November 16, 2018

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PRIVACY AND COOKIES POLICY

P3 Bulletin, Partnerships Bulletin and Projects Bulletin are information services provided by Rockcliffe Ltd (”We”).

We are committed to safeguarding the privacy of Our website visitors. This policy sets out how We will treat Your personal data as defined in data protection legislation.  

Information relating to Our use of cookies is set out in Our Cookies Policy, which forms part of the Privacy Policy. When We refer to the Privacy Policy, We are referring to the Privacy and Cookies Policy.

Please take some time to read this Privacy Policy, including the Cookies Policy, in order to ensure You understand and are comfortable with Our use and disclosure of Your personal data. By visiting any of Our websites You are accepting and consenting to the practices described in this policy.

For the purpose of data protection legislation, including the EU Regulation 2016/679 – the General Data Protection Regulation (“GDPR”), the data controller in respect of Your personal data is Rockcliffe Ltd a company incorporated in England and Wales under number 5666052 whose registered office is at Unit 3.23 Canterbury Court, Kennington Park, 1-3 Brixton Road, London, SW9 6DE.

INFORMATION WE COLLECT ABOUT YOU

You do not have to give Us any personal information to use this Website. However, in certain cases as set out below, We will collect and process the following data about You:

Events and Awards: This is information about You that You give Us by completing forms on Our Events and Awards websites or by corresponding with Us by phone, e-mail or otherwise. This information may include Your name, job title, company name. company address, email address, and contact telephone number.

Registration to Subscribe: This is information You provide when You register to use Our websites and/or subscribe to Our services. When You register You will need to provide Your name, job title, company name, location, email address, and contact telephone number. This information is necessary for the adequate performance of the contract between You and Us and to allow Us to comply with Our legal obligations. We do not use this personal data to create a public profile.  

Financial Information: We receive information about You when You enter into a financial transaction with Us. This information may include Your name, job title, company name. company address, email address, contact telephone number, and credit or debit card details. However, We very rarely collect, process or store Your debit or credit card information. On the rare occasions that We do, We pass that information immediately to Sage. Online payments are processed securely by our third party provider Sage. Please refer to Sage’s Privacy Policy: https://www.sagepay.co.uk/policies/privacy-policy.

Any of the above information may be received directly from You, or from Your colleague or corporate contact who registers for a subscription or event on Your behalf. All of the information We request is mandatory to provide You with the relevant service.

COOKIES

Our website uses cookies to distinguish You from other users of Our website. This helps Us to provide You with a good experience when You browse Our website and also allows Us to improve Our website. By continuing to browse any of the websites, You are agreeing to Our use of cookies. This is in accordance with the relevant parts of the Privacy and Electronic Communications (EC Directive) Regulations 2003 ("Cookie Law").

A cookie is a small file of letters and numbers that We store on Your browser or the hard drive of Your computer if You agree. Cookies contain information that is transferred to Your computer’s hard drive.

At present We use the following cookies on some or all of our sites:

Strictly necessary cookies: These are cookies that are required for the operation of Our website. They include, for example, cookies that enable You to log into secure areas of Our website or make use of e-billing services.

Functionality cookies: These are used to recognise You when You return to Our website. This enables Us to personalise Our content for You, greet You by name and remember Your preferences (for example, Your choice of language or region).

Analytical/performance cookies: They allow Us to recognise and count the number of visitors and to see how visitors move around Our website when they are using it. This helps Us to improve the way Our website works, for example, by ensuring that users are finding what they are looking for easily. We use Google Analytics to measure the amount of traffic to Our site and this helps Us to understand things like how many people have viewed Our site in a given period, how often people visit and what the most popular types of content are.

We may, in the future, use the following cookies and if We do We shall amend this page accordingly:

Targeting 
cookies: These cookies record Your visit to Our website, the pages You have visited and the links You have followed. We will use this information to make Our website and the advertising displayed on it more relevant to Your interests. We may also share this information with third parties for this purpose.

Please note that some of the advertisements that We serve may contain code from third-parties. These third-parties may create cookies so that they can understand how many people have seen an advertisement across all the websites it appeared on. We do not share any of our user information with third-parties so the information they can gather by this mechanism is entirely anonymous and will be viewed at an aggregated rather than an individual level.

Also on some pages of Our sites You will see buttons that allow You to share items of interest through Social Networks such as Facebook and Twitter. These buttons may also create cookies within Your browsers.

Opting out: You can opt out of any personal data collection using cookies by activating the setting on Your browser that allows You to refuse the setting of all or some cookies. However, if You use Your browser settings to block all cookies (including essential cookies) You may not be able to access all or parts of Our site.

USES MADE OF THE INFORMATION

We use information held about You in the following ways:

  • respond to Your queries;
  • contact you about events and services of interest to You;
  • give You details of competitions that We may be running;
  • ask You to complete a survey;
  • provide the services You have ordered (including subscriptions, free trials and emails);
  • process a financial transaction through Sage;
  • verify Your identity and details of Your payment method or credit card amount;
  • administer Our website and provide customer services;
  • meet legal, regulatory and compliance requirements;
  • monitor and analyse the use of any account to prevent
  • investigate and/or report fraud, terrorism, misrepresentation, security incidents or crime;
  • gather management information to form statistical and trend analysis;
  • investigate any complaints about this website; and
  • personalise Your experience of this website.

Where You register to attend one of Our events and, where You have provided Your consent for Us to do so by agreeing to Our Terms & Conditions, We may share Your name, job title and company with other attendees and with sponsors of the event (including making this information available via the event app, on social media sites and/or in Our event guide).

Where You register to attend certain seminars or presentations at one of Our events hosted by a third party, We may share Your registration information with such third party and with the sponsors of Our events.

Where You indicate that You want Us to share Your details with exhibitors at events (for example, by scanning Your event badge at an exhibitor's stand) We share Your information with those exhibitors.

We employ the services of third party service providers to help Us in certain areas, such as website hosting and maintenance. In some cases the third party may receive Your information. However, at all times, We will control and be responsible for the use of Your information and endeavour to ensure that they process Your personal data in accordance with Our instructions.

We may use aggregated information so We can administer and improve Our website, analyse trends, gather broad demographic information and detect suspicious or fraudulent transactions. We may pass this information to third parties.

If You provide a credit or debit card, our third party provider, Sage, takes certain measures parties to check the validity of the sort code, account number and card number You submit in order to prevent fraud as well as to process any transaction You attempt via the website. If false or inaccurate information is provided and fraud is identified, Sage will notify Us and We may pass details to fraud prevention agencies, in which case You will be notified of such action.

GROUNDS FOR USING YOUR INFORMATION

By submitting an email via Our “contact us” section, You have consented to Us contacting You in response to Your query, and using Your details for that purpose.

By submitting a free trial registration You have consented to Us contacting You and using Your information to fulfil the trial.

Where You have registered to receive mailings from Us, it is necessary for Us to process Your personal data to fulfil the contract between Us.

Where You have subscribed to services from Us, it is necessary for Us to process Your personal data to fulfil the subscription contract between Us will involve passing Your information to Sage for processing and may occasionally involve Us verifying Your details for payment purposes.

If You have opted into any of Our mailings (such as events and/or email newsletters and/or to be contacted regarding competitions), You have consented to Us using Your information for this purpose.

Where You register to attend certain seminars or presentations at one of Our events hosted by a third party, Our sharing of Your registration information with such third party and with the sponsors of the event facilitates communication between You and that sponsor and is, We consider, a legitimate business interest.

When We contact You about events or services that may be of interest to You or to ask if You would like to participate in a survey, We treat this as legitimate business interest. The rate at which We send survey requests is infrequent, and there is no obligation to respond, therefore We consider any prejudice to You to be limited, and the legitimate need to seek views of Our contacts outweigh this.

The website uses various cookies (for more details on this, please see COOKIES above), and one of these is used to track what You have looked at on the site.  The information that We receive is personalised, so that We can see the activity You completed whilst on the site and personalise Your experience. We also use analytical Cookies. This information is used solely to review how people use the site, for the purposes of improving functionality. These are legitimate interests of the business; therefore We use this information on that basis.  

Administering and monitoring the website for misuse and investigating complaints about the website are all legitimate interests of the business.

SECURITY

All information You provide to Us is stored on Our secure servers. Any payment transactions will be encrypted. Where We have given You (or where You have chosen) a password which enables You to access certain parts of Our site, You are responsible for keeping this password confidential. We ask You not to share a password with anyone.

Unfortunately, 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.

YOUR RIGHTS

ACCESS TO INFORMATION - Data Protection legislation gives You the right to access information held about You. Such requests have to be made in writing. To do so please contact Us at: amanda.nicholls@p3bulletin.com.

You also have a right to receive Your personal data in a format that is secure and suitable for re-use.

CHANGES TO YOUR DATA - Where You are unable to update Your personal data Yourself on Our website, You have the right to ask Us to correct, change, update or rectify Your data.

DATA DELETION - You have the right to ask Us to delete all or some of the personal data We hold about You. We may need to retain some of Your personal data even after You have closed Your account if reasonably necessary to comply with Our legal obligations, or where We have a legitimate interest in doing so (e.g. to prevent fraud and abuse and maintain and enhance security).

OBJECTION TO PROCESSING - You may object to processing Your personal information in some circumstances (in particular, where We don’t have to process the information to meet a contractual or other legal requirement, or where We are using the information for direct marketing). If You object to such processing We will no longer process Your personal information for these purposes unless We can demonstrate compelling legitimate grounds for such processing or such processing is required for the establishment, exercise or defense of legal claims or obligations.

You have the right to ask Us not to process Your personal data for marketing purposes. We will usually inform You (before collecting Your data) if We intend to use Your data for such purposes or if We intend to disclose Your information to any third party for such purposes. You can exercise Your right to prevent such processing by clicking on the ‘update your preferences’ link that’s included within Our emails or by contacting Us at amanda.nicholls@p3bulletin.com.

Please note that the withdrawal of Your consent does not affect the lawfulness of any processing activities based on such consent before its withdrawal.

If You are unsure about Your rights or are concerned about how Your personal data may be processed please contact Us (See CONTACT). If You are still concerned You should contact the Information Commissioner's Office.

TRANSFERS OUTSIDE THE EUROPEAN ECONOMIC AREA (“EAA”)

We may transfer Your personal information to countries outside the EAA where We hold an event in that country. In those cases We shall endeavour to ensure that adequate measures are used to protect Your personal data.

Where We use certain service providers outside the US, We may use specific contracts approved by the European Commission which give personal data the same protection it has in Europe.

Where We use providers based in the US, We may transfer data to them if they are part of the Privacy Shield which requires them to provide similar protection to personal data shared between the Europe and the US.

LINKS

Our websites may, from time to time, contain links to and from the websites of Our partner networks, advertisers and affiliates over which We have no control. If You follow a link to any of these websites, please note that these websites have their own privacy policies and that We do not accept any responsibility or liability for these policies. Please check these policies before You submit any personal data to these websites.

DATA RETENTION

We generally retain data for as long as Your account is in existence or as needed to fulfil the purposes outlined in this policy. However, specific retention times can vary based on context of the processing We perform and on Our legal obligations.

CHANGES TO OUR PRIVACY AND COOKIES 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 e-mail. Please check back frequently to see any updates or changes.

CONTACT

Questions, comments and requests regarding this privacy policy are welcomed and should be addressed to amanda.nicholls@p3bulletin.com.



Effective as of 28 May 2018

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