- IMPORTANT INFORMATION AND WHO WE ARE
- THE DATA WE COLLECT ABOUT YOU
- HOW IS YOUR PERSONAL DATA COLLECTED?
- HOW WE USE YOUR PERSONAL DATA
- DISCLOSURES OF YOUR PERSONAL DATA
- INTERNATIONAL TRANSFERS
- DATA SECURITY
- DATA RETENTION
- YOUR LEGAL RIGHTS
1. IMPORTANT INFORMATION AND WHO WE ARE
This website is not intended for children (those under the age of 13) and we do not knowingly collect data relating to children.
Full name of legal entity: Leeds Digital Festival Ltd
Email address: firstname.lastname@example.org
Postal address: 33 Park Place, Leeds, West Yorkshire, LS1 2RY
You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK 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.
It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.
2. THE DATA WE COLLECT ABOUT YOU
Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data) although we may still describe what we do with Aggregated Data in this policy because we want you to know why it is important for us to try to collect and compile this information.
We may collect, use, store and transfer different kinds of potentially personally identifiable data about you which we have grouped together as follows:
- Identity Data includes first name, maiden name, last name, username or similar identifier and date of birth.
- Contact Data includes postal address, email address and telephone numbers.
- Technical Data includes internet protocol (IP) address, 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 this website.
- Login Data incudes your username and password.
- Profile Data includes your username, details of events you have attended, your interests, preferences, feedback and survey responses and any other data you provide in any kind of free text bio or other self-description you publish or otherwise make available in connection with our services.
- Usage Data includes information about how you use our website, products and services.
- Marketing and Communications Data includes your preferences in receiving marketing from us, Event Organisers and our third parties and your communication preferences.
We do not collect any Special Categories of Personal Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health, and genetic and biometric data). Nor do we collect any information about criminal convictions and offences. If we do intentionally collect this type of information we will do so in a way that prevents you from being identified as the source of that information and we will treat that information as Aggregated Data. If we unintentionally collect this type of information then we will delete it as soon as possible after becoming aware of it.
If you fail to provide personal data
Where we need to collect personal data by law, or under the terms of a contract we have with you, and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to provide you with services or to contact you other than where we are legally required to). In this case, we may have to cancel a service or account you have with us but we will notify you if this is the case at the time.
3. HOW IS YOUR PERSONAL DATA COLLECTED?
We use different methods to collect data from and about you including through:
- Direct interactions. You may give us your Identity and Contact Data by filling in forms or by corresponding with us by post, phone, email or otherwise. This includes personal data you provide when you:
- apply for our services;
- subscribe to our service or publications;
- request marketing to be sent to you;
- enter a competition, promotion or survey; or
- give us feedback or contact us.
- Automated technologies or interactions. As you interact with our website, we will automatically collect Technical Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies and other similar technologies.
- Sponsors and Advertising partners who share information with us for the purpose or arranging events or sponsorships.
- Event Organisers, or EventBrite Inc, who may share non-personally identifiable attendee statistics with us for the purpose of producing Aggregated Data;
- Event Organisers, or EventBrite, who may share Identity and Contact Data with us if you sign up to and attend events organised by those kinds of External Third Parties but only where they have informed you that they will share data with us at the time as part of their own privacy notice and where you have not opted out of this sharing of information.
- Other Third parties or publicly available sources. We will receive personal data about you from various third parties as set out below.
- Technical Data from the following parties:
- analytics providers such as Google based outside the EU https://policies.google.com/privacy?hl=en; and
- advertising networks including:
- LinkedIn https://www.linkedin.com/legal/privacy-policy ,
- Facebook (Meta) https://www.facebook.com/help/
- Twitter Inc https://twitter.com/en/privacy and
- Instagram https://help.instagram.com/519522125107875/?helpref=hc_fnav
- YouTube https://www.youtube.com/static?gl=GB&template=terms
- Technical Data from the following parties:
4. HOW WE USE YOUR PERSONAL DATA
We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:
- Where we need to perform the contract we are about to enter into or have entered into with you.
- 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.
- Where we need to comply with a legal obligation.
Click here to find out more about the types of lawful basis that we will rely on to process your personal data.
Generally, we do not rely on consent as a legal basis for processing your personal data although we will get your consent before sending any third party direct marketing communications to you via email or text message (if we offer that as an option to you). You have the right to withdraw consent to marketing at any time by contacting us.
Purposes for which we will use your personal data
We have set out below, in a table format, a description of all the ways we plan to use your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate.
Note that we may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data. Please contact us if you need details about the specific legal ground we are relying on to process your personal data where more than one ground has been set out in the table below.
|Purpose/Activity||Type of data||Lawful basis for processing including basis of legitimate interest|
|To enable you to log in to your account||Login Data (password)||Performance of a contract with you.|
|To enable you to partake in a prize draw, competition or complete a survey||(a) Identity (b) Contact (c) Profile (d) Usage (e) Marketing and Communications||(a) Performance of a contract with you (b) Necessary for our legitimate interests (to study how customers use our services, to develop them and grow our business)|
|To administer and protect our business and this website (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data)||(a) Identity (b) Contact (c) Technical||(a) Necessary for our legitimate interests (for running our business, provision of administration and IT services, network security, to prevent fraud and in the context of a business reorganisation or group restructuring exercise) (b) Necessary to comply with a legal obligation|
|To deliver relevant website content and advertisements to you and measure or understand the effectiveness of the advertising we serve to you||(a) Identity (b) Contact (c) Profile (d) Usage (e) Marketing and Communications (f) Technical||Necessary for our legitimate interests (to study how customers use our services, to develop them, to grow our business and to inform our marketing strategy)|
|To use data analytics to improve our website, products/services, events, marketing, customer relationships and experiences||(a) Technical (b) Usage||Necessary for our legitimate interests (to define types of customers for our services, to keep our website updated and relevant, to develop our business and to inform our marketing strategy)|
|To make suggestions and recommendations to you about services or events that may be of interest to you (including third party Event Organiser’s events with which we may be associated)||(a) Identity (b) Contact (c) Technical (d) Usage (e) Profile (f) Marketing and Communications||Necessary for our legitimate interests (to develop our services and grow our business and to improve the quality and variety of events associated with the festival)|
We strive to provide you with choices regarding certain personal data uses, particularly around marketing and advertising.
Promotional offers from us
We may use your Identity, Contact, Technical, Usage and Profile Data to form a view on what we think you may want or need, or what may be of interest to you. This is how we decide which events, services and offers may be relevant for you (we call this marketing).
You will receive marketing communications from us if you have requested information from us or purchased goods or services from us, or attended an event hosted by any Event Organiser associated with us and you have not opted out of receiving that marketing at the time or since making a purchase. You will always be given the opportunity to opt-out of this at the relevant time.
We will get your express opt-in consent before we share your personal data with any third party for their own marketing purposes, but we might send you marketing relating to third parties where we think it relates to your interests and you have not opted out of this. An example of this would be where we notify you about upcoming events or offers relating to third parties, such as suggesting an event you may be interested in attending.
You can ask us or third parties to stop sending you marketing messages at any time by following the opt-out links on any marketing message sent to you.
Where you opt-out of receiving these marketing messages, this will not apply to personal data provided to us as a result of a service experience or other transactions.
We use Google Analytics on our website, and we ask you to give us consent in order for us to do that. Whilst we do not get any personally identifiable information from using cookies, Google are based in the United States (a country that does not provide as much protection for your personal data as the UK) and they are able to view your IP address and link this to you and the websites you visit when that cookie is placed in your browser. This cookie lasts for up to 2 years and results in Google receiving personal data about you. Google do not share any personally identifiable information with us, but they have to know who you are in order to provide us with reliable yet pseudonymised information that we use for our legitimate interests in measuring and analysing how our website is used so that we can decide how to make it better (or to remove part of it if it isn’t being used). If you want to find out more about Google Analytics you can view their policy here https://policies.google.com/technologies/cookies.
Change of purpose
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. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us.
If we need to use your personal data 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 data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.
5. DISCLOSURES OF YOUR PERSONAL DATA
We may share your personal data with the parties set out below for the purposes set out in the table Purposes for which we will use your personal data above.
- External Third Parties as set out in the Glossary.
We require all third parties we work with 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 except to the extent you have provided information directly to those third parties subject to their own privacy notices. It is always your responsibility to read and check you are happy with any third party’s privacy notice before you provide them with any personal data.
6. INTERNATIONAL TRANSFERS
We do not transfer your personal data outside the European Economic Area (EEA) or the UK, although we do work in association with third parties who are located in the USA among other countries (although we do not provide personal data directly to them) and as you will deal with them directly they will inform you of their own processing activities where relevant within their own privacy notices.
7. DATA SECURITY
We have put in place appropriate security measures 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 those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.
We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
8. DATA RETENTION
How long will you use my personal data for?
How long will you use my personal data for?
We will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements. We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you.
To determine the appropriate retention period for personal data, we consider the amount, nature and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal, regulatory, tax, accounting or other requirements.
By law we have to keep basic information about our customers (including Contact and Identity Data) for six years after they cease being customers for tax purposes.
In some circumstances you can ask us to delete your data: see your legal rights below for further information.
In some circumstances we will anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes including to produce Aggregated Data, in which case we may use this information indefinitely without further notice to you as long as it can’t be reverse engineered to identify you as the source of that information.
9. YOUR LEGAL RIGHTS
Under certain circumstances, you have rights under data protection laws in relation to your personal data. Please click on the links below to find out more about these rights:
- 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.
- Right to withdraw consent.
If you wish to exercise any of the rights set out above, please contact us.
No fee usually required
You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we could refuse to comply with your request in these circumstances.
What we may need from you
We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.
Time limit to respond
We try to respond to all legitimate requests within one month. Occasionally it could take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.
Legitimate Interest means the interest of our business in conducting and managing our business to enable us to give you the best service/product and the best and most secure experience. We make sure we consider and balance any potential impact on you (both positive and negative) and your rights before we process your personal data for our legitimate interests. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law). You can obtain further information about how we assess our legitimate interests against any potential impact on you in respect of specific activities by contacting us.
Performance of Contract means processing your data where it is necessary for the performance of a contract to which you are a party or to take steps at your request before entering into such a contract.
Comply with a legal obligation means processing your personal data where it is necessary for compliance with a legal obligation that we are subject to.
External Third Parties
- Contractors such as Stuart Clarke, who are based in the United Kingdom acting in their capacity as LDF board or supporting members or service providers, for the purpose of assisting LDF internally and who are not permitted to use any Personal Data for their own purposes.
- IT systems and security consultants and associated product providers and software development services including digital agencies acting as processors under our express instruction who are based in the United Kingdom.
- Professional advisers acting as processors or joint controllers including lawyers, bankers, auditors and insurers based in United Kingdom who provide consultancy, banking, legal, insurance and accounting services.
Where we use any external third party to provide services to us that require us to potentially provide access to personal data, we make sure we have a written contract in place which makes our relationship with them clear and also contains the terms required by law to ensure that their processing is legal and compliant with the purposes for which we collect it. We make sure that the data we provide to third parties is not used by them for their own purposes and we remain directly responsible to you for any third party processor we instruct to perform services on our behalf. You are always welcome to ask for more information about any particular third party provider we use in this way, please do contact us if you have any questions.
YOUR LEGAL RIGHTS
You have the right to:
- Request access to your personal data (commonly known as a “data subject access request”). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.
- Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.
- Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.
- Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.
- Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios:
- If you want us to establish the data’s accuracy.
- Where our use of the data is unlawful but you do not want us to erase it.
- Where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims.
- You have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.
- Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.
- Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.