(Updated 14 September 2023)
Our contact details
Name: Data Privacy Officer
Address: Devonshire House, One Mayfair Place, London, W1J 8AJ
The type of personal information we collect
- When we provide our services, we collect and receive information in several different ways. In many cases, you may choose what information to provide. In some others, certain information is required for us to provide you the services.
- “Personal Data” describes information that is capable of identifying specific users of our website (also termed ‘Data Subjects’). All Personal Data is collected and processed fairly and lawfully, and in a way that respects your rights and is permitted by law.
- Examples of Personal Data we collect are:
- Attendee registration information: when you register to attend an FRF event, you must provide us with basic information such as your name, email address, telephone number and company.
- Newsletter sign up information: when you sign up to receive updates from FRF including our newsletter, you must provide us with your name and email address.
- We do not collect any Special Categories of Personal Data about you, (this includes details about your religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, Personal Data about your health, and genetic and biometric data). Nor do we collect any Personal Data about criminal convictions and offences.
How we use your information
- We will only use your Personal Data for the purpose for which we collected it, which includes the following:
- We use your Personal Data to contact you regarding your registration to attend or participate in our events, to notify you of any changes to our policies and practices, and to respond to any requests or inquiries you may submit to us.
- Communicating with you: If you subscribe to marketing, such as newsletters, we will use your information for outreach and marketing as further described below. To opt out of our marketing communications and newsletters, please click the unsubscribe button at the bottom of marketing emails from us or alternatively email us via the contact information below. We also may at times collect information from these communications to improve our services and for the training and development of our team.
- Event Management:We use your Personal Data as necessary to run our events, such as to register attendees, issue tickets, facilitate information sharing with partners with whom you have consented for us to share information, and provide you with relevant connections and content during the events based on this information.
- Conference survey responses: We may ask you to participate in optional surveys regarding your experience at the event in order to help us improve it and for related commercial purposes.
Legal basis for processing your Personal Data
- where you have provided your consent to the processing which you may revoke at any time;
- where necessary for the purposes of our, your, or a third party’s legitimate interests, such as our legitimate interests in providing our services or those of our partners or other event attendees or participants;
- when necessary for us to comply with a legal obligation (i.e., processing your personal data where it is necessary for compliance with a legal obligation that we are subject to) a court order, or to exercise and defend legal claims.
- when necessary to protect your vital interests, or those of others, such as in the case of an emergency;
- where you have made the Personal Data public; and/or
- where necessary in the public interest.
- If you have questions or need further information about the legal bases on which we collect and use your Personal Data, please contact us.
Our legitimate interests
- As indicated above, in certain instances we use your Personal Data where necessary to pursue our, your and others’ legitimate interests.
- “Legitimate Interest” means the interest of our business in conducting and managing our business to enable us to give you the best service/product and the best and most secure experience. We make sure we consider and balance any potential impact on you (both positive and negative) and your rights before we process your personal data for our legitimate interests. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law). You can obtain further information about how we assess our legitimate interests against any potential impact on you in respect of specific activities by contacting us.
- These cases include, but are not limited to:
- Organising and marketing our events, as well as conducting access control and enforcing security at events organised by us;
- Implementing and enhancing security measures and protections in respect to our website, and services in general, protecting you and others against fraud, spam and abuse;
- Enhancing our website, to improve your user experience;
- Conducting data analysis and analytics across our services.
Marketing and Choice/Opt Out
- If you opt in to receiving marketing communications from us, we will use your Personal Data for outreach and marketing, such as to send you information about our future events.
- You have the right to withdraw consent to marketing at any time by contacting us. You can opt-out of these communications by using the unsubscribe links in our communications or by contacting us at the email address set out above.
- We may also use your Personal Data in order to market the events. For example, we may use your image in our published list of event attendees, which is visible on our website. If you want to object to this use, please contact us via the contact details at the top of this Policy.
- We do not share your Personal Data with advertisers.
Disclosure of your information
- We reserve the right to disclose your Personal Data as required by law and when we believe that disclosure is necessary to protect our rights and/or in connection with, legal proceedings (including prospective legal proceedings), for the purpose of obtaining legal advice, or is otherwise necessary for the purposes of establishing, exercising or defending legal rights.
- We do not transfer your Personal Data outside the UK.
Data Security and Storage
- Your privacy is important to us, as is the security of your information. We ensure all information is collected and stored in a manner that is appropriate for the nature of the data that we collect, and the need to fulfil your request.
- Your information is securely stored in the UK by the National Accreditation Team.
- FRF does not share, sell, rent, or trade your Personal Data with third parties for their promotional purposes.
- We use appropriate technical and organisational measures to protect your Personal Data that are proportionate to the state of the art, the costs of implementation and the nature, scope, context and purposes of processing the Personal Data as well as the risk of varying likelihood and severity for your rights and freedoms.
- We cannot guarantee that impenetrable security measures are in place or safeguard against the fact that the illegal and/or unforeseen activity of third parties may allow them to get around the robust privacy or security measures in place. For example, we cannot control any illegal and/or unforeseen activity of other users that may allow them to get around the privacy or security settings of our website.
- FRF is not responsible for the privacy practices or the content of any other websites to which we link. We encourage our visitors to read the privacy statements of each and every website that they visit.
- We will keep your Personal Data collected for the purpose of attending an FRF event for the purposes of future FRF events unless you withdraw your consent. We will delete any data no longer required for our legitimate interests or any other purpose (such as for legal compliance).
- Regarding your Personal Data collected for the purpose of receiving updates or newsletters from FRF, we will keep your Personal Data for as long as is necessary for the purpose for which it is collected or used. The actual time will depend on the type of relationship you have with us, the nature of the data and the purpose for which it is used. However, we will periodically review all data at reasonable intervals, taking into account the purpose and use of your Personal Data both now and in the future (including whether it is necessary to store that Personal Data to perform our obligations under a contract), whether we have any legal obligation to continue to process your Personal Data (such as record-keeping obligations imposed by relevant law or regulation), and whether we have any legal basis to continue to process your Personal Data , in order to ensure our records are accurate and up-to-date.
- Please also keep us informed if your Personal Data is no longer accurate or otherwise up-to-date.
- In some circumstances we will anonymise your Personal Data (so that it can no longer be associated with you) for research or statistical purposes, in which case we may use this Personal Data indefinitely without further notice to you.
Your Legal Rights
- Under certain circumstances, you have rights under data protection laws in relation to your personal data:
- Request access to your Personal Data (commonly known as a “data subject access request”). This enables you to receive a copy of the Personal Data we hold about you.
- Request correction of the Personal Data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.
- Request erasure of your Personal Data. This enables you to ask us to delete or remove Personal Data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your Personal Data where you have successfully exercised your right to object to processing (see below), where we may have processed your Personal Data unlawfully or where we are required to erase your Personal Data to comply with local law. Please note 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 of your Personal Data where we are relying on a legitimate interest (or those of a third party). You have the right to object to our processing of your data, in certain circumstances, where we are relying on a legitimate interest (either verbally or in writing). In some cases, we may demonstrate that we have compelling legitimate grounds to process your Personal Data which override your rights and freedoms. However, you can object to our processing of your Personal Data for direct marketing purposes at any time, and there are no exemptions for us to refuse to comply with your objection to this.
- Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios:
- If you want us to establish the data’s accuracy.
- Where our use of the data is unlawful, but you do not want us to erase it.
- Where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims.
- You have objected to our use of your data, but we need to verify whether we have overriding legitimate grounds to use it
- Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated Personal Data which you initially provided consent for us to use or where we used the Personal Data to perform a contract with you.
- Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.
- You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive, or if you request further copies of your data. Alternatively, we could refuse to comply with your request in these circumstances.
- We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no 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.
- We try to respond to all legitimate requests within one month. Occasionally it could take us longer than a month 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.
- Our website is not intended for children under 16 years of age. We do not knowingly collect Personal Data from children under 16. If you are under 16, please do not provide any Personal Data via this website.
How to complain
If you have any concerns about our use of your Personal Data, you can make a complaint to us at email@example.com
You can also complain to the ICO if you are unhappy with how we have used your data.
The ICO’s address:
Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Helpline number: 0303 123 1113
ICO website: https://www.ico.org.uk