Privacy Policy

Store specific privacy policy

This is the GDPR policy for all data collected and processed in regards to IVFDF 2020
● ‘IVFDF 2020’ encompasses the IVFDF 2020 committee and any volunteers (e.g. workshop leaders, stewards, photographers) working on behalf of the
committee
● The following data necessary for the smooth running of IVFDF 2020 will be collected from all participants:

■ Full name of participant
■ E-Mail of participant
■ Address of Participant
○ This data will be used for the following purposes
■ Registrations (including payments and refunds)
■ Housing/Indoor Camping
■ Workshop Planning
■ Communication with participants
■ Opt-in / opt-out of photographs being taken throughout the event and shared with participants afterwards

● On top of that, we will collect the following data from participants under the age of 18

■ Age of participant
■ Details of emergency contact (in compliance with out safeguarding policy)

● Our main venue needs the following information for allocation of parking spaces to those arriving by car

■ Registration plate information

● Photos and videos of IVFDF attendees in action will be taken throughout the event by our official photosquad. Photographs will be accessible through a
dropbox link which will be shared on the IVFDF website and social media after the event.

■ Clear warning will be given before any images are taken by announcement at the event
■ We will request IVFDF attendees not to take their own pictures
■ Image consent will be obtained before publication
■ Opt-out of photographs can be requested before the event on the online sign-up form and will lead to the exclusion of all identifiable
pictures before publication

■ All images are carefully selected for quality before publication and no names will be tagged or displayed
■ Requests for the removal of an image of a person or their relative will be processed as soon as reasonably possible

● No data collected or processed by IVFDF2020 will be shared with third parties unless explicitly stated otherwise above.
● All information will be deleted no more than one year after IVFDF 2020
● Data subjects may request access, modification and deletion of their identifiable data at any time during that period
● Complaints and requests may be emailed to ivfdfnottingham@gmail.com

Privacy and Cookies Policy

IVFDF2020 is powered by Eventcube which is a trading name of Eventcube Solutions Ltd.

Eventcube Solutions Ltd ("We") is committed to protecting and respecting your privacy and keeping your data secure.

This policy sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us. Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it. By visiting this website you are accepting and consenting to the practices described in this policy.

For the purpose of the Data Protection Act 1998 (the Act), the data controller is Eventcube Solutions Ltd a company incorporated in England with company number 08939283 with an office address at 24A Holywell Row, London EC2A 4JB.

By using the services on our sites you acknowledge and agree that we are entitled to transfer your personal data to selected third parties in accordance with this policy.

1. Important information and who we are

Eventcube Solutions Ltd ( Eventcube, we or us) operates the Eventcube website and platform ( https://www.eventcube.io)

We respect your privacy and we are committed to protecting your personal data. This privacy notice informs you about how we collect and look after your personal data when you visit our website, use our services or otherwise conduct business with us, and it explains your privacy rights and how the law protects you.

This website is not intended for children and we do not knowingly collect data relating to children.

Controller
‍ Eventcube is the controller and is responsible for your personal data. Our address is Units 7-8, 3 Gunthorpe Street, London E17RQ, United Kingdom. We are registered with the Information Commissioner as a data controller and our registration number is 08939283

If you have any questions about this policy or about your rights regarding your personal data, you can contact us by emailing info@eventcube.io

Changes to the privacy notice and your duty to inform us of changes
‍ This version of our privacy policy was last updated in April 2021

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.

2. 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 collect only that personal data from you that we need in order to provide the services.

We may collect, use, store and transfer different kinds of personal data about you which we have grouped together follows:

Data Collected	Details
Contact Data	includes first name, last name and email address.
Other Identifier Data	includes username and ticket barcodes where applicable.
Transaction Data	includes details about payments to and from you and other details of products you have purchased from us (including details of any payment you have made to us).
Technical Data	includes internet protocol (IP) address, your 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.
Connection Data (collected through analytics partners: Google Analytics, Intercom & Mixpanel)	includes the type of device you use ( Device), a unique device identifier (for example, your Device's IMEI number, the MAC address of the Device's wireless network interface, or the mobile phone number used by the Device), network information, your mobile operating system, screen type and resolution, the type of web browser you use, the time zone setting.
Location Data	includes details of your use of our service including, but not limited to, traffic data, statistics of content uploaded, downloaded and viewed. We may make use of location data sent from Devices. You can turn off this functionality at any time by turning off the location services settings for the mobile application on the Device. If you use these location services, you consent to us and our licensees' transmission, collection, maintenance, processing and use of your location data and queries to provide and improve location-based products and services. We may also use other technology (e.g. your time zone and IP address) to determine information regarding your current location. Some of our location-enabled services require your personal data for the feature to work.
Usage Data	includes information about your use of our service, including the full Uniform Resource Locators (URL) clickstream to, through and from our website (including date and time); elements you viewed or words you searched for; page response times; download errors; length of visits; interaction information (such as scrolling, clicks, and mouse-overs).
Communications Data	includes emails, note of conversations, recorded telephone conversations and records of online chats.

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, Contact and Communications Data by submitting information on our website. This includes personal data you provide when you:
enquire about our services;
create or use your account on with us; or
otherwise use our services.
Automated technologies or interactions. As you interact with our website, we may automatically collect Technical, Usage, Connection and Location Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies and other similar technologies.
Third parties or publicly available sources. We may receive personal data about you from various third parties as set out below:
Technical Data from the following parties:
analytics providers such as Google, based outside the UK who provide server monitoring tools to monitor the status of our APIs and the type and volume of queries being made to them.
advertising networks such as Twitter, Google, Adwords and Linkedin which may have servers based outside the UK; and
Contact and Transaction Data from providers of technical, payment and delivery services such as Stripe, PayPal which may have servers outside the UK.

4. How we use your personal data

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:

Where we need to perform the contract we are about to enter into or have entered into with you.
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.
Where we need to comply with a legal or regulatory obligation.

From time to time, we will send you marketing communications by email about the products we offer and how they are being updated and can offer new features and functionalities. We offer you the chance to opt out of receiving such emails at the point that you register your contact details with us and whenever we send such a communication, we include an option for you to unsubscribe from receiving further such communications.

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. 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 at info@eventcube.io 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
To register you as a new user and maintain your account	(a) Contact (b) Other Identifier	Performance of a contract with you
To process and deliver your order including: ‍ (a) Manage information relating to payments, fees and charges (b) Collect and recover money owed to us.	(a) Contact (b) Transaction (c) Communications	(a) Performance of a contract with you (b) Necessary for our legitimate interests (to recover debts due to us)
To manage our relationship with you which may include notifying you about changes to our terms of working or relevant updates	(a) Contact (b) Other Identifier (c) Communications	(a) Performance of a contract with you (b) Necessary for our legitimate interests (to keep our records updated and to study how users use our products)
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 (d) Connection	(a) 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)
To deliver relevant website content and marketing messages to you	(a) Contact (b) Other Identifier (c) Usage (d) Communications (e) Technical	Necessary for our legitimate interests (to study how customers use our products, to develop them, to grow our business and to inform our marketing strategy)
To use data analytics to improve our website, products/services, marketing, customer relationships and experiences	(a) Technical (b) Usage (c) Location (d) Connection	Necessary for our legitimate interests (to define types of customers for our products, to keep our website updated and relevant, to develop our business and to inform our marketing strategy)

5. Cookies

You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. If you disable or refuse cookies, please note that you may face a deteriorated user experience.

6. 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 the table in paragraph 4 above.

Data is stored on our hosting provider, Amazon Web Services. Using their EU datacentres for processing and storage.
Payment gateways such as Stripe and Cloud Storage such as Google Drive or other similar support service provider.
Third parties to whom we may choose to sell, transfer, or merge parts of our business or our assets. Alternatively, we may seek to acquire other businesses or merge with them. If a change happens to our business, then the new owners may use your personal data in the same way as set out in this privacy notice.

We require all 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.

7. Transfers outside of the UK

Many of our external third parties are based outside the UK so their processing of your personal data will involve a transfer of data outside the UK.

Whenever we transfer your personal data out of the UK, we ensure a similar degree of protection is afforded to it by ensuring at least one of the following safeguards is implemented

We will only transfer your personal data to countries that have been deemed to provide an adequate level of protection for personal data.
Where we use certain service providers, we may use specific contracts approved for use in the UK which give personal data the same protection it has in the UK.

Please contact us at info@eventcube.io if you want further information on the specific mechanism used by us when transferring your personal data out of the UK.

8. 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.

9. Data retention

How long will you use my personal data 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 aim to hold all personal data for no longer than 10 years and in respect of the personal data obtained through our consumer accounts, we delete all such personal data from our records 7 days following the closure of your account with us.

10. Your legal rights

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 opportunity to discuss this with you first. You also have the following options:

Request access to your personal data (commonly known as a "data subject access request").	This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.
Request correction of the personal data that we hold about you.	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.
Request erasure of your personal data.	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.
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 scenarios: (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.

No fee usually required
‍ You will not have to pay a fee to access your personal data (or to exercise any of the other rights).

What we may need from you
‍ We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

Time limit to respond
‍ We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.