This Policy sets out the obligations of Event Guides Limited, a company registered in United Kingdom under number 05814771, whose registered office is at Basing House, 46 High Street, Rickmansworth, Hertfordshire WD3 1HP regarding data protection and the rights of its data subjects in respect of their personal data under EU Regulation 2016/679 General Data Protection Regulation (“GDPR”). The implementation and monitoring of this policy is the responsibility of the GDPR Officer Nicola Hewitson, Office Manager.
You can contact Nicola on 01228 541200 and email@example.com.
Personal information is processed by Event Guides Ltd on behalf of our clients to produce the official publications, for UK, European and worldwide exhibitions.
Please contact us if you have any questions or would like further details about how we use your personal data.
Where do we get your information from?
Your information is provided to us by the show organisers that we are contracted to work with. Data protection law says that we can use your personal data only if we have a proper reason to do so. The law says we must have one or more of these reasons –
To fulfil a contract we have with you
When it is our legal duty
When it is in our legitimate interest
When you consent to it
A legitimate interest is when we have a legitimate business or commercial reason to use your information. But even then, it must not unfairly go against what is right and best for you. If we rely on our legitimate interest, we will tell you what that is.
We are contractually committed to the show organiser to contact their exhibitors in order to complete a free listing within the official show publications.
We contact you because you have either booked to exhibit at an upcoming event, or you have exhibited at one within the last four years. Our purposes for the contact are to either offer you a standout presence at the show, fulfil a contract for additional paid sponsorship or advertising or research purposes post an event (as a legitimate interest).
All exhibitors will have given consent for Event Guides to contact them for the purposes above as part of their agreement package to exhibit at the show with the event organiser. Alternatively, if you book additional sponsorship or advertising then the legal basis will be to fulfil our contract with you.
Event Guides Ltd are committed to managing exhibitors’ personal information in accordance with the new General Data Protection Regulations and to using best practice.
What information do we collect about you?
Personal data is submitted by all exhibitors via the organiser’s e-zone or during the booking process.
We receive the following personal data from the show organiser –
Contact Full Name
Address if not a company address
Contact Job Title
Social Media Profile unless a company profile
How will we use the information about you?
The information supplied to us will be used to:
Create an exhibitor profile within the official show publications
To contact you regarding additional free and paid advertising/sponsorship opportunities within the official show publications
To contact you about outstanding exhibitor profiles, artwork, image and news collection, or payment
Research purposes post event
For advertising bookings, you will be required to provide the following additional information:
Accounts contact details
How long will your data be stored?
We will keep any personal data about you as an exhibitor to comply with legal, regulatory, tax, accounting or reporting requirements as long as we retain the publishing contract with the event organiser and for, a minimum of 6 years after the end of that contract. Unless as an exhibitor, you enter into a contract for additional sponsorship or advertising in which case we will keep any personal data about you as an exhibitor for 6 years after the end of any such contract.
Who will your information be shared with?
Data is not shared with or accessed by anyone other than Event Guides Ltd, unless otherwise stated or if required to do so by law.
For further information on how your information is used, how we maintain the security of your information, and your rights to access the information we hold on you, please contact 01228 541200 or firstname.lastname@example.org.
We will contact you by email or telephone about the free and paid for opportunities within the official show publications.
If you choose to unsubscribe from emails you may still be contacted by us by telephone to fulfil your contractual obligations. You have the right at any time to stop us from contacting you for direct marketing purposes by unsubscribing from any emails you receive.
What are my rights under the new Data Protection Regulations?
The GDPR sets out the following rights applicable to data subjects:
The right to be informed
The right of access to your personal data
The right to rectification
The right to erasure (also known as the ‘right to be forgotten’)
The right to restrict processing
The right to object
The right to data portability
More details on each of these rights can be found in our Data Protection Policy, a copy of which is available from our GDPR Officer at email@example.com.
You also have the right to lodge a complaint about the use of your personal data to the Information Commissioners Office on ico.org.uk but we would ask that if you have a concern you raise it with us first to allow us the opportunity to consider it and resolve it with you.
Access to your information and correction
You have the right to request a copy of the personal data that we hold about you. If you would like to receive a copy of what information we hold about you, please email firstname.lastname@example.org write to us at Event Guides Limited, 10 Fisher Street, Carlisle, CA3 8RF.
We want to make sure that your personal information is accurate and up to date. You may ask us to correct or remove information you think is inaccurate. We encourage you to also contact the show organisers to ensure your information is kept up to date as this data is supplied to us from them.