We appreciate how important yours and your employees’ privacy is and recognise that we are being trusted with protecting it, so the purpose of this privacy notice is to give you a clear explanation about how we collect and use personal data.
How we collect and store personal data
Client data is requested and stored in order to provide contracted event management services and for accountancy purposes. This information is held on our secure, password protected server, in email format on password protected computers and paper format for accountancy purposes.
Delegate data is either provided by the client or collected via the Inception Events online registration system. The online system is accessible only by password; for editing and for downloading data into an Excel format. Only Inception Events’ staff members working on the specific event will have access to the data required to facilitate any requests and requirements of the event.
Personal delegate data collected is held on a secure password protected server, accessible only by Inception Events staff who need to do so in order to facilitate requests and requirements of the event.
We will only retain personal data for as long as necessary in order to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.
Delegate / attendee data will only be retained whilst the event is ‘live’, once the event has passed and the account has been closed, the data will be deleted from all sources; online registration system, secure sever, email/attachments and any paper copies will be shredded by Inception Events.
Inception Events have issued strict guidelines and a process document to all staff in order to facilitate these requirements.
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 requirements.
In some circumstances, we may anonymise personal data (so that it can no longer be associated with an individual) for research or statistical purposes in which case we may use this information indefinitely without further notice to you.
We do not, and will not, sell any of yours or your employees / delegates’ personal data to any third party – including your name and contact details and your payment information.
How we protect personal data
We’re committed to keeping yours and your employees’ personal data secure and 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.
These security measures include:
- All data is stored on our secure password protected server
- Unique event sub folders are created for related emails and documents with restricted access
- Sensitive documents are password protected and access only available to authorised personnel
In addition, we limit access to 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.
How we use personal data
Delegate data collected and maintained lists will be shared with the approved client contact in order to provide updates on registration status and booking requirements. Access to these lists / spreadsheets will be password protected with access granted to authorised personnel only.
Inception Events will use data collected to contact delegates in accordance with any requests made by the client, the individual or in order to facilitate requirements and provide services for the event:
- To send information about the event e.g. confirmation of attendance, changes, notifications regarding travel, accommodation and the event arrangements.
- To ask attendees to review or take a survey about the event they have attended. Data is only collected if requested by the client and only the results approved are shared with third parties such as the hotel, dinner venue and suppliers who have provided services for this specific event.
As an essential part of being able to provide our services to you and the event attendees we share yours and the delegates’ personal data with third party suppliers in order to provide requested services and bookings such as: event attendance, flight reservations, accommodation, and ground transportation. Only information relevant to the specific service is provided and only to direct suppliers contracted in relation to the event.
We require all third parties 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.