Time & Space takes your data privacy seriously.  In order to provide you with our services we collect and use personal data which means that we are a ‘Data Controller’ and we are responsible for complying with Data Protection Laws and the General Data Protection Regulations (GDPR).

In this Privacy Notice, we want to inform you what information we collect, how we use it and what rights individuals have in relation to the collection and processing of their personal data.

Our Contact Details

Time & Space

Address:           Troon, KA10 7 GF

Telephone:       07539857653

Email:               info@timespaceorganise.com

If you have any questions in respect of this Privacy Notice or how we manage your personal data, please contact us using the above details

What personal data we collect and process

We collect the following types of data: (Please select the most suitable category)

If you are Organising an Event with us:

• General contact details such as Contact Name, Address, Email address, Telephone number, company name, job title, role in event

• Details of Events and Services provided on your behalf

• General Communications between us during the course of our contact with you

• Financial Details – such as credit history or payment or bank details

• Information obtained through our use of cookies when visiting our website (please see the section on Cookies and Similar Technologies)

• Your marketing preferences

If you attend an event we have organised for the purposes of your attendance, we may collect:

• General contact details such as Contact Name, Email Address, Telephone number, job title, company name

• Details of Events you are attending

• Details of companies or associations you represent at an Event

• General Communications between us during the course of our contact with you

• Information obtained through our use of cookies when visiting our website (please see the section on Cookies and Similar Technologies)

• Your marketing preferences

If you are our Sub Contractor / Event Advertiser or Sponsor

• General contact details such as Contact Name, Address, Email address, Telephone number, company name, job title

• Details of Events and Services Purchased / Serviced

• Business Activities of the organisation you represent

• General Communications between us during the course of our contact with you

• Financial Details – such as credit history or payment or bank details

• Information obtained through our use of cookies when using our website (please see the section on Cookies and Similar Technologies)

• Your marketing preferences

Special Categories of Personal Data that we collect:

We do not generally Collect  Special Category Data however in the course of organising an event, we may collect the following information:

• Details of Health or Medical Conditions where dietary or access requirements are being arranged in relation to attending an event

• Details of Trade Association membership or support where an event relates to that trade association.

How we collect your information

In most cases / We collect your data directly from you.  We collect data and process it when you

• Contact us to organise an event on your (or your company’s) behalf

• Complete an online ‘contact us’ form

• Speak to us on the telephone to discuss or use our Services

• Email or write to us to enquire about or use our Services

• Register to Attend an event

• View our website via your browsers cookies (see our Cookie Policy)

We also receive your data indirectly from the following sources:

• Social Media Sites

• Public sources – demographic data, Market Research

• Credit Agencies

• Where your organisation provides us with attendee details for an event (Where this is the case, we will inform you of your privacy rights by way of this notice upon receipt of your information)

Why we do we collect your information?

Where we collect and process personal data, we identify both the purpose and legal basis for doing so.  There are 6 possible legal bases which are:

Consent – where we have consent from the individual to the processing of his or her personal data for one or more specific purpose

Contract – where the processing is necessary for the performance of a contract to which the data subject is party or in order to take steps at the request of the data subject prior to entering into a contract

Legal Obligation – The processing is necessary for compliance with a legal obligation to which we are subject

Vital Interests – Where the processing is necessary in order to protect the vital interests of the data subject or another natural person

Public Interest – Where the processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller

Legitimate Interests – Where the processing is necessary for the purposes of the legitimate interests pursued by the controller or by a third party, except where such interests are overridden by the interests or fundamental rights and freedoms of the data subject which require protection of personal date, in particular where the data subject is a child.

Our purpose and legal basis for the information we collect:

To understand your requirements prior to entering into a contract of service with you. The processing is necessary for the performance of an anticipated Contract

To understand your requirements to ensure that any contract of Service meets your needs. The processing is necessary for the performance of a Contract with you

To fulfil your contract of Service and provide you with the agreed services thereinThe processing is necessary for the performance of our Contract with you

To arrange dietary or access requirements for event attendeesWe rely on Consent for collecting the necessary information to meet an individual’s requirements

To manage events for Trade Associations and their members / associatesWe rely on Consent to process your personal information in relation to any Trade Association memberships.

To manage our business operations and comply with any internal policies and proceduresIt is in our legitimate interests to use your personal information to ensure that we provide and adapt our services

To notify registered users / existing customers about changes to our serviceIt is in our Legitimate Interests to use your personal information to keep you informed about any changes that may affect you

For Marketing of similar services to existing or previous customers or enquirersIt is in our legitimate interests to use your personal information for marketing purposes where the services being marketed are similar and relevant to you.

For electronic Marketing of services to potential new customersWe rely on Consent for direct marketing to new individuals

To comply with our legal obligations, law enforcement, court and regulatory bodies requirementsTo comply with our Legal Obligations

To identify and prevent fraudIt is in our Legitimate Interests to act as a responsible business

Where we rely on your consent you have the right to withdraw this consent at any time by contacting us.  Full contact details can be found at the beginning of this notice.

Legitimate Interests – Where the processing of personal data is based on our Legitimate Interests, it is to improve on our service, security and prevent fraud or illegal activity in favour of the wellbeing of our customers, employees and shareholders.

Direct Marketing

We may send you details of similar services to those you have enquired about or purchased from us previously.   You can opt out of receiving this information from us at any time by contacting us at the above address or clicking ‘unsubscribe’ on any messages you may receive.

We will never share or sell your information to any other party for marketing purposes.

Who we share your information with?

From time to time we may share your personal information with other companies in The Events Hub Group or with the following third parties for the purposes set out above:

• Other third parties who process data on our behalf such as Payment Services Providers, Virtual Assistants, Service Providers

• Accountants

• Software and Cloud Services

• Auditors, Lawyers and Insurance Advisors

• Specialist Experts for example website operators, Marketing Companies

• Fraud detection Agencies

• Police and Law Enforcement agencies where reasonably necessary for the prevention or detection of crime

• Debt Collection Agencies

• Credit Reference Agencies

• Selected Third Parties in connection with the sale, transfer or disposal of our business

International data transfers

We do not generally transfer your data outside of the EEA, however some service providers and processors may process data outside of the EEA.  Where this is the case, we ensure that additional safeguards are in place by ensuring that those countries have an adequacy decision under GDPR or they have included Standard (Model) contract Clauses within their terms.

Automated decision-making or Profiling

We do not process personal data for automated decision making or profiling

How Long do we keep personal data for?

We will retain personal data in accordance with legal and regulatory requirements and for no longer than is necessary to fulfil the purposes set out in this privacy policy.  We maintain and review a detailed retention policy which documents how long we will hold different types of data.  The time period will depend on the purpose for which we collected the information and is never on an indefinite basis.  Subsequently, we will delete your personal data in accordance with our data retention and deletion policy or take steps to properly render the data anonymous, unless we are legally obliged to keep your personal data longer (e.g. for tax, accounting or auditing purposes).

The following details the criteria used to establish the retention period set out within our policy.

Where it is still necessary for the provision of our Services
This includes the duration of any contract for products we have sold to you and for a period of 24 months after the end of any subscription or contract of sale with a view to maintaining and improving the performance of our products, keeping our systems secure, and maintaining appropriate business and financial records. Most of our retention periods are determined on the basis of this general rule.

Where required by Statutory, contractual or other similar obligations
Corresponding storage obligations may arise, for example, from laws or regulation. It may also be necessary to store personal data with regard to pending or future legal disputes. Personal data contained in contracts, notifications and business letters may be subject to statutory storage obligations depending on national law.

Your Rights as a data subject

As a data subject, you have rights in relation to your personal data.  These are:

The Right to Access – You have the right to request details of personal information held or processed and to copies of this data.  We do not usually charge for this service.

The Right to Rectification – You have the right to request that any information be corrected that you believe is inaccurate or to complete any information that you believe is incomplete.

The Right to Erasure – You have the right to request that we erase your personal information under certain conditions

The Right to Restrict Processing – You have the right to request that we restrict the processing of your personal data under certain circumstances

The Right to Object to Processing – You have the right to object to our processing of your data, under certain conditions.

The Right to Data Portability – You have the right to request that we transfer the data that we have collected to another organisation or directly to you, under certain conditions.

You also have the Right to Withdraw Consent where you have previously provided this at any time.  To do so, or to exercise any of the rights above please contact us using the details at the beginning of this notice to withdraw consent.

You also have the right to complain to the Supervisory Authority.  Where you wish to report a complaint or feel that we have not addressed your concern in a satisfactory manner, you may contact the Information Commissioner’s Office at:

Information Commissioners Office

Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline: 0303 123 1113
Online Enquiries: https://ico.org.uk/global/contact-us/

Contractual Obligations and Consequences

In some circumstances, the provision of personal data is partly required by law (for example, tax regulations, legal obligations) or can also result from contractual provisions.  This means that it may sometimes be necessary to conclude or fulfil a contract, that the personal data be provided.  In those circumstances where the data is not provided or where certain rights are exercised, (Erasure, Object) there is a possible consequence that the contract could not be fulfilled or concluded and may be cancelled.  In such an event refunds would not usually be provided.

Cookies & Similar Technologies

When you visit our Website, we don’t use cookies or similar technologies.

For full information on cookies and how to manage them, please see our Cookie Policy

External Links and Virtual Events

When clicking on our Digital Business Card,  external links via our website, or where you find us via social media platforms, we have no control over the privacy settings on these websites and services, so please remember to review the privacy information on those sites and set your preferences in line with their own policies and cookie controls separately.

We also have no control over online and virtual software platforms, so please remember when attending a Virtual Event, check the Privacy Policies and Security information of those platforms before registering with them to ensure that you can manage your own preferences on those sites.

Remember that you have the option of including your name (and often other details) and image on these sites to display to other attendees, but you can choose not to do so.  When adding information to chat boxes, please also remember that you are sharing your information with others.

Data security

We aim to protect your personal data through technical and organisational security measures to minimise risks associated with data loss, misuse, unauthorised access and unauthorised disclosure and alteration.

We store customer records on devices which have controlled and restricted access.  We operate records management and Information security policies which detail physical security, security monitoring, access control and password security measures.  We also maintain and use anti-virus, Cloud back up and malware software and firewalls at all times.

Changes to our Privacy Notice

The Events Hub keep our Privacy Notice under regular review.  This Privacy Notice was last updated on 31st October 2020.

Contacting Us

If you have any questions in respect of this Privacy Notice or how we manage your personal data, please contact: Ruby@theeventshub.com  Full contact details can be found at the beginning of this notice.