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Privacy Policy

Your rights, your information and how we use it

Spektrum Events is committed to protecting your personal information.

Our Privacy Policy contains important information about what personal details we collect; what we do with that information; who we may share it with and why; and your choices and rights when it comes to the personal information you have given us.

We may need to make changes to our Privacy Policy; so please check our website for updates from time to time. If there are important changes such as changes to where your personal data will be processed; we will contact you to let you know.

This version of our Privacy Policy was last updated April 30th 2018

Who we are

We are Trade Show Services Ltd. Trading as Spektrum Events.

We are a company registered in England & Wales under number 05530756.

Our VAT number is GB 867 07 44 95

How to contact us

If you have any questions about our Privacy Policy or the information we collect or use about you, please contact;

FAO The Privacy Team,

Spektrum Events, 1300 Blueprint, Dundas Spur, Portsmouth, Hampshire. PO3 5RN

Email: info@spektrumevents.co.uk

Information we collect and use

Information about you that we may collect and use includes:

Information you voluntarily provide to us in the course of conducting business with us such as your name, telephone number and contact details.

Information required to supply you with products or services e.g. your bank account details.

Information about your contact with us e.g. meetings, phone calls, emails / letters.

Information that is automatically collected e.g. via cookies and Google analytics data collected when you visit our website.

Information if you visit our offices e.g. visual images collected via closed circuit television (CCTV).

Information collected from third parties in the course of our business with you e.g. information provided to us by an agency who is acting on your behalf to supply goods or services from us.

We do not collect information classified as ‘sensitive’ personal information e.g. relating to your health, marital or civil partnership status.

We do not collect information in regard to children.

Where we collect your information

We may collect your personal information directly from you, from a variety of sources, including:

        • phone conversations with us

        • emails or letters you send to us

        • meetings with one of our team

What we use your information for

We take your privacy seriously and we will only ever collect and use information which is personal to you where it is necessary, fair and lawful to do so. We will collect and use your information only where:

        • you have given us your consent to send you information about products and services

        • it’s necessary to provide the product or service you have requested

        • it’s necessary for us to meet our legal or regulatory obligations

        • it’s in the legitimate interests of Spektrum Events

        • it’s in the legitimate interests of a third party

If you do not wish us to collect and use your personal information in these ways, it may mean that we will be unable to provide you with our products or services.

We do not use systems to make automated decisions using your personal data.

What are cookies?

A cookie is a small file, saved onto your computer or other device when you visit our website. They store small pieces of information. For example - they will remember you've visited our website or performed a certain action.

We use cookies to help us improve your experience when you visit our website and to let us know which pages of our website you visited.

Persistent cookies - these stay valid, and will work until their expiry date (unless you delete them before they expire).

Session cookies - these expire when you close your web browser.

Who we may share your information with

We may share your information with third parties where it is in our legitimate interest to do so.

These third parties include:

• Our bank, Lloyds Bank PLC, in order to process payments

• Your adviser or employer or representative employed by you

• Companies we have chosen to support us in the delivery of the products and services we offer to you and other customers e.g. delivery companies, couriers and sub-contractors; or companies who can help us in our contact with you, for example an internet service provider

• Regulating bodies e.g. Safe Contractor, the Information Commissioner’s Office for the UK (the ICO)

• Law enforcement, credit and identity check agencies for the prevention and detection of crime

• HM Revenue & Customs (HMRC) e.g. for the processing of salaries and taxes

We will never sell your details to someone else.

Whenever we share your personal information, we will do so in line with our obligations to keep your information safe and secure.

Legal bases for using your personal information

We use different legal bases for using your personal information. These are:

Performance of a Contract

The use of your personal information may be necessary to perform the agreement you have with us. For example, to produce and deliver goods we may need to use your name, address and telephone number; to send payments or provide credit we will need your bank account information.

Legitimate Interests

We may use your personal information for our legitimate interests. This primarily relates to our staff and contractors. For example, in booking travel for our staff and sub-contractors we would need name and contact details as well as passport information. We hold details of staff training which we may pass to third parties to demonstrate competence. We hold geographic location data of our staff and contractors and maintain tracking of our fleet which helps us organise our logistics effectively.

Legal Obligation

We may use your personal information where we are fulfilling a legal obligation. For example we are required to hold driver information in order to comply with our insurance requirements.

Where your information is processed

For the most part we process all of your information in the UK and European Economic Area (EEA)

In the unlikely event that some of your information needs to be processed by a third party outside of the EEA we will take additional steps to ensure that your information is protected to at least an equivalent level as would be applied by UK / EEA data privacy laws e.g. we will put in place legal agreements with our third party suppliers and do regular checks to ensure they meet these obligations.

How we protect your information

We take information and system security very seriously and we strive to comply with our obligations at all times. Any personal information which is collected, recorded or used in any way, whether on paper, online or any other media, will have appropriate safeguards applied in line with our data protection obligations.

Your information is protected by controls designed to minimise loss or damage through accident, negligence or deliberate actions. Our employees have also been made aware of the actions they need to take in order to maintain the confidentiality and security of your personal data.

How long we keep your information

We will keep your personal information only where it is necessary to provide you with our products or services while you are a customer.

We may also keep your information after this period but only where required to meet our legal or regulatory obligations. The length of time we keep your information for these purposes will vary depending on the obligations we need to meet.

How to access your personal data

You can request a copy of the data we hold about you by making a Subject Access Request (SAR).

Subject Access Requests should be made in writing to The Privacy Team.

Subject Access Request forms are available from and should be sent to info@spektrumevents.co.uk or posted to us at the address at the top of this document.

We will respond to your request as soon as possible and certainly within 30 days.

Any requests or objections should be submitted by emailing the Privacy Team at info@spektrumevents.co.uk

Your rights

You have several rights in relation to how Spektrum Events uses your information. They are:

Right to be informed

You have a right to receive clear and easy to understand information on what personal information we have, why and who we share it with – we do this in our Privacy Policy and privacy notices.

Right of access

You have the right of access to your personal information. If you wish to receive a copy of the personal information we hold on you, you may make a Subject Access Request (SAR).

Right to request that your personal information be rectified

If your personal information is inaccurate or incomplete, you can request that it is corrected.

Right to request erasure

You can ask for your information to be deleted or removed if there is not a compelling reason for Spektrum Events to continue to have it.

Right to restrict processing

You can ask that we block or suppress the processing of your personal information for certain reasons. This means that we are still permitted to keep your information – but only to ensure we don’t use it in the future for those reasons you have restricted.

Right to data portability

You can ask for a copy of your personal information for your own purposes to use across different services. In certain circumstances, you may move, copy or transfer the personal information we hold to another company in a safe and secure way.

Right to object 

Where we are using your personal information on the basis of consent, you are entitled to withdraw that consent at any time.

Where we are using your personal information on the basis of legitimate interest, you have the right to object at any time to that use.

We will respond to your request as soon as possible and certainly within 30 days.

Any requests or objections should be submitted by emailing the Privacy Team at info@spektrumevents.co.uk

Rights related to automatic decision making including profiling

You have the right to ask Spektrum Events to:

• give you information about its processing of your personal information

• request human intervention or challenge a decision where processing is done solely by automated processes

• carry out regular checks to make sure that our automated decision-making and profiling processes are working as they should.

Spektrum Events currently does not make automated decisions or profile using your personal data.

How to make a complaint

We will always strive to collect, use and safeguard your personal information in line with data protection laws. If you do not believe we have handled your information as set out in our Privacy Policy, please contact us by emailing the Privacy Team at info@spektrumevents.co.uk and we will do our utmost to make things right.

If you are still unhappy, you can complain to our Supervisory Authority.

Their contact details are: UK – ICO

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