At all our meetings and events, we are committed to make every effort to ensure equality of access and to meet the needs of the target audience. Please let us know if you have any specific needs, not covered in the event/meeting booking form.
To facilitate the organisation of our meetings and events, and deliver a quality experience for delegates, sponsors and suppliers, it is necessary to collect and use certain types of personal information.
Your personal data
When you share your personal and business information with WIN Global Travel Network and its associated businesses, you trust us with your information. This policy is meant to help you understand what data we collect, why we collect it and what we do with it, in relation to our meetings and events.
How we collect personal information
We collect personal information in different ways. The majority is collected when you register for an event or meeting, or complete a post event survey or feedback form. We may also use the information you gave us when you registered as a member of the WIN Global Travel Network.
Any supplier we have procured to deliver a service on our behalf, are under contractual obligations to process your personal information in compliance with data protection laws.
What information do we collect from you?
The information we collect may include the following:
How we use your personal information?
Your name and company details will be printed onto a badge and displayed on a registration desk until you register. For security reasons we ask that you wear your name badge for the entire event you are attending.
When overnight accommodation is required as part of the event, your name and company details will be sent in an encrypted document to the event venue, to book your room.
Your name and dietary requirements will be sent in an encrypted document to a venue to ensure your dietary requirements are catered for at the event.
Your name and special requests will be sent in an encrypted document to a venue to ensure your special requirements are catered for.
We may include your name and company details in a ‘delegate list’, which may be sent in a PDF attachment in an email, to other delegates or suppliers, who are also attending the event. Copies of these lists may also be displayed at the event, or as part of the event collateral.
Your name and company details may be displayed in a place card format at the event you are attending.
Your name and company address will be displayed on invoices, these will be emailed to the nominated finance contact held in our CRM system.
Your name and company may be displayed on screens at the event when using our audience interaction platform (such as Sli.do and Crowdcomms).
Your photo may be taken at our events, and used in internal and external publications, across both printed and digital channels. Your name and company details may be displayed alongside the image.
If you provide feedback, or complete our event survey, your quotes, name, and company details may be used to promote further events.
If you win a prize at an event, we may need to use your personal details to book your prize, or pass it to the supplier fulfilling the prize. We may also include your details in post event communications relating to the prize you win.
If you win an award at any of our events, your name and company details will be displayed on screen at the event, engraved into the award and used in both internal and external communications about the awards.
We may use your name and company details in our social media channels if you are attending an event.
If you bring business cards to an event, they are your responsibility to distribute, or dispose of, and we will not be held responsible for your personal data being shared directly from your business cards.
If you take part in one of our speed dating sessions, you agree to your name and company details being displayed in conjunction with the promotion of the session, including through the online appointment system, which may automatically email you with appointment requests. You also agree for the supplier/member you are meeting to have your name and company details printed on the schedules to be handed out at the event.
We may share your name, job title, and company details with selected business partners, when requested, for them to make personal invites to one of our events. For example, when a business partner is hosting a table at the event.
Processing your personal information
We will generally process your personal information for the reasons above with your consent, which is given when you agree to our event and meeting booking terms and conditions.
Where we do not have your explicit content, in some instances we may rely on an alternative legal basis for processing your personal information, including when there is a suitable Legitimate Interest, for Contractual reasons, or by Law, to respond to a legal process.
Who we will share your information with?
Your personal information may be shared with the following:
How long will we keep your information for?
We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.
We work hard to protect WIN Global Travel Network, its businesses and its users from unauthorised access to or unauthorised alteration, disclosure or destruction of information that we hold. In particular:
Whilst we take have taken reasonable steps to secure the personal information you provide to us, please be aware that despite our efforts, no security measures are perfect or impenetrable, and no method of data transmission can be guaranteed against interception or other type of misuse. Any information disclosed online is vulnerable to interception and misuse by unauthorised parties. Therefore, we cannot guarantee complete security if you provide personal information to us.
You may at any time review, change, request to see or request for the information to be deleted or transferred to a third party, that we hold on you. We will deal with your request in accordance with either the EU General Data Protection Regulation or the statutory UK law relating to Data Protection, whichever is enforced in the United Kingdom and its territories at the time of your request.
The Data Protection Team
WIN Global Travel Network
21 Provost Street
Phone: (020) 7324 3972
Or by email to: firstname.lastname@example.org
Your right to complain to the ICO
If you are not satisfied with our use of your personal data, or our response to any request you send to us to exercise any of your rights, then you have the right to complain to the Information Commissioners Office:
Information Commissioners Office
Tel: 0303 123 1113