1.3 To make this information clear, we have divided the data we receive into the following groups and corresponding Schedules, each of which refers to: the particular category of information we collect and retain; from where we obtain the information; the purpose and legal basis of processing and to whom we will (if applicable) disclose the information (click on the Schedules below to read more):
Data about our clients and sponsors (including directors, shareholders, consultants, employees or other personnel of our clients and sponsors)
Data about event participants
Data about website visitors, newsletter subscribers and other individuals in respect of whom we have acquired personal information in connection with any products or services offered by us
Data about our suppliers and supplier personnel
Data about individuals who apply for employment, work experience or volunteer roles with us
Data about our directors and staff, and former directors and staff and other individuals who spend time with us (such as consultants and secondees)
If you are a participant and have any queries regarding the use of your personal data or wish to access your personal data, you should contact the relevant data controller directly (or contact us, and we will try to assist with directing you to the relevant person).
2. Data controller details
We are the data controller in relation to the processing of the personal information that you provide to us.
Our contact details are as follows:
c/o We Work
30 Stamford Street
(please include “Personal Data Request” in your subject heading to ensure it receives the correct attention).
3. International transfers
We will not transfer personal data relating to you to a country which is outside the European Economic Area (EEA) unless:
3.1 the country or recipient is covered by an adequacy decision of the Commission under GDPR Article 45;
3.2 appropriate safeguards have been put in place which meet the requirements of GDPR Article 46 (for example using the European Commission’s Standard Model Clauses for transfers of personal data outside the EEA); or
3.3 one of the derogations for specific situations under GDPR Article 49 is applicable to the transfer. These include (in summary):
the transfer is necessary to perform, or to form, a contract to which we are a party:
with you; or
with a third party where the contract is in your interests;
the transfer is necessary for the establishment, exercise or defence of legal claims;
you have provided your explicit consent to the transfer; or
the transfer is of a limited nature, and is necessary for the purpose of our compelling legitimate interests.
4. Retention of personal data
Our retention and deletion policy can be found in Schedule 7.
5. Your rights in respect of your personal data
5.1 You have certain rights under existing data protection laws, including the right to (upon written request) access a copy of your personal data that we are processing. In accordance with the GDPR:
you have the following rights:
- right to access: the right to request certain information about, access to and copies of the personal information about you that we are holding (please note that you are entitled to request one copy of the personal information that we hold about you at no cost, but for any further copies, we reserve the right to charge a reasonable fee based on administration costs); and
- right to rectification: the right to have your personal information rectified if it is inaccurate or incomplete; and
in certain circumstances, you also have the following rights:
- right to erasure/“right to be forgotten”: the right to withdraw your consent to our processing of the data (if the legal basis for processing is based on your consent) and the right to request that we delete or erase your personal information from our systems (however, this will not apply if we are required to hold on to the information for compliance with any legal obligation or if we require the information to establish or defend any legal claim);right to restriction of use of your information: the right to stop us from using your personal information or limit the way in which we can use it;
- right to data portability: the right to request that we return any information you have provided in a structured, commonly used and machine-readable format, or that we send it directly to another company, where technically feasible; and
- right to object: the right to object to our use of your personal information including where we use it for our legitimate interests or for marketing purposes.
5.3 If you consider our use of your personal information to be unlawful, you have the right to lodge a complaint with the UK’s supervisory authority, the Information Commissioner’s Office. Please see further information on their website: www.ico.org.uk.
6.1 We keep your information protected by taking appropriate technical and organisational measures to guard against unauthorised or unlawful processing, accidental loss, destruction or damage. For example:
where appropriate, data is encrypted when transiting on our system or stored on our databases;
we have implemented safeguards in relation to access and confidentiality in order to protect the information held within our systems; and
we frequently carry out risk assessments and audits to monitor and review threats and vulnerabilities to our systems to prevent fraud.
6.2 However, while we will do our best to protect your personal information, we cannot guarantee the security of your information which is transmitted via an internet or similar connection. It is important that all details of any username, password and/or other identification information created to access our servers are kept confidential by you and should not be disclosed to or shared with anyone.
Last updated: 16 July 2018