At Sircula Ltd we are committed to protecting and using your personal data fairly and transparently in accordance with all applicable data protection regulation. As we are the organisation that determines how and why this data is used we are classed as the ‘Data Controller’ for the data we collect.
This privacy notice details the types of data we collect and how we protect, retain and use this information as well as your rights as the data subject. Any changes to our policy will be updated on this page and we will notify you directly of any material changes. For more information or to exercise any of your rights please do not hesitate to contact us directly.
Please click on the links below to view
Who we are and how to get in touch
Where do we collect data?
What data do we hold?
On what lawful basis do we use your data?
How do we use your data?
How do we share your data?
How do we protect your data?
How long do we keep your data for?
Sircula Ltd is an independent UK company who brings together top executives and decision makers from various industries across the globe to connect, learn and grow. (Controller registration number ZA360493). We are dedicated to providing high-quality events and information which help our community members to deliver measurable change in their organisations. For more information about our products, services and brands, please visit our website.
If you need more information or would like to exercise any of your rights as a data subject, please contact us by any of the below details. If withdrawing consent or exercising any of your other rights, please be aware we may need to contact you for additional information.
Our nominated representative for all data processing related queries and requests is
Mark Baker, Founder
Post: Data Department, Sircula Ltd, The Beckenham Business Centre, 78 Beckenham Road, London, BR3 4RH, United Kingdom
Phone: +44(0)20 8650 4400
We collect data in multiple ways including
• Registration, purchase and other data capture forms hosted on our websites or at events.
• Via our staff and telemarketing teams or third-part contractors when in contact regarding a sale or registration.
• Through interaction with our marketing campaigns including email, phone and direct mail.
• To reach new audiences we will collect data on corporate subscribers, targeted industries and job roles through data research companies, online sources or telemarketing. This data only includes corporate contact details only and as such may be contacted on an opt out basis.
The types of personal data we hold are listed below and will vary depending on the type of registration, purchase or interaction you have with us.
Contact details:- for example email address, phone number and direct mail address details.
Company and job demographics:- we will ask questions relating to the type and nature of company that you work for and the role and responsibilities you hold within the company.
Registration and attendance:- for those who have registered, bought a ticket, or attended one of our events we will record who attended, which event, and the date and time of attendance.
Your preferences:- your selected newsletter and communication preferences.
Payment details:- where direct payment is taken credit card numbers are encrypted in the software when the order is placed using 128-bit encryption. Sircula Ltd does not store unencrypted credit card details.
Website login details and activity:- Some of our websites require you to register. To register on these websites you will be required to create a username (email address) and password. Passwords are encrypted and stored securely on our website platforms. While logged in on our websites we record the time, date and pages you have viewed.
Event dietary information:- where food is provided at our events we will ask for any special dietary requirements.
Awards entry details:- for those entering an award we ask for specific questions to complete an entry. These can include testimony, facts, figures and financial details of achievements.
Researched corporate subscriber data:- when researching specific roles and industries we will collect corporate contact details, role, company, and sector information. This data will only relate to corporate individuals working in sectors relevant to our brands.
To process your data, we are required to establish a clear lawful basis for doing so. For more information on the lawful bases on which personal data may be processed please visit the Information Commission Office’s summary. The lawful bases we use to process your data include:
Performance of contract:- data processing required to fulfil the terms of a contract you have with us.
Consent:- freely given, unambiguous consent that you have given us to process your data. You have the right to withdraw your consent at any time.
Legitimate interest:– Where the processing of data is necessary for our legitimate commercial interests we may undertake such activities where it does not outbalance your interests, rights and freedoms. These activities should be in line with your expectations and you have the right to object to this processing at any time.
The ways in which we process your data and the lawful bases by which we do so are detailed below.
Processing required to provide a service or fulfil a contract
In certain cases, processing your data is required for our products and services to function or for us to be able to deliver the service you have requested. For these processing activities we are operating under the lawful basis of Performance of Contract to deliver on the terms of a contract and Legitimate Interest where the activity is necessary for our services to function. Examples where this occurs include activities such as taking payment, invoicing, delivery, event badge creation, website access control and badge scanning to allow access at our events. This may also include sharing data with third parties, for more information please see How do we share your data?
Profiling your data to develop, personalise and promote our services
Under the lawful basis of legitimate interest, we will profile and analyse your data to help us assess and optimise the performance of our website, events and other products as well as to assist future planning.
Under this basis we will also use your role, company, activity history and submitted job, company demographics and areas of interest to segment our marketing campaigns to ensure you are only contacted for opportunities relevant to you and to tailor our messaging better.
The names, job titles and Company names of all attendees at our conferences and awards will be published in a delegate guide or table plan available only onsite at the event. Job titles and Company names of all attendees will also be displayed on the event website and in the pre-event digital delegate guide, in separate columns, sorted A to Z.
Service communications and marketing
We will contact you by email, phone or direct mail where the below conditions apply.
Where you have given direct consent- If you have been asked for and provided your consent for us to contact you we may do by your specified means. This may be to contact you about a specific product or service, or for marketing related products and services depending on the nature of the consent given.
Where you are an existing customer- or negotiating a sale with us, we may contact you about related products and services. You will be offered the ability to opt out at the point of data collection and in all subsequent communications.
Where we may do so in our legitimate Interest- In certain cases we may contact or direct market to you under the grounds of legitimate interest. This includes
1) Service communications:- where you have registered for a product or service we will contact you directly with information pertaining to the service. For example, notice of new speakers or change the agenda at an event to registered attendees or of available benefits to club and community members.
2) Direct marketing:- direct marketing by phone or post may be conducted where a legitimate interest exists on an opt out basis. Corporate subscribers may also be emailed on an opt out basis. Corporate subscribers are defined as business employees not including companies that are sole traders, partnerships or for those who are self-employed.
We will share your data only in accordance with your preferences or when in our legitimate business interest.
Sharing data with our processors:- Your data is shared with our suppliers who operate our databases, websites and other systems to help deliver our events and marketing campaigns. Where this occurs Sircula Ltd is the data controller and our suppliers are processors operating on our behalf. All our suppliers are required to comply with all with all applicable data protection regulation.
Sharing data in our legitimate interest:- In certain cases we may share your data with third parties where we have a legitimate interest in doing so. For example, for our event attendees and community member we may share your personal data with a third-party research organisation so they can gather feedback on the event attended or carry out research, to help us better understand our communities needs and how we can best meeting these.
Directly sharing data with third parties:- We will never share your data with third parties for their own use or marketing.
We will retain and use your personal data for as long as your account, membership or subscription is active or no more than 3 years from the point of your latest purchase, registration or website login. This retention period is based on re attendance rates at our events.
We will take appropriate measures to protect your data from unlawful use, unauthorised processing, loss, destruction damage or theft. This includes holding your data securely on our databases with regular backups, firewalls and stringent internal security policies regulating access to your data and its use. If we or any of our processors transfer data outside of the European Economic Area (EEA), it will only be transferred securely with the correct level of protection applied.
As the data subject you have legal rights. To exercise any of these rights, to make a complaint or for more information please do not hesitate to Get in touch.
Right to Rectification– Where your data is inaccurate or incomplete you have the right to correct and update this data. You can do this by contacting us directly.
Right to erasure– If you do not wish for us to hold your personal data you have the right to ask for your data to be erased. We may ask for more information including identification and your full details to enable us to locate your data for its removal.
Right of access– You have the right to access the personal data we hold on you by submitting a data subject access request. We will require identification to enact any request and will subsequently provide your data within one month. We may refuse the request or ask for a reasonable administration fee to be paid for repeat requests or where a request is manifestly unfounded. Where this is the case we will provide full justification for doing so.
Right to withdraw consent– Where you have provided consent to us for processing you have the right to withdraw this consent at any time. You can do this via unsubscribe links on our emails or by contacting us directly.
Right to object to or restrict data processing– You have the right to object or to request the restriction of any data processing being conducted at any time. In certain cases, we may refuse the request or ask for a reasonable administration fee. Where this is the case we will provide full justification for doing so.
Contacting your supervisory body– If you wish to make a complaint about any of our processing of your personal data you have the right to lodge a complaint to your local data protection authority or contact the United Kingdom’s Information Commissioner’s Office https://ico.org.uk/.
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ASPSESSIONID – stores ASP session details for users, e.g. maintaining logged in state
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__utmc – Google calculate how long a visit lasts
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