2. What information do we collect?
3. How is your personal data collected?
4. How and why do we use/share your information
5. How long do we keep your information for?
8. Your Rights
9. Contact Details
2. What information do we collect?
What is personal data? Where this Policy refers to ‘personal data’ it is referring to data about you (or other living people) from which you could be identified – such as your name, your date of birth, your contact details and even your IP address. By law all organisations in the UK are obliged to process your personal data in certain ways and to ensure that you are given an appropriate amount of information about how they use it. You also have various rights to seek information from those organisations about how they are using your data, and to prevent them from processing it unlawfully. For more information about these rights, please see the ‘Your Rights’ section of this Policy. Data we collect from you when you use our Website Depending on how you interact with us, UCMMA will collect the following from you: • Identity Data: Name • Organisation/Publication Data: Name • Contact Data: E-mail address • Technical Data: includes IP address, login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform and other technology on the devices you use to access this Website. • Usage Data: includes information about how you use our Website, products and services. • Marketing and Communications Data: includes your preferences in receiving marketing from us. We also collect, use and share Aggregated Data such as statistical or demographic data for any purpose. Aggregated Data may be derived from your personal data but is not considered personal data in law as this data does not directly or indirectly reveal your identity. For example, we may aggregate your Usage Data to calculate the percentage of users accessing a specific website feature. However, if we combine or connect Aggregated Data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this Policy. Updating your information If you want to update the information you have previously given to us (e.g. if you have recently moved office or changed your email address), you can contact UCMMA at: PRESS@UCMMA.COM .
3. How is your personal data collected? We use different methods to collect data from and about you including through: • Direct interactions. You may give us your Identity and Contact Data by filling in forms or by corresponding with us by e-mail. This includes personal data you provide when you: o submit a form on our contact page; o provide details in a press application form; and o provide your details to receive offers and updates and other marketing material from us. • Automated technologies or interaction. As you interact with our Website, we may automatically collect Technical Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies and other similar technologies. We may also receive Technical Data about you if you visit other websites employing our cookies. Please see the section on cookies for further details. • Third parties. We may receive personal data about you from various third parties as set out below: o Technical Data from analytical providers, such as Google based outside the EU.
4. How and why do we use/share your information Collecting your information Here are some examples about how we may use the information we collect about you, to: • Communicate with you about events and services of UCMMA , e.g. by responding to enquiries or requests; • Administer this Website • Customise the service we provide to you • Handle enquiries submitted to us by you • Send you our newsletter and information about products and services that may be of interest to you, if you have agreed to us doing so. This may be by email. If at any time you do not wish to continue to receive these details then contact us using these details: PRESS@UCMMA.COM For the avoidance of doubt, we will not contact you for promotional purposes, such as notifying you of new services unless you specifically agree to be contacted for such purposes at the time you submit your information on the Website, or at a later time if you sign up specifically to receive such promotional information. Why is UCMMA allowed to use your information in this way? UCMMA will only use your personal data in the following circumstances: • Where we need to do so in order to perform a contract we have entered into with you. • Where it is necessary for our legitimate interests (or those of a third party) and your fundamental rights do not override those interests. • Where we need to comply with a legal or regulatory obligation. • Where we have your consent as a legal basis for processing to send you any direct marketing from us or third parties via e-mail. You have the right to withdraw consent to marketing at any time by contacting us at PRESS@UCMMA.COM Sharing your information Depending on how and why you provide us with your personal data. We may share it in the following ways: • We may analyse and disclose aggregated statistics about our Website visitors and users of our service in order to describe our services to protect Service Providers We will use third party service providers to undertake processing operations on our behalf (for example, MailChimp and eventbright Ticketing), and this may require us to share your personal data with them. These service providers provide us with a variety of administrative, statistical, and technical services. We will only provide service providers with the minimum amount of personal data they need to fulfil the services we request, and we stipulate that they protect this information and do not use it for any other purpose. We take these relationships seriously and oblige all of our data processors to sign contracts with us that clearly set out their commitment to respecting individual rights, and their commitments to assisting us to help you exercise your rights as a data subject. Please note that some of our service providers are based outside of the European Economic Area (the “EEA”). Where we transfer your data to a service provider that is outside of the EEA we seek to ensure that appropriate safeguards are in place to make sure that your personal data is held securely and that your rights as a data subject are upheld. For example, MailChimp is based in the US and is part of the Privacy Shield which requires them to provide similar protection to personal data shared between the Europe and the US. For further details, see European Commission: EU-US Privacy Shield. Please contact us if you want further information on the specific mechanism used by us when transferring your personal data out of the EEA Links to third party sites Please note that where we provide links to third party websites that are not affiliated with UCMMA such sites are out of our control and are not covered by this Policy, regardless of whether they use our branding or logo on their websites. If you access third party sites using the links provided, the operators of these sites may collect information from you that could be used by them, in accordance with their own privacy policies. Please check these policies before you submit any personal data to these websites.
5. How long do 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. To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements. In some circumstances you can ask us to delete your data: see ‘Your Rights’ below for further information.
6. Security UCMMA takes the protection of your information very seriously. We use encryption (SSL) to protect your personal data when appropriate, and all the information provided to UCMMA is stored securely once we receive it. UCMMA may store your personal data on secure servers either on our premises or in secure third party data centres.
8. Your Rights As a data subject you have a number of rights in relation to your personal data. Below, we have described the various rights that you have, as well as how you can exercise them. Right of Access You may, at any time, request access to the personal data that we hold which relates to you (you may have heard of this right being described as a "subject access request"). Please note that this right entitles you to receive a copy of the personal data that we hold about you in order to enable you to check that it is correct and to ensure that we are processing that personal data lawfully. It is not a right that allows you to request personal data about other people, or a right to request specific documents from us that do not relate to your personal data. You can exercise this right at any time by writing to us using the contact details set out here and telling us that you are making a subject access request. You do not have to fill in a specific form to make this kind of request. Your Right to Rectification and Erasure You may, at any time, request that we correct personal data that we hold about you which you believe is incorrect or inaccurate. You may also ask us to erase personal data if you do not believe that we need to continue retaining it (you may have heard of this right described as the “right to be forgotten”). Please note that we may ask you to verify any new data that you provide to us and may take our own steps to check that the new data you have supplied us with is right. Further, we are not always obliged to erase personal data when asked to do so; if for any reason we believe that we have a good legal reason to continue processing personal data that you ask us to erase we will tell you what that reason is at the time we respond to your request. You can exercise this right at any time by writing to us using the contact details set out here and telling us that you are making a request to have your personal data rectified or erased and on what basis you are making that request. If you want us to replace inaccurate data with new data, you should tell us what that new data is. You do not have to fill in a specific form to make this kind of request. Your Right to Restrict Processing Where we process your personal data on the basis of a legitimate interest (see the section of this Policy which explains why we use your personal data) you are entitled to ask us to stop processing it in that way if you feel that our continuing to do so impacts on your fundamental rights and freedoms or if you feel that those legitimate interests are not valid. You may also ask us to stop processing your personal data: (a) if you dispute the accuracy of that personal data and want us verify that data's accuracy; (b) where it has been established that our use of the data is unlawful but you do not want us to erase it; (c) where we no longer need to process your personal data (and would otherwise dispose of it) but you wish for us to continue storing it in order to enable you to establish, exercise or defend legal claims. Please note that if for any reason we believe that we have a good legal reason to continue processing personal data that you ask us to stop processing, we will tell you what that reason is, either at the time we first respond to your request or after we have had the opportunity to consider and investigate it. You can exercise this right at any time by writing to us using the contact details set out here and telling us that you are making a request to have us stop processing the relevant aspect of your personal data and describing which of the above conditions you believe is relevant to that request. You do not have to fill in a specific form to make this kind of request. Your Right to Portability Where you wish to transfer certain personal data that we hold about you, which is processed by automated means, to a third party you may write to us and ask us to provide it to you in a commonly used machine-readable format. Because of the kind of work that we do and the systems that we use, we do not envisage this right being particularly relevant to the majority of individuals with whom we interact. However, if you wish to transfer your data from us to a third party we are happy to consider such requests. Your Right to stop receiving communications For details on your rights to ask us to stop sending you various kinds of communications, please contact us. Your Right to object to automated decision making and profiling You have the right to be informed about the existence of any automated decision making and profiling of your personal data, and where appropriate, be provided with meaningful information about the logic involved, as well as the significance and the envisaged consequences of such processing that affects you. Exercising your rights When you write to us making a request to exercise your rights we are entitled to ask you to prove that you are who you say you are. We may ask you to provide copies of relevant ID documents to help us to verify your identity. It will help us to process your request if you clearly state which right you wish to exercise and, where relevant, why it is that you are exercising it. The clearer and more specific you can be the faster and more efficiently we can deal with your request. If you do not provide us with sufficient information then we may delay actioning your request until you have provided us with additional information (and where this is the case we will tell you). For our contact details, please see here.
9. Contact Details If you have any queries regarding this Policy, or if you think that it has not been followed, please contact firstname.lastname@example.org