In this policy
We understand that your privacy is important to you and that you care about how your information is used and shared online. We respect and value the privacy of everyone who visits our sites and will only collect and use information in ways that are useful to you and in a manner consistent with your rights and our obligations under the law.
The fine detail
Definitions and interpretation
In this Policy the following terms shall have the following meanings:
- means an account required to register for an event and access and/or use certain areas and features of our sites.
- means a small text file placed on your computer or device by our sites when you visit certain parts of our sites and/or when you use certain features of our sites.
- ‘Data Controller’
- means the Event Owner which determines the purposes for which, and the manner in which, any personal data collected by us on their behalf is processed. They are responsible for establishing practices and policies in line with the GDPR.
- ‘Event Owner’
- means our customer with whom we have an agreement for the provision of our services and whose name and/or logo and privacy statement are displayed and/or accessible at the point of you registering for an event on our sites.
- means the EU General Data Protection Regulation (Regulation (EU) 2016/679).
- ‘our sites’
- means this website,
www.bethereglobal.com, and any of our subdomains, including but not limited to
- ‘UK and EU Cookie Law’
- means the relevant parts of the Privacy and Electronic Communications (EC Directive) Regulations 2003 as amended in 2004, 2011 and 2015.
- means BeThere Global (UK) Ltd, a limited company registered in England with its company number 05455613 and its registered address at 8 Roedeer Close, Emsworth, England, Hampshire PO10 7GP, United Kingdom.
Information about us
Our sites are owned and operated by BeThere Global (UK) Ltd, a limited company registered in England with its company number 05455613 and its registered address at 8 Roedeer Close, Emsworth, England, PO10 7GP.
Our VAT number is GB 866299762.
What data do we collect
Depending upon your use of our sites and our agreement with the Event Owner, we may collect some or all of the following data:
- first name
- last name
- job title
- email address
- telephone number
- IP address (automatically collected)
- demographic information such as post code, preferences and interests
- financial information such as credit / debit card numbers
- Web browser type and version (automatically collected)
- operating system (automatically collected)
- a list of URLs starting with a referring site, your activity on our sites, and the site you exit to (automatically collected)
- geographic data relating to your location.
How do we use your data?
All personal data is stored securely in accordance with the EU General Data Protection Regulation (Regulation (EU) 2016/679) (GDPR). For more details on security see ‘How and where do we store your data’ below.
We use your data to provide the best possible services to our registered users and the Event Owner.
- providing and managing your Account
- providing and managing your access to our sites
- system administration, analysing aggregate information and auditing the use of our sites (when our services log the visitors’ IP addresses automatically)
- personalising and tailoring your experience on our sites
- supplying our products and services to you
- personalising and tailoring our products and services for you
- responding to communications from you
- analysing your use of our sites and gathering feedback to enable us to continually improve our sites and your user experience.
In some cases, the collection of data may be a statutory or contractual requirement, and we will be limited in the services we can provide you without your consent for us to be able to use such data.
With your permission, such as an opt-in option on our registration page, and/or where permitted by law, we may also use your data for marketing purposes which may include contacting you by email, telephone, text message and/or post with information, news and offers on our products and services. We will not, however, send you any unsolicited marketing or spam and will take all reasonable steps to ensure that we fully protect your rights and comply with our obligations under the GDPR and the UK and EU Cookie Law.
Under GDPR we will ensure that your personal data is processed lawfully, fairly, and transparently, without adversely affecting your rights. We will only process your personal data if at least one of the following basis applies:
- you have given consent to the processing of your personal data for one or more specific purposes
- processing is necessary for the performance of a contract to which you are a party or in order to take steps at the request of you prior to entering into a contract
- processing is necessary for compliance with a legal obligation to which we are subject
- processing is necessary to protect the vital interests of you or of another natural person
- processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller and/or
- processing is necessary for the purposes of the legitimate interests pursued by us or by a third party, except where such interests are overridden by the fundamental rights and freedoms of the data subject which require protection of personal data, in particular where the data subject is a child.
We do not knowingly collect information from minors. If you are under 18, please do not provide any personal information to us.
How and where do we store your data?
We only keep your data for as long as we need to in order to use it as described above in ‘How do we use your data’, and/or for as long as we have your permission to keep it. In any event, we will conduct periodic reviews with the relevant Event Owner to ascertain whether we need to keep your data. Your data will be deleted if we no longer need it to comply with our contractual obligations with the Event Owner or any applicable statutory obligations.
Your data will only be stored by us within the European Economic Area (‘the EEA’) (The EEA consists of all EU member states, plus Norway, Iceland and Liechtenstein).
If we intend at any time to transfer any of your data outside the EEA, we will always obtain your consent beforehand and we will put in place appropriate safeguards to protect your data. We will advise you of particular safeguards at the time of obtaining your consent.
Data security is of great importance to us, and to protect your data we have put in place suitable physical, electronic and managerial procedures to safeguard and secure data collected through our sites.
Steps we take to secure and protect your data include but are not limited to:
- our IT systems are protected against unauthorised access, have anti-virus software and secure password log-in system or an alternative form that may include fingerprint identification and facial recognition
- our websites are secured by SSL (secure socket layer)
- we also use a Microsoft 365 account with its servers located in Europe and its services providing enterprise-grade security, privacy and compliance capabilities (more details can be found at https://www.microsoft.com/en-us/trustcenter/cloudservices/office365)
- we have appropriate physical security measures in place at our premises.
Notwithstanding the security measures that we take, it is important to remember that the transmission of data via the internet may not be completely secure and that you are advised to take suitable precautions when transmitting to us data via the internet.
We cannot guarantee or warrant the security of any information you disclose or transmit to us online and cannot be responsible for the theft, destruction, or inadvertent disclosure of your personal information.
Do we share your data?
We may contract with third parties to supply services to you on our behalf. These may include payment processing, delivery of goods, search engine facilities, web developers and designers, advertising and marketing. In some cases, the third parties may require access to some or all of your data. Where any of your data is required for such a purpose, we will take all reasonable steps to ensure that your data will be handled safely, securely, and in accordance with your rights, our obligations, and the obligations of the third party under the law.
We may compile statistics about the use of our sites including data on traffic, usage patterns, user numbers, sales and other information. All such data will be anonymised and will not include any personally identifying information. We may from time to time share such data with third parties such as prospective investors, affiliates, partners and advertisers. Data will only be shared and used within the bounds of the law.
In certain circumstances we may be legally required to share certain data held by us, which may include your personal information, for example, where we are involved in legal proceedings, where we are complying with the requirements of legislation, a court order, or a governmental authority. We do not require any further consent from you in order to share your data in such circumstances and will comply as required with any legally binding request that is made of us.
What happens if our business changes hands?
In the event that any of your data is to be transferred in such a manner, you will not be contacted in advance and informed of the changes.
How can you control your data?
When you submit information via our sites, you may be given options to restrict our use of your data. We aim to give you controls on our use of your data, including the ability to opt-out of receiving emails from us which you may do by unsubscribing using the links provided in our emails and by managing your Account, where applicable.
You may also wish to sign up to one or more of the preference services operating in the UK: The Telephone Preference Service (‘the TPS’), the Corporate Telephone Preference Service (‘the CTPS’), and the Mailing Preference Service (‘the MPS’). These may help to prevent you receiving unsolicited marketing. Please note, however, that these services will not prevent you from receiving marketing communications that you have consented to receiving.
Your right to withhold information and your right to withdraw information after you have given it
You may access certain areas of our sites without providing any data at all. However, to use all features and functions available on our sites you may be required to submit or allow for the collection of certain data.
You may withdraw your consent for us to use your personal data as set out in section “How do we use your data” at any time by contacting us using the details set out in ‘Contacting us’, and we will delete your data from our systems. However, you acknowledge we may not be able to provide our services to the Event Owner and/or you in this case.
How can you access your data?
You have the legal right to ask for a copy of any of your personal data held by us (where such data is held). Please contact us for more details at email@example.com, or using the contact details below in ‘Contacting us’.
What Cookies do we use and what for?
By default, our websites’ publishing system sets session cookies for aspects of form validation, and when needed, also for user authenticated access:
- They do not collect any personal or sensitive information.
- They do not collect your IP address.
- The information they store is not sent to any third parties.
- Their scope is compliant with current UK and EU Cookie Law.
Nonetheless, you can choose to disable these cookies in your internet browser. But should you do so, you will not be able to access all aspects of our service.
From time to time, for some aspects of the events we host, we may be asked to deploy cookies which under current UK or EU Cookie Law require your explicit consent. In such cases, we will provide the means for you to opt in and will not set them without your consent.
Summary of your rights under GDPR
Under the GDPR, you have the right to:
- request access to, deletion of or correction of, your personal data held by us;
- complain to a supervisory authority;
- be informed of what data processing is taking place;
- restrict processing;
- data portability;
- object to processing of your personal data;
- rights with respect to automated decision-making and profiling (see ‘Automated decision-making and profiling’ below).
Automated decision-making and profiling
We do not make automated decisions and do not profile your personal data.
Please ensure that your query is clear, particularly if it is a request for information about the data we hold about you (as under ‘How can you access your data’, above).