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privacy policy


This privacy policy sets out how Activate Event Management Ltd (Activate) uses and protects your personal data. Activate is committed to ensuring that your privacy is protected fully and in accordance with applicable legislation. We keep our privacy policy under regular review and we will place any updates on this web page. This privacy policy was last updated on 27.04.2018. It is important that you read this privacy policy together with any other privacy policy or fair processing notice we may provide on specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your data. This privacy policy supplements the other notices and is not intended to override them. You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.

Who We Are

Activate Event Management is an Event Management agency, based in the United Kingdom at 9 Gleneagles Court, Brighton Road, Crawley, West Sussex, RH5 6BU. Telephone Number + 44 (0) 1293 608750, contact email address hello@activateevents.com. Company Registration number 07634279. Tim Weston is the data privacy manager who is responsible for overseeing questions in relation to this privacy policy. If you have any questions about it, including any requests to exercise your legal rights, please contact him on this address hello@activateevents.com

What we do and how we use your Data

Activate organise and project manage a variety of events, such as Conferences and Incentives for its clients. As part of that project management process we may be required to collect personal data. Activate do not collect this personal data for our own Marketing use and only collect personal data when a formal contract exists between the client and ourselves. The personal data we collect is purpose limited and minimised and we will not ask for anything we do not require for our business. This website is not intended for children and we do not knowingly collect data relating to children.

What we do not do

We do not use your data for the purpose of data profiling and we will not sell or lease your personal information to third parties unless we are required by law to do so. Consent In specific circumstances we can collect and process your data with your consent, for example when you are asked to provide personal data in connection with the registration process for an event which we are organising on behalf of a client. This consent can only be given by an affirmative action indicated on the appropriate page, which signifies agreement to personal data being processed. Our privacy policy is in place to ensure that you have a clear understanding of who is receiving and what your data is being used for. Should we ask you to provide certain information by which you can be identified when completing a registration, you can be assured that it will only be used in accordance with this privacy policy statement. However, please note that we may process your personal data without your knowledge or consent where this is required by law. 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.

The data we collect about you

Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data). We may collect, use, store and transfer different kinds of personal data about you which we have grouped together follows: - We also collect, use and share Aggregated Data (www.ico.org.uk) 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 privacy policy. We do not collect any Special Categories of Personal Data (www.ico.org.uk) about you (this includes 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). Nor do we collect any information about criminal convictions and offences.

How your personal data is collected

We use different methods to collect data from and about you including through:- Third parties. We may receive personal data about you from clients for whom we act which may be based inside or outside the EU.

How we use your personal data

Recipients of the data we collect for the purpose of providing any services which we have been contractually obligated to provide you by our client may include: our client; Activate Events; Etouches (a registration system provider) Eton Travel (travel services provider) and other third party suppliers such as hotels, ground transport providers. Any shared data will only be processed in a way that is relevant to the purposes for which it was originally collected.

Purposes for which we will use your personal data

We have set out below, in a table format, a description of all the ways we plan to use your personal data, and which of the legal bases we rely on to do so, in addition to your consent where this is given. We have also identified what our legitimate interests are where appropriate. Note that we may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data. Please contact us if you need details about the specific legal ground we are relying on to process your personal data where more than one ground has been set out in the table below.
Purpose/Activity Type of data Lawful basis for processing including basis of legitimate interest
To record you as a participant in an event for our client (a) Identity (b) Contact Performance of our contract with [you] and our client
Providing our services to you (a) Identity (b) Contact (c) Financial (d) Transaction (e) Marketing and Communications Performance of our contract with our client [and you]
To administer and protect our business and this website (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data) (a) Identity (b) Contact (c) Technical Necessary for our legitimate interests (for running our business, provision of administration and IT services, network security, to prevent fraud and in the context of a business reorganisation or group restructuring exercise) Necessary to comply with a legal obligation
To deliver relevant website content and advertisements to you and measure or understand the effectiveness of the services we provide to you (a) Identity (b) Contact (c) Profile (d) Usage (e) Marketing and Communications (f) Technical Necessary for our legitimate interests (to study how those using our services, to develop them, to grow our business and to inform our commercial relationship with our clients and our marketing strategy)
[To use data analytics to improve our website, products/services, marketing, customer relationships and experiences] [(a) Technical (b) Usage] [Necessary for our legitimate interests (to define types of clients for our services, to keep our website updated and relevant, to develop our business and to inform our marketing strategy)]
To make suggestions and recommendations to you about services that may be of interest to you (a) Identity (b) Contact (c) Technical (d) Usage (e) Profile Necessary for our legitimate interests (to develop our services and develop our business)
  References to legitimate interest means the interest of our business in conducting and managing our business to enable us to provide our services effectively. We make sure we consider and balance any potential impact on you (both positive and negative) and your rights before we process your personal data for our legitimate interests. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law). You can obtain further information about how we assess our legitimate interests against any potential impact on you in respect of specific activities by contacting us.


You may at any time elect not to receive any marketing and advertising from us or limiting it either by contacting us or by opting out in accordance with the directions given in the material you receive.
Third Party Marketing
We will get your express opt-in consent before we share your personal data with any third party for marketing purposes. We do not share your personal data with any other person for marketing purposes. You can ask us or third parties to stop sending you marketing messages at any time by following the opt-out links on any marketing communications sent to you or by contacting us at any time. Where you opt out of receiving these marketing communications, this will not apply to personal data provided to us for the provision of our services to you.


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Change of purpose

We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.

Disclosures of your personal data

We may have to share your personal data with the parties set out below for the purposes set out in section 8 above. We require all such third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.

International transfers

If we are required to transfer your personal data out of the EEA, we must be satisfied before doing so that a similar degree of protection is afforded to it by ensuring that we will only transfer your personal data to countries that have been deemed to provide an adequate level of protection for personal data by the European Commission. For further details, see European Commission: Adequacy of the protection of personal data in non-EU countries. Please contact us if you want further information on the specific mechanism used by us when transferring your personal data out of the EEA.

Data security

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality. 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.

Data you transfer to us

Before you disclose to us personal data of another person, you must obtain that person’s consent to both the disclosure and the processing of that personal information in accordance with this policy.

Retaining data

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. Personal data will be retained for twelve months. Financial data will be retained for six years from the end of a contract or agreement

Your rights concerning your personal data

Subject access
If you would like to obtain confirmation that your data is being processed and a copy of the data information currently held on you please write c/o Data Access to the above address or email on the above email address.

We want to make sure that your personal information is accurate and up to date.  If you believe that any information we are holding on you is incorrect or incomplete, please write to us at the above address or email us on the above email address. We will promptly correct any information found to be incorrect without undue delay and at the latest within one month of request.
We will provide you with the required information in a easily machine readable format

You have the right to withdraw your consent (withdrawing your consent does not retrospectively render previous processing unlawful).  If you wish to withdraw your consent please write c/o Data Access to the above address or email us on the email address provided.  If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.

You may 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.  Subject to this, we will take all reasonable steps to notify other data controllers of a data subjects request for erasure. Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms. Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following circumstances: (a) if you want us to establish the data’s accuracy; (b) where our use of the data is unlawful but you do not want us to erase it; (c) where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or (d) you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it. Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. 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.


We are committed to ensuring that your data information is secure. In order to prevent unauthorised access or disclosure we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the date information we collect from you.

Links to other websites

Our website contains links to other websites. This privacy policy only applies to this website so when you link to other websites you should read their own privacy policies.

Updated 27.04.2018