Privacy Policy
Rotary Events Management (GB&I) Limited Privacy Policy
At Rotary Events Management (GB&I) Limited we use your personal data to help us provide information and services in respect of the events and activities you choose to participate in, including the Volunteer Expo event.
We take our responsibilities to look after your personal data extremely seriously.
In the sections below, we describe how we collect, process, store and share your personal data.
Who is responsible for your data?
Rotary Events Management (GB&I) Limited is the Data Controller and responsible for your data.
Our registered address is:
Kinwarton Road
Alcester
Warwickshire
B49 6PB
What personal data do we collect about individuals?
Below is a list of the personal data we collect and when we collect it:
| Your name and contact details | If you correspond with one of our team
When you register/book to take part in one of our events/activities
When you book an exhibition stand and register your stand personnel
When you register on our Exhibitor Portal
When you express an interest in a forthcoming event/activity
When you order or download any of our materials
When you undertake an evaluation of an event/activity
When you volunteer at one of our events
When you become a sponsor, exhibitor, event logistics partner or delivery partner
If you enter into a contract with us |
| Communication we have with you, including emails, letters, online messages and social media posts, feedback | When you engage with us via correspondence or social media activity |
| Sensitive personal information regarding your health (mobility, hearing, visual access and dietary needs) and your ethnicity | If you request special assistance at one of our events
If you volunteer at one of our events
If you communicate special dietary requirements with us
If we ask for ethnicity through our evaluation activities (for the purposes of promoting equality and diversity) |
| Evaluation data | Information that you give us through our evaluations |
Please remember that any personal information that you post on any of our social media sites or comment areas is not monitored and that information you share is visible to all members of the public.
How do we process your data?
| To process your attendance at one of our events (e.g. visitor, exhibitor, volunteer, etc) | We will share your information with our registration provider and our event logistics partners to ensure you can access the event |
| To manage our current and future relationships in our contact network (e.g. businesses/ employers, sponsors, exhibitors) | We will use your information to contact you regarding how you are currently working with us. We will also make contact if we feel there is a possibility your organisation may work and support us to promote volunteering across Great Britain and Ireland |
| To communicate with you regarding any feedback or evaluations we receive | We will use your information to communicate with you to follow up and analyse the feedback you give us |
| To manage your request for information or services | We will use your information to ensure that we can respond to your requests |
| To provide you with any marketing material you have requested | We will use your information to provide you with any marketing material you have requested through one of our portals. You can unsubscribe to this at any point |
| To manage communications of current and future events | We will use your information to keep you informed of current and future events of a similar nature which may be of interest to you. You can unsubscribe to this at any point. |
What legal basis do we have for processing?
If you have provided us with your consent to process your data then giving us that consent provides us with the legal basis to process that data. Please note that you have the right to withdraw your consent at any time. To do this please email privacy@rotarygbi.org or write to Data Protection, Rotary Events Management (GB&I) Limited, Kinwarton Road, Alcester, Warwickshire, B49 6PB.
We may also process your data if its within our legitimate interests to do so, this means that is necessary for us to achieve our objectives as an organisation. We make sure that if we do process personal information on a legitimate interests basis that it is balanced against the rights and freedoms of the individuals.
We may also process your data under contractual necessity to fulfil contractual obligations.
We may also process your information to comply with a legal obligation or to protect your vital interests.
How do we use your data to tailor the service we provide?
We use cookies placed on the browser of your device to collect data about how you use our websites and systems. Cookies are small pieces of information stored on your device in the browser.
For more information about how we use cookies please refer to our Cookie Policy.
How can you manage marketing messages you receive?
We may send you marketing communications by email if you have indicated that you would like to hear from us with regards to the work that we do and the activities and events we manage. These marketing communications may, from time to time, include information relating to the events and activities of Rotary International in Great Britain & Ireland.
If you would like to unsubscribe from these emails, please follow the unsubscribe link at the bottom of the email you have received. Please note that if you unsubscribe we may keep a record of your personal information to ensure that we do not send any further communication.
Please note: when using third party providers they may ask your separate consent to hold your personal data and communicate with you regarding their services. Any such arrangement is solely at your discretion and will not be covered by this privacy policy – you should review and agree the third party provider’s privacy policy.
How long do we keep individual’s data?
We will only keep your personal data for as long as we need it to provide the services you have requested from us. This timescale will vary for different types of data, reasons for processing and any statutory limits. Personal data associated with registration for events will not be held for longer than 12 months after the event has taken place. In some cases we may anonymise your personal information to use for statistical and research purposes – this information will no longer be associated with you.
How do we protect individual’s data?
We ensure that there are appropriate physical and technical controls in place to protect your personal data, including the use of extensive encryption and password protection to ensure that your data is held securely. We regularly monitor our data collection and data security processes to ensure compliance with General Data Protection Regulation (GDPR).
How do we share your personal data?
We may share your personal data with the following categories of recipients:
Event logistics partners – When you register for one of our events, your details may be shared with our registration provider, our external event management team and certain suppliers and sponsors to administer your booking. In cases where you book directly with our logistics partners, they may hold your personal data and share this with us as part of the logistics and administrative arrangements for an event/activity. At all times, we would handle your personal data in accordance with this privacy policy and GDPR.
Delivery partners – We may share your data with our network of delivery partners who work with us to provide events/activities.
Evaluation providers – We may share your data with our evaluation provider to help us undertake the evaluation of our events/activities. A link to the evaluation providers privacy policy will be included in any request to participate in an evaluation.
We will never commercially sell your personal data to anyone else.
Sending data outside the EU
Your personal information will be hosted securely within the UK or the EU by Rotary Events Management (GB&I) Limited. However, where you register for an event/purchase tickets using one of the third-party vendors, their privacy policy applies, including where they hold your data, and you should consult their privacy policy on their website for more information.
What are your rights?
The General Data Protection Regulations gives you certain rights and these are listed below for your convenience,For more information on your rights under the GDPR please visit the Information Commissioners Office website here.
- You have a right to be informed when your personal data is being collected, what is collected and how it will be used or shared.
- You have a right of access to your personal data: the right of access allows you to be aware of and verify the lawfulness of the processing of your personal data. This information will be provided free of charge, unless the request is found to be manifestly unfounded or excessive then a reasonable fee will be charged. To make a subject access request the application should be made in writing, by letter or email, and addressed to the Company Secretary, Rotary Events Management (GB&I) Limited, contact details shown below, enclosing two proofs of identification. Applicants should be aware that where requests are manifestly unfounded or excessive, in particular because they are repetitive, Rotary Events Management (GB&I) Limited can:
- charge a reasonable fee taking into account the administrative costs of providing the information; or
- refuse to respond.
- You have a right in certain circumstances to have inaccurate personal data rectified, blocked (restrict processing), erased (right to be forgotten), or destroyed.
- You have a right in certain circumstances to object to the processing of your personal data for such reasons as direct marketing, automated decision making, profiling; although we can confirm we make no decisions on you using an automated process.
- You have a right in certain circumstances to data portability.
We collect and process your personal data through legitimate interests or because you have provided it to us to enable us to deliver a service to you. We will only process your personal data as you would reasonably expect us to. If you consented to us sending you newsletters and information about our programmes, activities and events then you can unsubscribe at any time using the link at the bottom of the email.
Finally, if you are unhappy with how we have processed your information, you have the right to lodge a complaint with the Office of the Information Commissioner, see information below.
How to contact us
You can email us at privacy@rotarygbi.org or you can write to Data Protection, Rotary Events Management (GB&I) Limited, Kinwarton Road, Alcester, Warwickshire, B49 6PB.
How to make a complaint
If you are unsatisfied with the way your data is being processed, we would appreciate that you contact us at privacy@rotarygbi.org in the first instance to resolve the matter. If, however, you are still unsatisfied you can contact the Information Commissioners Office (ICO) here.
Changes to this policy
We may change this privacy policy from time to time. If we make any significant changes in the way we treat your personal information we will make this clear on our website www.volunteerexpo.co.uk or by notifying you directly.
(policy date: September 2021, v3. Next review date: September 2022)