1. Who we are and what we do
Who we are
We are TeamTech4 (“TeamTech4”, “us”, “we”, “our”). We are a limited company registered in England and Wales under registration number 15536125and we have our registered office at Shine Sports Ground, Lime Trees Road, Bristol, United Kingdom, BS6 7XW. We are registered with the UK supervisory authority, Information Commission (“IC”) in relation to our processing of Personal Data under registration reference ZC089340.
What we do
We specialise in providing IT support services. We are committed to protecting the privacy and security of the Personal Data we process about you.
Controller
Unless we notify you otherwise, we are the controller of the Personal Data we process about you. This means that we decide what Personal Data to collect and how to process it.
2. Purpose of this privacy notice
This Privacy Notice explains how we collect, use, store and protect your personal information when you attend any of our online or in person events, including webinars. This notice does not form part of any contract of engagement or other contract to provide services.
This privacy notice also explains your rights, so please read it carefully. If you have any questions or you wish to make a complaint, you can contact us using the information provided below under the section called “How to contact us”.
3. Who this privacy notice applies to
This Privacy Notice applies to all individuals who attends any of our in-person or online events such as webinars, workshops, seminars.
4. What Personal Data is
‘Personal Data’ means any information from which someone can be identified either directly or indirectly. For example, you can be identified by your name or an online identifier.
‘Special Category Personal Data’ is more sensitive Personal Data and includes information revealing racial or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, genetic data, biometric data for the purposes of uniquely identifying someone, data concerning physical or mental health or data concerning someone’s sex life or sexual orientation.
5. Personal Data we collect
We collect the following types of personal data:
- Personal and professional details such as your name, job title, organisation and other information used to identify you in connection with an event.
- Contact details such as your email address, telephone number and other contact information.
- Event registration and participation information such as information relating to your registration, attendance, participation and engagement with events and related activities.
- Communication and correspondence information such as information contained in communications, enquiries, requests, feedback and other correspondence relating to events.
- Audio-visual information such as photographs, video, audio recordings and other information captured during events, including webinars and other online sessions.
- Preferences and requirements such as communication, accessibility, dietary and other preferences or requirements relevant to your participation in an event.
- Marketing and engagement information such as your communication preferences and information about your engagement with event-related communications and activities.
- Information provided by third parties such as information provided by your employer or organisation, event partners, sponsors, exhibitors, speakers, delegates or event service providers.
6. How we collect your personal data
We collect your Personal Data in a variety of ways. For example, we may collect your Personal Data directly from you when you register for or attend an event, complete forms, participate in webinars or other online events, communicate with us, or provide feedback. We may also collect Personal Data from your employer or organisation, event partners, sponsors, exhibitors, speakers, delegates, event platforms and service providers, and from publicly available sources where appropriate. We may also collect information automatically when you use our online event platforms, websites or related services.
7. Purposes for Using Your Personal Data
We will only use your Personal Data when the law allows. We may collect and use the following types of personal data about you for the purposes explained below.
| Purpose of processing | Lawful Basis |
| To organise, administer and deliver online and in-person events and manage participation. | Article 6(1)(f) – Legitimate interests, as it is necessary to organise, administer and deliver events effectively and to manage individuals’ participation in those events. |
| To register participants, manage attendance and facilitate access to events. | Article 6(1)(f) – Legitimate interests, as it is necessary to register participants, manage attendance and provide appropriate access to events. |
| To communicate with participants, speakers and other event stakeholders in relation to events and associated activities. | Article 6(1)(f) – Legitimate interests, as it is necessary to to communicate with participants, speakers and other stakeholders to facilitate the effective organisation and delivery of events and associated activities. |
| To publish or otherwise share event recordings, photographs, presentations and other event content through appropriate channels. | Article 6(1)(f) – Legitimate interests, as it is necessary to share event content with relevant audiences in order to communicate information arising from events, promote the organisation’s activities and make relevant content available beyond the event itself. |
| To evaluate events, analyse participation and engagement, obtain feedback and improve future events. | Article 6(1)(f) – Legitimate interests, as it is necessary to evaluate participation and engagement, obtain feedback and assess the effectiveness and relevance of events in order to improve future events and their delivery. |
| To manage access to events and protect the security, safety and wellbeing of participants, staff and other individuals. | Article 6(1)(f) – Legitimate interests, as it is necessary to manage access to events and to maintain the security, safety and wellbeing of participants, staff and other individuals. |
| To administer event-related payments, fees, refunds, expenses and financial records. | Article 6(1)(b) – Contract |
8. Sharing your data
Your Personal Data will be shared internally with members of the teams involved in organising and delivering our events, including events, communications, IT and finance staff, and other relevant colleagues. Only that information which is necessary to enable us to organise and deliver our events is processed.
Third parties with whom we might share your Personal Data
We share your Personal Data with third parties where required by law, where it is necessary to organise and administer our events or where we have another legitimate interest in doing so. This may include our third-party service providers for reasons including event registration and management, webinar platforms, IT services, event venues and payment services.
Obligations on third parties with whom we share your Personal Data
All our third-party service providers with whom we share your Personal Data are required to take appropriate security measures to protect your Personal Data in line with our policies. We do not allow our third-party service providers to use your Personal Data for their own purposes. We only permit them to process your Personal Data for specified purposes and in accordance with our instructions.
9. International Transfers
Your Personal Data may be processed outside the European Economic Area (“EEA”). This is because the organisations we use to provide our services to you are located outside of the EEA.
We have taken appropriate steps to ensure that the Personal Data processed outside the EEA has an essentially equivalent level of protection to that guaranteed in the EEA. We do this by ensuring that:
- Your Personal Data is only processed in a country which the European Commission has confirmed has an adequate level of protection (an adequacy decision); or
- We enter into Standard Contractual Clauses (“SCCs”) with the receiving organisations and adopt supplementary measures, where necessary. (A copy of the SCCs can be found here Standard Contractual Clauses (SCCs)) or
- When transferring your Personal Data to America, we may rely on the EU-US Data Privacy Framework, where appropriate.
10. How long we keep your data
We only retain your Personal Data for as long as is necessary to fulfil the purposes for which we collected it, including to meet any legal, regulatory, accounting or reporting requirements. We generally retain your Personal Data for as long as is necessary to administer the event and for a further period in accordance with our legal and regulatory obligations and our data retention policies.
Further information about our retention periods can be obtained by contacting us using the details provided under “How to Contact Us”.
11. Automated Decision-making
We do not make any decisions about you based solely on automated decisions.
12. Your rights
You have certain rights in relation to the processing of your Personal Data, including to:
- Right to be informed
- You have the right to know what personal data we collect about you, how we use it, for what purpose and in accordance with which lawful basis, who we share it with and how long we keep it. We use our privacy notice to explain this.
- Right of access (commonly known as a “Subject Access Request”)
- You havethe right to receive a copy of the Personal Data we hold about you.
- Right to rectification
- You have the right to have any incomplete or inaccurate information we hold about you corrected.
- Right to erasure (commonly known as the right to be forgotten)
- You have the right to ask us to delete your Personal Data.
- Right to object to processing
- You have the right to object to us processingyour Personal Data. If you object to us using your Personal Data for marketing purposes, we will stop sending you marketing material.
- Right to restrict processing
- You have the right torestrict our use of your Personal Data. This means you can ask us to suspend the processing of your Personal Data, in certain circumstances, such as where you contest the accuracy of the Personal Data.
- Right to portability
- You have the right to ask us to transferyour Personal Data to another party.
- Automated decision-making.
- You have the right not to be subject to a decision based solely on automated processing which will significantly affect you.
- Right to withdraw consent
- If you have provided your consent for us to process your Personal Data for a specific purpose, you have the right to withdraw your consent at any time. If you do withdraw your consent, we will no longer process your information for the purpose(s) you originally agreed to, unless we are permitted by law to do so.
How to exercise your rights
You will not usually need to pay a fee to exercise any of the above rights. However, we may charge a reasonable fee if your request is clearly unfounded or excessive. Alternatively, we may refuse to comply with the request in such circumstances.
If you wish to exercise your rights, you may contact us using the details set out below within the section called ‘How to contact us’. We may need to request specific information from you to confirm your identity before we can process your request. Once in receipt of this, we will process your request without undue delay and within one month. In some cases, such as with complex requests, it may take us longer than this and, if so, we will keep you updated.
13. Complaints
You have the right to complain if you consider that we have not complied with the data protection law when handling your Personal Data. We will acknowledge receipt of your complaint within 30 days, investigate the matter without undue delay, and keep you informed of the progress and outcome. If you wish to complain please use the contact details given below under “How to contact us”. We will do our best to resolve the matter to your satisfaction.
If you are not satisfied with the outcome of your complaint, you can complain with the relevant supervisory authority. The supervisory authority in the UK is the Information Commission who can be contacted online at:
- Contact us | ICO
- Or by telephone on 0303 123 1113
For supervisory authorities in other countries within the EU see the link below:
https://edpb.europa.eu/about-edpb/about-edpb/members_en
14. Your duty to update us
It is important that the Personal Data we hold about you is accurate and up to date. Please keep us informed if your Personal Data changes during your working relationship with us.
15. How To Contact Us
For further information regarding your personal data or about our approach to data protection in general please contact our Data Protection Officer at:
Lime Trees Road
Bristol
BS6 7XW
(t) 0117 374 1248
16. Changes to this privacy notice
We may update this privacy notice from time to time in response to changes in applicable laws and regulations and our processing practices. When changes are made, we will update the effective date at the top of this document.