Privacy Policy

At white leaf events (“We”) are committed to protecting and respecting your privacy. For the purposes of the relevant data protection legislation, the Data Processor is white leaf events Ltd, Nicolson Drive, Billington Park, Leighton Buzzard LU7 4HQ. We can be contacted at hello@whiteleafevents.co.uk or +44 (0)1525 381 549.

This Privacy Policy aims to give you information on how we collect and process your personal data through your use of this website, including any data you may provide through this website.

TYPES OF PERSONAL DATA WE COLLECT

Where in this Policy reference is made to “personal data” this expression means any information which identifies (or from which it is possible for us to identify) a natural person.

We may collect, use, store and transfer different kinds of personal data about you, as follows:

“Identity Data”, which comprises your first name, any middle names and surname, your title.
“Contact Data”, which comprises your email address and one or more contact telephone numbers as well as contact details for your Next of Kin.
“Special Category Data”, which comprises details of any medical conditions or allergies to which you may be susceptible, or any dietary requirements which you may have as well as passport details including Nationality and DOB (for overseas events only).

Except as specified above, we do not collect any Special Categories of personal data (this expression covers details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and genetic and biometric data). Also, we do not collect any information about criminal convictions or offences, neither do we knowingly collect any personal data relating to children.

The above information constitutes the minimum information that we need from you in order to arrange your participation in our events. Consequently, if you do not provide the above information, or the information which you provide is incorrect or out of date, it might not be possible for us to allow you to participate or fully participate in the event, in which case we would notify you accordingly.

It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.

WHY DO WE COLLECT INFORMATION?

We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances, and on the following lawful bases:

Where we need to use your personal data for the purpose of fulfilling the contract into which we have entered with our client for your participation in the event as a guest or delegate. For that purpose it will be necessary for us to process all of the kinds of personal data about you that we have listed above.

Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests. For this purpose, “legitimate interests” means our interest in conducting and managing our business in such manner as to enable us to give you the best client or guest experience, and the interest of our business generally. We shall always consider and balance any potential impact upon you and your rights before we process any personal data for our legitimate interests. We shall not use your personal data for any purpose if our interests in so doing are over-ridden by any adverse impact on you or your rights, unless we have your consent to do so or we are otherwise required or permitted to do so by law; and

Where we need to comply with a legal or regulatory obligation.

We shall not use your personal data for any other purpose except where we wish to submit to you a post-event questionnaire and only if requested by our client.

WHEN DO WE COLLECT INFORMATION?

We only collect personal data that you voluntarily provide to us. Whenever you send us an email, consult with our team or request information about our products and services, or indeed communicate with us in any other way, you are voluntarily giving us information which we collect. We shall also collect information about you as part of the process of fulfilling an order from you for our services or providing you with information about our products or services that you have requested. This information may include your Identity Data and your Contact Data.

WHEN WILL WE SHARE YOUR PERSONAL DATA?

We shall not share your personal data with any third parties for marketing purposes without your express consent. We shall however share your personal data with service providers when it is necessary in order to register you as an attendee at our events and to provide you with the various products and services that together comprise the event package. Examples of these service providers include hotels, providers of airport transfer services, airlines, restaurants, venues, catering companies and organisations to whom we contract. All data is encrypted when being sent out to those third parties.
out the organisation for the running of our events. This also include emergency services and medical services in case of a medical emergency.

WHERE WILL YOUR PERSONAL DATA BE STORED?

All personal data that you provide to us is stored on our Server. 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.

For our overseas events, third parties organisations with whom it is necessary for us to share your personal data are based outside the European Economic Area (“the EEA”). Accordingly, the processing by them of your personal data will necessitate the data being transferred outside the EEA. Whenever we transfer your personal data outside the EEA, we ensure that an adequate degree of protection is afforded to it by first obtaining from each such third party a written declaration of compliance with the data protection rules applicable in the EEA. Again all data is encrypted when being sent out to those third parties.

HOW LONG WILL WE KEEP YOUR PERSONAL DATA?

We shall not keep your personal information for any longer than necessary to fulfil our obligations to you or to meet our legitimate business interests or legal requirements. All data is safely deleted 6 months after the event has taken place.

YOUR RIGHTS

Under certain circumstances, you have the following rights:

to request that we provide you with a copy of the information we hold about you (“Access Request”);
to request that we rectify any information we hold about you (“Right to Rectification”);
to request that we erase any information we hold about you (“Right to be Forgotten”);
to restrict the level of processing we carry out with your information (“Restriction of Processing”);
to obtain from us all personal data we hold about you in a structured, machine-readable form, and have this information transmitted to another organisation (“Data Portability”);
to object to our processing your information in certain ways (“Right to Object”); and
to withdraw your consent at any time to our processing of your data.

Please see the relevant sections below for further details on your rights as a data subject. You can exercise any of the above rights by emailing us at hello@whiteleafevents.co.uk. You also have the right to lodge a complaint with the Information Commissioners Office if you are unhappy in any way with how we treat your personal information.

We shall comply with any request made under this section as soon as possible, and normally within one month from the date of your request. However, if necessary, for example if your request is particularly complex or we receive a number of similar requests, we may extend this period by an additional two months, but we shall notify you if we need to do this.

ACCESS REQUEST

You have the right to request a copy of the information that we hold about you at any time. Please note that in most circumstances, we shall not make a charge for this, however we may make a reasonable fee based on administrative costs for any further copies requested. This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.

RIGHT TO RECTIFICATION

You have the right at any time to ask us to rectify any personal data that we hold for you which is incorrect or incomplete. 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.

If we have disclosed any incorrect or incomplete data to any third parties, we shall inform them of any necessary amendments or corrections made to your personal data under this section.

RIGHT TO BE FORGOTTEN

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 information unlawfully or where we are required to erase your personal data 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.

RESTRICTION OF PROCESSING

You can ask us to restrict how we use your data in the following circumstances:

where you believe that the information we hold about you is inaccurate, you can ask that we refrain from using your data until we can verify the accuracy of it;
where we have unlawfully processed your data, you can ask that we restrict our usage of it rather than erase it completely; or
where we no longer need to hold your information, but you wish us to retain your information for the purpose of establishing, exercising or defending a legal claim.

DATA PORTABILITY

You have the right to obtain from us all personal data which you have provided to us in a structured, commonly used and machine-readable form, provided that such data was processed based on your consent, or for the purpose of a contract between us and the processing was carried out by automated means. 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.

RIGHT TO OBJECT

You have the right to object, on grounds relating to your particular situation, to our processing of your personal data where we are doing this for the performance of a task carried out in the public interest (which we shall have told you about, if applicable), or where we are carrying out processing for the purposes of legitimate interests pursued by us.

RIGHT TO WITHDRAW CONSENT

Where you have given us your consent to our processing of any of your personal data, you have the right to withdraw your consent at any time, for example if you no longer wish for us to share your information with third parties. 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 some elements of your guest’s experience during our event . We will advise you if this is the case at the time you withdraw your consent.

Last updated: 3rd October 2023