Where we need to collect information by law, or under the terms of a contract and you do not provide that information when requested, we may not be able to perform the contract or provide you with our services.

Change of purpose

We will only use your information for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, contact us.

If we need to use your information for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.

Please note that we may process your information without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.

Who we share your information with & why?

Third parties 

We may share your information with others, particularly those that help us provide our services or run our business effectively. Most commonly, this includes our staff, our IT service providers, those who manage our data, and our advisers and marketing partners.  We may have to share information with third parties for the purposes and activities said out above in Why we collect and use your information. These  third parties include:

• Our staff who provide services or are involved in the running of our business.
• Service providers who perform services and functions on our behalf in connection with the operation of our business such as software and application service providers, and third parties who host, store and manage the Platform and data, or who provide programming or technical support, etc.
• Payment processors.
• Professional advisers including our accountants, insurance brokers, banking support, legal advisors etc.
• Partners that provide research and analytics, analyse Platform traffic and understand customer needs and trends. 
• Marketing service providers to help us to communicate with you.
• Parties that compel us to disclose your information by legal request, or, because we believe that such action is necessary), such as government or regulatory authorities.
• Those to whom we may sell, transfer, or merge parts of our business with, or where we acquire other businesses or merge with them. If such a change happens then any new owners may use your personal data in the same way as set out in this policy.

We require others to respect the information we share with them, and to only use it in ways the law allows.  We only allow others to use such information for the specific purposes we set out, and not for any other purposes.  When we engage processors to process information on our behalf, we ensure a contract is in place with the processor that sets out the details of the processing. We will take all reasonable steps to ensure that your information will be handled safely, securely, and in accordance with your rights, our obligations, and the obligations of these third parties under applicable data protection legislation.

We will share information, without notice, only if we, in the good faith, believe that such action is necessary to:

• comply with legislation or any legal process served on us;
• protect and defend our rights and/or property; or
• to protect personal safety.

We do not sell or give your information to third parties for them to contact or market their goods or services to you without your consent.

International transfers

Our services are global, and your information may be stored and processed in any country where we have operations, our staff are located or where we engage service providers involved in, among other things, the fulfilment of your order, the processing of your payment details or the provision of support services. This will involve a transfer of your information to countries outside of your country of residence, where data protection rules are different from those of your country of residence.

Processing of your information will involve a transfer of data to countries outside the European Economic Area, Switzerland or the UK. Whenever we transfer personal data, we ensure a similar degree of protection is afforded to it by ensuring at least one of the following safeguards is implemented:

• We will only transfer information to countries that have been deemed to provide an adequate level of protection for personal data by European Commission or the Information Commissioner’s Office. For further details, see the European Commission’s or Information Commissioner’s Office website.
• Where we use certain service providers, we may use specific contracts approved by the European Commission or the Information Commissioner’s Office with the service provider which give the information the same protection it has in the UK. For further details, see the Information Commissioner’s Office website for the transfer of personal data to third countries.

Third-party links and services

Our Platform may include links to third-party websites and/or plug-ins. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites or services and are not responsible for their privacy practices or privacy statements. When you leave our Platform, we encourage you to read the privacy policy of any new website you visit if this a concern for you.

What direct marketing do we conduct?

If you provide your contact details, we might contact you individually in the future if we think that our Services may be of interest to you.

If we think it appropriate, we might also add you to our regular email marketing list.

You can ask us to remove your personal details from our marketing lists using the contact details listed at the end of this policy.

How we protect your information

We take steps to keep your information secure and we delete it when we no longer need it.

Security of your personal data 

We have put in place appropriate security measures to prevent your information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to information to those of our staff and other third parties who have a business need to know. They will only process information 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.

Please note that this policy does not apply to other websites that you get to via a link from our Platform. We have no control over how your information is collected, stored or used by other websites and we advise you to check the privacy policies of any such websites before providing any information to them.

Data retention

We will retain information for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

To determine the appropriate retention period for information, we consider the amount, nature, and sensitivity of the information, the potential risk of harm from unauthorised use or disclosure of the information, the purposes for which we process the information and whether we can achieve those purposes through other means, and the applicable legal requirements.

We regularly review the information we hold, taking into account the lawful purpose for which we hold it, and any data that is deemed no-longer relevant or required is deleted where it is practicable to do so.

Your rights

Privacy laws give you certain rights.  For example, you can choose whether to receive marketing from us and you can ask us what information we have about you.

Opt Out Rights

You may, at any time opt-out of receiving marketing communications from us by contacting us or selecting the unsubscribe option in any e-mail from us.

Other Legal Rights

You have the right to:

• Request access. This means you can ask us to give you a copy of the information we hold about you.
• Request correction. This means if we have incomplete or inaccurate information, you can ask us to correct it. It is important that the information we hold about you is accurate and current. Please keep us informed if the information you provide us changes as our relationship evolves. Note, we may need to verify the accuracy of the new data you provide to us.
• Request erasure. This means you can ask us to delete or remove any information we have if there is no good reason for us continuing to have it. You also have the right to ask us to delete or remove information where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your information to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.
• Object to processing. This means you can contact us if you feel our use of your information impacts on your rights and freedoms. This applies if we are: (a) relying on our legitimate interest (or those of a third party) to use your information; (b) if we are using your information for direct marketing purposes; (c) if you believe we are using your information unlawfully; or (d) where we need to erase you information to comply with local laws. It is unlikely, but in some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.
• Request restriction. This means you can ask us to suspend using your information in the following scenarios: (a) if you want us to establish the data’s accuracy; (b) where our use of the information is unlawful but you do not want us to erase it; (c) where you need us to hold the information even if we no longer require it as you need it to establish, exercise or defend legal claims; or (d) you have objected to our use of your information but we need to verify whether we have overriding legitimate grounds to use it.
• Request transfer. This means you can ask us to transfer the information we hold on you to you, or to a third party. We will provide to you, or the third party you have chosen, your information in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use, or where we used the information to perform a contract with you.
• Withdraw consent. This means you can tell us that you no longer consent to our use of your information at any time where we are relying on consent to process your information. If you withdraw your consent, we may not be able to provide certain services or content to you. We will advise you if this is the case at the time you withdraw your consent. Note that this will only apply to any information where we were previously relying on consent as the legal basis to use your information. This action will also not affect the lawfulness of any processing carried out before you withdraw your consent.

What we may need from you

We may need to request specific information from you to help us confirm your identity and your rights in relation to your request. This is a security measure to ensure that information is not disclosed to any person who does not have a right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

No fee usually required

You will not have to pay a fee to exercise the rights listed above. However, we may charge a reasonable fee if your request is unfounded, repetitive, or excessive. Alternatively, we may refuse to comply with your request in these circumstances.

Time limit to respond

We try to respond to all legitimate requests as soon as reasonably practicable and at least within one month. Occasionally it may take us longer if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.

Right to complain to the Information Commissioner’s Office 

You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.

How to contact us

For general enquiries send us a message through the Platform: Contact – OnePlan Events.

If you have any questions or would like to contact us about this policy, you can contact our Data Protection Officer by email at: [email protected]

Updates to this policy

We keep our Privacy Policy under regular review.  You can find when this version of the policy became effective at the top of this policy. We may modify this Privacy Policy from time to time. When we do, we will provide notice to you by publishing the most current version and revising the date at the top of this page. Depending on the circumstances, we may provide additional notice to you of changes to this policy, such as by sending you an email or displaying a prominent notice on our Platform. By continuing to use the Platform after any changes come into effect, you agree to the revised Privacy Policy.