Welcome to our privacy notice for attendees at one of our webinars, presentations or other information event. When you attend such an event we collect certain personal data about you. S12 Solutions Limited (“we”, “us”, “our”) is the controller of that personal data.
We respect your privacy and are committed to protecting your personal data. This privacy notice tells you how we look after your personal data, your privacy rights and how the law protects you.
What data do we collect?
- Identity Data includes your name, job title, employer.
- Contact Data includes email address and telephone number.
- Technical Data includes internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform and other technology on the devices you use to access an online event, information collected through cookies.
- Profile Data includes your username and password.
How is your personal data collected?
When you complete the registration process for the event and at the event itself you may give us Identity Data and Contact Data, for example by completing an attendance form. You may also provide us with personal data when communicating with us, for example by email.
If an event is held online we may automatically collect Profile Data and Technical Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies, server logs and other similar technologies. Please see our cookie policy for further details.
How do we use your personal data?
Where you have consented to its use or where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests or where we need to comply with a legal or regulatory obligation or where it is to facilitate the provision of a public task (for example the provision of services in relation to public health care). We will only use your personal data 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.
Why do we need your personal data?
We use your personal data to give you access to the relevant event (for example using your email address or Technical Data to let you into a webinar). We also use it to send you information about future events and about our products or those of other members of our group that we think are of interest to you.
We have a legitimate interest in using your personal data for marketing purposes. This means we do not usually need your consent to send you marketing information. Where this is not the case, we will always ask for your consent. In all cases, you have the right to opt out of receiving marketing communications at any time by contacting us at s12solutions-info@vitalhub.com or by using the ‘unsubscribe’ or STOP link in emails and texts.
We may ask you to confirm or update your marketing preferences if you ask us to provide further services in the future, or if there are changes in the law, regulation, or the structure of our business.
We do not sell your personal data to other organisations.
Who do we share your personal data with?
We may share your personal data with other attendees of an event (for example if you chose to appear on video at a webinar), other companies in our group, third parties which provide our IT and system administration services (for example Amazon Web Services and Microsoft), third parties which provide our marketing services (for example Blow Media and Campaign Monitor) and individuals or organisations if we are legally required to.
We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.
Where is your data stored?
Your personal data is primarily stored in the European Economic Area or the United Kingdom. Personal data may be transferred to jurisdictions outside of the European Economic Area or the United Kingdom (for example to allow our IT service suppliers to provide us with marketing services). Any such transfer will be in full accordance with all applicable data protection law, for example where you consent to any such transfer being made, where an adequacy decision has been made in respect of the relevant jurisdiction or where there are appropriate safeguards in place (eg standard contractual data protection clauses published or approved by the relevant data protection regulator).
How secure is your personal data?
We use industry leading IT security for your personal data including the encryption of all data transferred to and from our website. Everyone that we share your personal data with is subject to a duty of confidentiality. All video and audio data processed during a video meeting is hosted by Amazon Web Services, Inc. on servers in London using Amazon Chime. Video meetings are not recorded or viewed by us or any third party and no video or audio data is stored, captured, or sent outside the United Kingdom.
How long do we keep your personal data? – only as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.
Your legal rights
Please contact us if you wish to:
- Request access to your personal data.
- Request correction of your personal data.
- Request erasure of your personal data.
- Object to processing of your personal data.
- Request restriction of processing your personal data.
- Request transfer of your personal data.
- Withdraw your consent to the use of your personal data.
Contact details
S12 Solutions Limited FAO Data Protection Officer, 2 Stone Buildings, Lincoln’s Inn, London WC2A 3TH.
s12solutions-info@vitalhub.com
You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the United Kingdom’s supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.
Our ICO registration number is ZA298462.
