Privacy and Protection - The Form Rooms

Privacy and Protection of Personal Information

This privacy policy sets out how The Form Rooms collects and uses personal information about individuals.

Please read this privacy policy carefully to understand how The Form Rooms will use your personal information.

Registered address: The Form Rooms is a trading name of the BRC, whose registered office is 22 Tower Street, London WC2H 9NS

We are registered on the Information Commissioner’s Office Register registration number Z5391833.

This privacy policy explains:

Information we may collect about you (including cookies)
Use of your information
Contacting you
Sharing your information
Our legal basis for collecting, holding and using your information
Security and storage of your information
Your rights

Information we may collect about you

Information you give to us. You may give us information about you by filling in an online form, contacting us by phone or e-mail or in person. This includes information you provide when you use our website, enter a survey, report a problem with our website or attend an event.

The information you give us depends on the reason for you contacting us, but may include your name, job title, address, e-mail address and phone number, financial and debit or credit card information, personal identification documents, data relating to access or dietary requirements. You may also give us information regarding your employees, representatives or customers for the purposes of organising events. For safety and security reasons we may require visitors to sign-in at reception.

Information we receive from other sources. We may collect information when you visit our website, including the Internet Protocol (IP) address used to connect your computer to the internet, browser type and version, time zone setting, geographical location, browser plug-in types and versions, operating system and platform. We use Google Analytics to collect standard internet log information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to the various parts of the site. This information is only processed in a way which does not identify anyone.

Use of your information

We need to obtain, store and use information about you for legitimate business purposes – namely so that you can enjoy and benefit from our services.

We may use information we hold about you in the following ways:

to confirm your identity
to respond to enquiries
to carry out our obligations arising from any contracts between you and us and to provide you with information, products and services that you request from us
to plan and host conferences, events, training, exhibitions, or meetings
to carry out statistical and market analyses, including benchmarking exercises, to enable us to understand you better and improve our services
to develop, test and improve our systems
to notify you about changes to our services
to ensure the content of our website is presented in the most effective manner for you and for your computer
to carry out sales and marketing activities. Where we are legally required to obtain your consent to provide you with marketing materials, we will only provide you with such marketing materials if you have provided consent for us to do so.

We may combine information we receive from other sources with information you give to us for the purposes set out above (depending on the types of information we receive).

Contacting you

We will use the contact information you have given us to send you important information. This may be by post, email, text message or telephone.

We may also use the information we hold about you to provide you with information about other products or services we feel may interest you.

Sharing your information

We may share your information with selected third parties including:

Event attendees, speakers, sponsors and organisers
Online service providers such as event booking systems, marketing systems and survey tools

We may also share your personal information to third parties if we are under a duty to disclose or share your personal data, to comply with any legal obligation, or in order to enforce or apply our terms and conditions and other agreements; or to protect our rights, property, or the safety of our customers, or others.

Our legal basis for collecting, holding and using your information

Data protection law sets the lawful legal bases (or ‘conditions’) which allow us to collect, hold and use your personal information. For the Form Rooms, these are:

For the purposes of our own legitimate interests. We believe that we have a legitimate interest in being able to provide our services to our customers. As set out in this notice, this sometimes requires us to collect and use personal information about individuals. We only use this legal basis where these interests are not overridden by your interests and fundamental rights or and freedoms.
Where we have entered into a contract with you. In these circumstances, we may need to process your personal information in order to fulfil the contract.
Where we are under a legal obligation to process personal information.
Sometimes, we will ask you for your agreement to process your personal information. This is particularly the case when we wish to collect or use any special categories of personal information (see below).

Data protection law recognises certain “special categories” of personal information, which include information revealing racial or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, genetic information, biometric information for uniquely identifying a person, information concerning health, and information concerning a person’s sex life or sexual orientation.

These special categories are considered particularly sensitive and so we will only collect and use this information where you have given us your explicit consent or where we consider it necessary to do so. For example, you may choose to tell us about your health condition before attending an event. We will only use this information for the particular event or campaign and not for any other purposes.

Security and storage of your personal information

We have implemented generally accepted standards of technology and operational security in order to protect personal information from loss, misuse, alteration or destruction. Only authorised persons are provided access to personal information that we collect; such individuals have agreed to maintain the confidentiality of this information.

Although we are committed to ensuring that your information is kept secure, no security system is guaranteed to be completely secure. Whilst we strive to protect your personal information, the Form Rooms cannot guarantee or warrant the security of our services, nor can we guarantee that the information you supply through our website will not be intercepted while being transmitted over the internet.

We will retain your personal information only if it’s required for the purposes for which is was collected, or as required to do so by law.

Your rights

You have rights in relation to the personal information we hold about you. In particular, you may have the right to request that:

we provide you with a copy of the personal information we hold about you
any inaccurate information we hold about you is corrected
your information is deleted
we stop using your personal information for certain purposes
your information is provided to you in a portable format
decisions about you are not made by wholly automated means
we cease processing your personal information because you are withdrawing consent (to the extent such processing is based on consent and consent is the only permissible basis for processing)

You can exercise this right or send enquiries about our privacy policy by contacting our Compliance Officer at: [email protected]

Many of the rights listed above are limited to certain defined circumstances and we may not be able to comply with your request. We will tell you if this is the case.

If you choose to make a request to us, we will aim to respond to you within one month. We may charge a fee for dealing with your request, if permitted by applicable law.

If you are dissatisfied with how we are using your personal information or if you wish to complain about how we have handled a request, then please contact our Compliance Officer and we will try to resolve any issues you may have.

You also have the right to complain to the Information Commissioner’s Office, which is the statutory regulator for data protection law.