change of purpose

We will only use your personal information for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose.

If we need to use your personal information for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.

Please note that we may process your personal information without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.

Who do we share your personal information with?

Sharing your information within our company and group

We share the information that you provide to us with our staff so that we can run our website, provide our services and run our Events. We may share the information that you provide to us with other websites or services that we operate.

If you are a Customer or an Attendee, we may share your basic details with the Event Owner and other Attendees and Customers (see 'Sharing Customer and Attendee information' above).

Sharing your information with third parties

We may share your data with selected third parties. For example, we may share your information with:

• Internet hosting providers to host the website, related infrastructure, services and applications

• Contact management systems to send emails, instant messages, push notifications, social media messages and SMS messages

Where we transfer your data to entities which are based in the USA, we confirm that such entities are part of the Privacy Shield, which requires them to provide similar protection to personal data shared between the Europe and the USA. For further details, see European Commission: EU-US Privacy Shield.

There are certain other exceptional circumstances in which we may disclose your information to third parties. This would be where we believe that the disclosure is:

• Required by the law, or in order to comply with judicial proceedings, court orders or legal or regulatory proceedings

• Necessary to protect the safety of our employees, our property or the public

• Necessary for the prevention or detection of crime, including exchanging information with other companies or organisations for the purposes of fraud prevention and credit risk reduction

• Proportionate as part of a merger, business or asset sale, in the event that this happens we will share your information with the prospective seller or buyer involved

How long do we keep your personal information?

We will only store your personal information for as long as we need it for the purposes for which it was collected, as set out in this policy.

Where we provide you with any service, we will retain any information you provide to us at least for as long as we continue to provide that service to you. Where we are in regular contact with you or otherwise have an ongoing relationship, we may retain your information throughout that period of contact or relationship.

If we rely on your consent to use your personal data, such as in connection with marketing or advertising, we may keep your personal data until you withdraw your consent.

Thereafter and in all other circumstances, we will keep your information for a period of 6 years.

We may currently hold information in respect of which the retention periods set out above have expired. We are in the process of auditing our databases to identify records that are due for erasure as above. Any information for which we are unable to identify the appropriate retention period will be erased in accordance with this policy no later 25 May 2024.

How do we protect your personal information?

We will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this policy.

We try to ensure that all information you provide to us is transferred securely. Where it is transferred via the website (always check for the padlock symbol and “https” at the beginning of the URL) the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our site; 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.

All information you provide to us is stored on our secure servers.

What rights do you have in respect of your personal information?

You have the right to be informed

We have a legal obligation to provide you with concise, transparent, intelligible and easily accessible information about your personal information and our use of it. We have written this policy to do just that, but if you have any questions or require more specific information, please Contact Us.

You have the right to access your personal data

You have the right to ask us to confirm whether or not we hold any of your personal information. If we do, you have the right to have a copy of your information and to be informed of the following:

• Why we have been using your information

• What categories of information we were using

• Who we have shared the information with

• How long we envisage holding your information

In order to maintain the security of your information, we will have to verify your identity before we provide you with a copy of the information we hold.

The first copy of your information that you request from us will be provided free of charge, if you require further copies within a short period of time we may charge an administrative fee to cover our costs.

You have the right to correct any inaccurate or incomplete personal data

Where you have requested a copy of the information we hold about you, you may notice that there are inaccuracies in the records, or that certain parts are incomplete. If this is the case you can contact us so that we can correct our records.

You have the right to be forgotten

There may be times where it is no longer necessary for us to hold personal information about you. This could be if:

• The information is no longer needed for the original purpose that we collected it for

• You withdraw your consent for us to use the information (and we have no other legal reason to keep using it)

• You object to us using your information and we have no overriding reason to keep using it

• We have used your information unlawfully

• We are subject to a legal requirement to delete your information

In those situations, you have the right to have your personal data deleted. If you believe one of these situations applies to you, please contact us using our website or email us at info@foremarke.uk.com

You have the right to have a copy of your data transferred to you or a third party in a compatible format

Also known as data portability, you have the right to obtain a copy of your personal data for your own purposes. This right allows you to move, copy or transfer your personal data more easily from one IT system to another, in a safe and secure way.

If you would like us to transfer a copy of your data to you or another organisation in a structured, commonly use and machine-readable format, please Contact Us. There is no charge for you exercising this right.

You have the right to object to direct marketing

You can tell us at any time that you would prefer that we do not use your information for direct marketing purposes. If you would not like to receive any direct marketing from us, please Contact Us or use the links provided in any of our marketing communications, and we will stop sending direct marketing immediately.

You have the right to object to us using your information for our legitimate interests

Sometimes, we use your personal information to pursue our own legitimate interests (see 'What’s our legal basis for using your information?' above). We aim to always ensure that your rights and information are properly protected. If you believe that the way we are using your data is not justified due to its impact on you or your rights, you have the right to object. Unless we have a compelling reason to continue, we will stop using your personal data for these purposes.

In order to exercise your right to object to our use of your data for the purposes above, please Contact Us.

You have the right to restrict how we use your personal data

You have the right to ask us to stop using your personal data in any way other than simply keeping a copy of it. This right is available where:

• You have informed us that the information we hold about you is inaccurate, and we have not yet been able to verify this

• You have objected to us using your information for our own legitimate interests and we are in the process of considering your objection

• We have used your information in an unlawful way, but you do not want us to delete your data

• We no longer need to use the information, but you need it for a legal claim

If you believe any of these situations apply, please Contact Us.

You have rights related to automated-decision making and profiling

Any automated decision-making or profiling we undertake is solely for the purpose of tailoring the information which we provide to you. We will not use automated decision-making or profiling to make any decisions which will have a legal effect upon you or otherwise significantly affect you, and you have the right not to be subject to such decisions. If you have any concerns or questions about this right, please Contact Us.

Changes to our Privacy Policy

Any changes we 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.

This version was last updated on 17 July 2018. If you wish to see historic versions of this policy please Contact Us.

Complaints

If you wish to make a complaint about our collection or use of your personal data, please Contact Us in the first instance so that we may seek to resolve your complaint.

You have the right to lodge a complaint with the Information Commissioner’s Office (ICO), the statutory body which oversees data protection law in the UK. Please visit the ICO website if you wish to lodge a complaint with the ICO.

Contact Us

Post: 212 St Ann’s Hill London SW18 2RU

Email: info@foremarke.uk.com

Website: https://www.foremarke.uk.com/contact-us/