Privacy Notice
Audience at Insights Events
Last updated: 18/06/2024
This privacy notice explains how we process your personal information for our Insights Events (Event).
About the Events
At Best Companies, we measure, recognise and improve Organisational Health, while building a community that shares our purpose of “Helping make the world a better workplace”. Learn more here.
Best Companies Insights Events provide an opportunity for you to get to know others within the Best Companies community, learning from the experiences and Insights of others, whilst sharing some of your own.
Use of Personal Data
Unless otherwise stated, Best Companies is the Data Controller of any personal data it receives for the purposes of the Event. Our purpose for processing personal data is to facilitate the Event, and provide you with any information before, during and post Event. This may be provided directly by you or shared with us where you have been invited to attend.
Registration and administration of Event: Personal Data processed for this purpose may include, but not be limited to: Name, Organisation, Job Role, Email Address, Image, Dietary/Other Requirements.
Lanyard: Delegates will be provided with a lanyard. We may ask you for an image of yourself for the lanyard. Where you have not provided an image, we may use an image from your LinkedIn Profile (where available) along with a QR code linking to your LinkedIn profile within the lanyard to help with identification at registration and facilitating connecting with other delegates at the Event.
Still and moving images: Still and moving images may be captured at the Event. For more information, please refer to the ‘Recording on location disclosure’ below.
Recording on location disclosure
Please be advised when attending an Event, filming and photography will be taking place. The transmission and distribution of still and moving images with audio may subsequently be used on Best Companies websites, social media channels and digital communication materials to also include television and radio. All content may be used for marketing purposes of Best Companies services, clients, as well as for advertising of future events. These images will be released into the public domain and used to promote the Event and Best Companies Services, by Best Companies and its clients, for purposes of promoting and recognising achievement(s).
Contact
The Event: We may contact you from time to time, in the run up to the Event. These are transactional emails, sent as part of our service provision.
Feedback: We may contact you after the event for your feedback with the aim of improving future events. Participation is optional.
Marketing: You may be selected to receive marketing communications, where it is in our Legitimate Interest to do so or where you have Consented for us to do so. You may opt out or withdraw that consent at any time.
Future Events: We may contact you to make you aware of future events that may be of interest to you.
Sharing information with 3rd parties
We will not sell your data to 3rd party organisations or 3rd party advertisers. Your personal information will only be shared with 3rd parties under the below scenarios.
Organisations used for the services
To provide the Event we use a select number of trusted external service providers. We only transfer information that is required for the services offered and we contractually bind them to keep any information we share with them as confidential and to process personal data only according to our instructions. These service providers are also known as data processors, who we use for the provision of our services. They are:
- Barracuda Networks Ltd (Reading, England, UK)
- Microsoft Ltd, (London, England, UK)
- Salesforce (Sweden)
- Mailgun Technologies (Germany)
- Zivver Limited (Republic of Ireland and Germany)
- Atlassian Jira Service Management (Ireland and Germany)
- The Event venue (UK)
- 3rd Party Contractors, e.g. photographer, videographer (UK)
You choose to share your contact details: Your lanyard may provide the opportunity for individuals to connect with you via LinkedIn using the QR code. You are in control of whether to share that.
We may disclose your personal data if required to do so by law in order to (for example) respond to a request from law enforcement, a court or a government agency (including in response to public authorities to meet national security or law enforcement requirements), or in the good faith belief that such action is necessary to (a) comply with a legal obligation, (b) protect or defend our rights, interests or property or that of third parties, (c) prevent or investigate possible wrongdoing in connection with the Services, (d) act in urgent circumstances to protect the personal safety of Users of the Services or the public, or (e) protect against legal liability.
How we store your personal data
Best Companies is dedicated to protecting all personal data we receive in line with industry standards and best practise. All data is only accessible by authorised personnel and Best Companies employees who are all contractually subject to confidentiality. We take all reasonable steps to protect information we receive from loss, misuse or unauthorised access, disclosure, alteration, and/or destruction. We have put in place appropriate physical, technical, and administrative measures to safeguard and secure your information, and make use of privacy-enhancing technologies such as encryption. Best Companies is an ISO 27001 and 9001 accredited company.
How long we retain your personal data
If you are no longer able/or wish to attend the Event, you can request to be removed from the Event and we will delete your personal data associated with the Event only.
Personal data processed for the purpose of registration and administration of the Event may be retained for up to 3 months following the Event.
Personal data processed for the purpose of the lanyard may be retained for up to 12 months to assist with the administration of future events.
Still and moving images from the Event may be retained indefinitely for the purpose of publicity and historical interest.
International Transfer
Best Companies is located in the United Kingdom (UK). Should you reside outside of the UK you should be aware your data will be transferred to what is considered a 3rd country, which may have different Data Protection laws to the country where you reside. Our services for the Event rely on transfers of data to organisations outside of the UK. We will ensure appropriate provisions are in place where we have a requirement to transfer data outside of the UK.
Your Rights
You have a right to be informed of the personal data processed by Best Companies, a right to request rectification/correction, erasure and to restrict data processing. You also have the right to request a copy of the personal data we hold about you. We will not be conducting any automated decision making or profiling.
Where personal data is processed for the purposes outlined in this Privacy Notice it is done so on the lawful basis of consent or legitimate interests as per the meaning within UK Data Protection Law.
To enact your rights, please contact the Data Protection Officer via email privacy@b.co.uk.
To individuals situated in the EU, please contact us directly in the first instance, alternatively Best Companies has instructed Ametros Group as our EU Representative in accordance with Article 27 of the GDPR for EU supervisory authorities and EU citizens. Email: gdpr@ametrosgroup.com.
In addition, you have the right to lodge a complaint with the data protection authority in your jurisdiction.
Additional Information
This privacy notice is currently only available in English. In the event non-English translations of this privacy notice are provided, it is done so for convenience only. In the event of conflict between translations, the English version shall always take precedence.
Thank you for taking the time to read through this Privacy Notice. If you have any questions about this Privacy Notice or your individual rights, you may contact the Best Companies Data Protection Officer by email, privacy@b.co.uk or write to Best Companies, Rackery Lane, Llay, Wrexham, Wales, LL12 0PB.
We may be processing your personal data for other services we provide, for further information please see our main privacy notice: https://www.b.co.uk/compliance/privacy-notice
