PRIVACY NOTICE

Introduction
This Privacy Notice explains the types of personal data we may collect about you when you interact with us. It also explains how we’ll store and handle that data, and keep it safe.

Who are Powwow Events Ltd?
Powwow Events Ltd, referred to as ‘Powwow’ in this document is an event management company, working on behalf of various clients to deliver events. For simplicity throughout this notice, ‘we’ and ‘us’ means Powwow.

Powwow are working on behalf of The Bank of New York Mellon Corporation, Henderson Administration Ltd, M&G Limited and Schroder Investment Management Limited for the event management of the Joint Investment Forum 2019. Powwow are the data processor, and The Bank of New York Mellon Corporation, Henderson Administration Ltd, M&G Limited and Schroder Investment Management Limited are the data controllers.

What are the legal bases we rely on?
The law on data protection sets out a number of different reasons for which a company may collect and process your personal data, including:

  • Consent: In specific situations, we can collect and process your data with your consent. For example, if you tick a box to receive email newsletters. When collecting your personal data, we’ll always make clear to you which data is necessary in connection with a particular service.
  • Contractual obligations: In certain circumstances, we need your personal data to comply with our contractual obligations. For example, if you sign up to attend an event, we’ll collect your contact details so we can advise you about that event.
  • Legitimate interest: In specific situations, we require your data to pursue our legitimate interests in a way which might reasonably be expected as part of running our business and which does not materially impact your rights, freedom or interests.

When do we collect your personal data?

  • When you visit this website
  • When you sign up to attend an event or register your interest in attending an event
  • When you fill in a feedback form or survey either before, during or after an event
  • When you contact us by any means with queries etc
  • When you’ve given a third party permission to share with us the information they hold about you.

What sort of personal data do we collect?

  • If you register for an event, details we collect might include: your name, company, job title, postal address, email address, telephone numbers, dietary requirements and special requirements, for example, if you require wheelchair access or assistance at an event.
  • Details specific to the event you wish to attend, eg event location, if you have any speaker questions, whether you’ve attended previously
  • Details of your interactions with us through our online registration sites, email addresses or telephone numbers. For example, we would log details of any requests you make, and how and when you contact us.
  • Details of your visits to our website and the link you used to click through to our website.
  • Information gathered by the use of cookies in your web browser.
  • Your image may be recorded on a venue’s CCTV when you attend an event.
  • Your image may be captured in photographs or video being taken at the event by the official photographers / videographers
  • Your car number plate may be recorded at the venue’s car park when you attend an event.
  • Any surveys you complete as part of an event or the feedback you provide following an event – either paper based, verbally or online.

How and why do we use your personal data?
We use your personal data for event administration purposes only. We want to ensure you have the best possible experience and therefore we take the information provided to us to undertake event related actions, such as, sending your pre‐event instructions on timings, location etc, creating name badges, formulating an appropriate agenda / schedule etc.

How we protect your personal data?
We know how important data security is. With this in mind we will treat your data with the utmost care and take all appropriate steps to protect it. Access to your personal data is password‐protected and we regularly monitor our system for possible vulnerabilities and attacks, and we carry out penetration testing to identify ways to further strengthen security.

How long will we keep your personal data?
Whenever we collect or process your personal data, we’ll only keep it for as long as is necessary for the purpose for which it was collected. At the end of that retention period, your data will either be deleted completely or anonymised.

Who do we share your personal data with?
We share your personal data with trusted third parties who will also protect your data and keep it safe. We only share your data when it is necessary in order to provide specific related services.
Our policy on sharing data includes:

  • We only provide the data needed in order for the third party to perform their specific services to Powwow.
  • They may only use your data for the exact purposes we specify in our contract with them.
  • We work closely with them to ensure that your privacy is respected and protected at all times.
  • When we stop using their services, all of your data held by them will either be deleted or anonymised.

Third parties we work with

The data controllers we are working on behalf of:

who are running the Joint Investment Forum 2019 and therefore we will share the data you provide with them.

  • Event website design and hosting / event communications. For the Joint Investment Forum 2019, the website and marketing communications are undertaken by Stoneshot Ltd, 90 Basinghall Street, London, EC2V 5AY. Registered in England and Wales No. 04212270.

You can find individual Privacy Policies by clicking on the company names.

Other may include:

  • IT companies who support our website and other business systems.
  • Operational companies such as app providers, printers, event venues, event security.

We will never share your data with third parties for their own purposes. The only exceptions to this are:

  • If we are required to disclose your personal data to the police or other enforcement, regulatory or government body, in your country of origin or elsewhere, upon a valid request to do so.
  • If we expand or sell Powwow, this may involve the transfer of divisions or the whole business to new owners. If this happens, your personal data will, where relevant, be transferred to the new owner or controlling party, under the terms of this Privacy Notice.

Where your personal data will be processed
We store and process your personal data within the EEA. There may be an occasion when we transfer personal data that we collect from you to third party data processors in countries that are outside the EEA. If we do this, we have procedures in place to ensure your data receives the same protection as if it were being processed inside the EEA. For example, our contracts with third parties stipulate the standards they must follow at all times. Any transfer of your personal data will follow applicable laws and we will treat the information under the guiding principles of this Privacy Notice.

What are your rights over your personal data?
You have the right to request:

  • Access to the personal data we hold about you.
  • The correction of your personal data when incorrect, out of date or incomplete.
  • The deletion of the data we hold about you, in specific circumstances; for example, when you withdraw consent or object, and we have no legitimate overriding interest, or once the purpose for which we hold the data has come to an end.
  • A computer file in a common format (CSV or similar) containing the personal data that you have previously provided to us, and the right to have your information transferred to another entity where this is technically possible.
  • Restriction of the use of your personal data, in specific circumstances, generally while we are deciding on an objection you have made.
  • That we stop processing your personal data, in specific circumstances, for example, when you have withdrawn consent.
  • That we stop any consent‐based processing of your personal data after you withdraw that consent.

You can contact us to request to exercise these rights at any time by emailing us at data@powwowevents.co.uk

How do I make a complaint?
If you have any concerns about the use of your personal data, or the way we handle your requests relating to your rights, you can raise a complaint directly with us at data@powwowevents.co.uk. If you are not satisfied with the way we handle your complaint, you are entitled to raise a complaint directly with the UK Information Commissioner’s Office via the details available on their website: www.ico.org.uk

And finally
By registering for an event, browsing our website and/or agreeing to receive marketing communications, you agree that we may process your personal data as described in this Privacy Notice, including for analytics and research into website use.

Any questions?
We hope this Privacy Notice has been helpful in setting out the way we handle your personal data and your rights to control it. If you have any questions that haven’t been covered, please contact our Data Protection Champion who will be pleased to help you. Email us at data@powwowevents.co.uk.

This notice will be updated as required. The last update was on 26/10/2018