We have read so much legal jargon around General Data Protection Regulation (GDPR) and Privacy and Electronic Communications Regulations (PECR) we thought we’d put it into our own words of what it really means to us conducting business with a business.
What you really need to know…
We collect and store information we need to provide you with the events and services you receive from us. Due to the nature of the events business we need to let you know about the events in advance so you can reap the benefits of being involved. To do this we send emails, occasionally follow you via social media and mail a few items in the post to you, but that is it.
The data you give to us is stored on GDPR compliant databases, Infusionsoft and WeeMss. We do not share your data or sell data. Any data given to us in relation to an award entry is only stored until the results have been determined and the event is completed. It is then deleted.
If you make a purchase with us we store your contact details and transaction history on our Quickbooks system. We do not collect or store payment information, this is handled by third party payment providers Paypal or Stripe. If you wish to be deleted from their databases you will need to contact them. We cannot delete any purchase history as the HMRC will be upset.
If you wish for your personal contact information to be deleted we can do this, but you will never be able to take part in, or attend any event we provide. We need your email address to create a contact record for you in our databases so we know how to communicate with you, what you are planning to do, what you might be entering, the event you are allowed to attend and generally keep you in the loop about the event you are giving up your time and/or paying for.
We use google analytics to see how many of you, and what you have been looking at on our website, so we can improve and provide the best content we can.
We also have Facebook pixels installed on all of our websites so that we can remind you about our upcoming events, products and services. We are a business and use most types of marketing to attract customers. The Facebook pixel means we can see how you interact with our site and with any Facebook adverts, and then we can customise our advertising accordingly.
We don’t know if there is anyway to block a Facebook pixel, but we have heard that the Freedom app which you can use to block social media while you work blocks the pixel.
Be assured that none of these things store any personal data about you, apart from your IP address (unless you browse privately), as that is how the internet works. The only use we have for this information is to see how you have interacted with our website.
We store your data in a few different places, and we think we have a pretty slick system in place so we can manage it in the best way we can, and only keep what we need to.
If you complete any website form your contact information supplied gets pushed into our GDPR compliant database Infusionsoft, where it is tagged so we know why you have given us your data.
If you enter an awards event your entry data is stored on the WeeMss system for the duration of the event, it is only stored until the results have been determined and the event is completed. It is then deleted.
If you buy a ticket to attend our awards the contact data is stored on both our WeeMSS and infusionsoft system. We use this data to manage your ticket requirements, so we can re-contact you about future events when they are released.
If you select to pay by invoice the system talks to our accounting software Quickbooks to generate an invoice, and the relevant contact information is stored and used to be able to complete this action.
Credit card payment details are not held by us, but with the third party payment provider Stripe or Paypal.
All of our communications have an unsubscribe option. As we have previously explained however, if you do wish to unsubscribe you will not be able to be part of the events and services we provide as we need to be able to communicate with you in this way.
Your Payment Details
When you make a purchase with us will either pay through Stripe, Paypal, or an invoice will be raised for direct transfer payment. We are required by the HMRC to keep your contact details, the amount you have paid and the date of the transaction. This information is held in our Quickbooks accounting software.
We do not process credit cards ourselves, and therefore do not hold any payment information. We use third party payment providers Stripe or Paypal to process your payments, these transactions can only take place by you entering the details yourself.
Email Marketing and Newsletters
If you sign up to our newsletter we will send you a newsletter generally around two a month, but occasionally more if there is more stuff to tell you. You can unsubscribe at anytime and links to do this are always provided on our email communications.
If you sign up for an event, whether you have expressed interest, are entering or attending we will send you emails about the event. The frequency depends on the number of days from the event, and what stage in the process you are at. It is all customised by your actions. You can unsubscribe at any time, however if you want to be part of the events we provide and choose to unsubscribe we cannot allow you take part in any way. We need to be able to communicate with you via email throughout the process. Due to the client facing nature of your own work communicating via mail or telephone is not convenient or really suitable for all parties involved, and we want to make things as easy as possible for you.
The communications we send you via email automatically track links so we know if you open an email, and click on certain parts of it. We do nothing with this apart from look at the overall stats of the email campaigns, what bits are read and what is not, as this helps us write future communications. From time to time if we see you have missed an important message, (especially if its related to an event you are attending) we will try and contact you another way to make sure you have read the information.
Most importantly we have no time to do anything with your data other than try and better our communications, our events and services we offer you.
We use social media to promote our events, services and products. If you engage with us in one of our social groups, we might find you on one of the other ones and say a friendly hello too. We can be less friendly if you like, just let us know. You are not required to follow our social media accounts.
Your right to be deleted
If you wish for your personal contact information to be deleted we can do this, but you will never be able to take part in, or attend any event we provide. We need your email address to create a contact record for you in our databases so we know how to communicate with you, what you are planning to do, allowed to attend, what you might be entering, and generally keep you in the loop about the event you are giving up your time and/or paying for. In addition, due to the client facing nature of your own work communicating via mail or telephone is not convenient or really suitable for all parties involved, and we want to make things as easy as possible for you.
If you really want out, it is your right to be deleted so please email firstname.lastname@example.org and we will remove your personal contact information from all of our systems. We cannot delete any purchase history as the HMRC will not like it.
(If you have some history with us we will double check with you first, otherwise we will just hit the big red delete button)
If you want to read the jargon version, approved by our legal team you can do so here.