EVENT LLAMA PRIVACY POLICY

We are committed to protecting the privacy of those who support us, register with us, use our website, our staff, our volunteers and anyone else who entrusts their personal information to us. Our constant endeavour is to protect your personal information through compliance with the Data Protection Act 2018 and all other relevant laws and regulations.

This Privacy Policy explains how we, Event Llama, collect, store, use and protect personal information.

Please be assured that we never sell your data and we never share it with another company or charity for their own marketing purposes.

PROTECTING YOUR PERSONAL INFORMATION

If you contact us regarding an event, job or activity, request information, volunteer, or use our website, you may provide some personal information to us. For example, you may provide your name, your postal address, your email address, your telephone number, credit card and debit card information. We ensure that all such personal information is protected by secure systems and robust and appropriate technologies and processes. These are specifically designed to protect the information at all times and prevent loss, misuse, unauthorised access or disclosure, alteration or destruction of information. For example, we use a specialist payment gateway provider to enable online payments to be made securely by card or other payment option. This helps to ensure any personal and financial information is fully protected and kept private.

WHERE WE STORE YOUR PERSONAL DATA

The data we collect from you may be transferred to and stored at a destination outside the European Economic Area (EEA). For example, this may happen if any of the computer servers used to host the website are located in a country outside the EEA. The data may also be processed by staff operating outside the EEA who work for us or for one of our service providers. In order to safeguard your information we shall ensure any such transfers are in strict compliance with data protection legislation, with all appropriate contractual arrangements (EU Privacy Shield framework or model clauses in contracts) in place. By submitting your personal data, you agree to this transfer, storage or processing. We will take all reasonable steps necessary to ensure your personal data is processed securely and in accordance with this Privacy Policy.

All information you provide to us is stored on secure servers. Where we have given you (or you have chosen) a password which enables you to access certain parts of our website, you are responsible for keeping this password confidential. We ask you not to share your password with anyone.

HOW WE USE YOUR INFORMATION

Event Llama may process personal information in a number of ways, such as:

to process payments

to provide any information or services you request or use

to identify ways to improve our services and day-to-day operations

to keep you updated with our services, products and special offers (unless you ask us not to)

to enhance, tailor and personalise our communications for your benefit

to improve the performance of our website and improve the experience of website visitors

to provide an effective event delivery and fundraising service.

LAWFUL BASIS FOR PROCESSING

Event Llama obtains and processes personal data fairly and lawfully, in an open and transparent manner. We will only do so if at least one of the following conditions applies:

It is necessary to fulfil a contract or agreement we have with you.

It is necessary to process your personal data so that we can manage the payments you make to us or the delivery of services/products

We have your consent. For example, if you give us permission to keep you updated regarding our activities and offers

It is in Event Llama’s legitimate interests and those interests are not overridden by your own rights or interests, for example, to tailor our communications as shown below

It is necessary for us to comply with a legal obligation

It is necessary to protect your vital interests or those of another individual

It is in the public interest or where we have official authority vested in us

HOW LONG WE KEEP YOUR INFORMATION

Event Llama will only keep data in a form that permits personal identification for the duration reasonably necessary to fulfil our legal obligations and operational objectives. We will not keep more information than we need. Once the respective retention period has elapsed, Event Llama undertakes to anonymise, destroy or erase this data.

We provide the opportunity to ‘unsubscribe’ in all our mailings and emails.

TAILORING OUR COMMUNICATIONS

To ensure our communications are as relevant and interesting as possible, we may tailor their content based upon our clients’ characteristics and behaviours. This also enables us to manage our marketing activity in the most cost-effective and efficient ways, so we can keep our costs as low as possible.

From time to time we may screen our database against recognised data hygiene files to verify that existing contact information is still up to date. If we find postal addresses have become out of date over time we may update them to ensure our records are accurate. These legitimate activities enable us to tailor our activities to make them as appropriate as possible for our clients, staff and volunteers and reflect their interests as closely as possible.

YOUR RIGHTS WITH REGARD TO YOUR INFORMATION

You have the right to be informed about any personal data that we hold which relates to you, including how we acquired such data and the purposes for which it is being used. This right requires that you be given a copy of your personal data which you may have supplied to us via our website or in other correspondence and interactions.

To exercise this right, you must make your request in writing to the address specified on the website and include a copy of your passport or driving licence and a recent utility bill to verify your name and address. No fee is required for this service. Your request will be dealt with as soon as possible and we will respond to you within one month from the date on which your instructions are received.

In certain circumstances you have the ‘Right to be Forgotten’. This means that you can request that Event Llama erases any and all references to you from our records and systems. We will comply with all such requests in a timely manner, as required by the General Data Protection Regulation, unless other operational or legal obligations require us to retain such data for a particular purpose or period of time.

You have the right to get information held about you by us corrected. If you have any concern about the accuracy of your personal data, please let us know using our contact details on the website.

You have the right at all times to object to the processing of your personal data which you find intrusive, excessive or unwarranted. Event Llama will respect your right to do so, but may need to continue such processing where required to do so by law or within the terms of an existing contractual agreement.

If you would like more information on any aspect of this Privacy Policy, or have any questions or complaints, please contact us on the contact details given on the website.

You have the right to make a complaint direct to the UK’s data protection authority, the Information Commissioner’s Office – https://ico.org.uk/global/contact-us.

OTHER WEBSITES

Our website may contain outbound links to other websites which are outside our control and are not covered by this Privacy Policy. If you access other sites using the links provided, the operators of these sites may collect and process information from you in a way which is different from how we do so.

When you visit these other websites your personal information might be used by others in ways that do not conform to the terms of this Privacy Policy. Similarly, we use ‘social buttons’ to enable our users to share or bookmark web pages. These are buttons for third party social media sites and these sites may log information about your activities on the internet including on this website. Please review the respective terms of use and privacy policies of these sites to understand exactly how they use your information and to find how to opt out or delete such information. We also sometimes use external web services on this website to display content within the web pages of this website, for example, to display images, show videos or run polls. As with the social buttons, we cannot prevent these sites, or external domains, from collecting information on your use of this embedded content.

EMAIL COMMUNICATIONS

We may use tracking technologies to determine whether you have read, clicked on or forwarded certain email communications we send to you so that we can make our communications more helpful and interesting.

WEBSITE AND SOCIAL MEDIA ANALYTICS

Event Llama’s websites use website analytics, including Google Analytics, which provide aggregated information about visitors to the website, for example the number of visitors in a day, which parts of our website are most popular and if there are any trends, such as one specific page being viewed mostly by people in a particular country. This helps us to understand how people interact with our websites so that we can continually improve them. We also have an active presence on social media (e.g. Facebook) and use analytical tools to monitor the performance of our social media posts, for example, the number of likes and shares, as well as audience information. This helps us to improve our activity on social media.

ONLINE ADVERTISING

We may, on some occasions, wish to advertise on social media or other websites. When we do this we may wish to use personal data in order to improve the targeting of the advertising. This enables us to improve efficiency and keep our costs down.

INFORMATION WE MAY COLLECT FROM YOU

With regard to each of your visits to our website, we may automatically collect the following information:

Technical information, including the Internet Protocol (IP) address used to connect your computer to the internet, your login information, browser type and version; time zone setting; browser plug-in types and versions; operating system and platform

Information about your visit, including the full Uniform Resource Locators (URL) of both the site you came from and the one you go to next (including date and time); products you viewed or searched for; page response times; download errors; length of visits to certain pages; page interaction information (such as scrolling, clicks and mouse-overs) and methods used to browse away from the page

If you use our website from a mobile device, this device may send us data about your location. Most devices allow you to prevent data location being sent to us and we honour your settings.

INFORMATION WE MAY COLLECT INDEPENDENTLY FROM YOU

Your information may be shared with us by our partnership organisations. These independent organisations will only do so when it is required to complete a contract and/or when you have indicated your consent. You should check their Privacy Policy when you provide your information to understand fully how they will process and safeguard your data.

COOKIES

We may use cookies on our website to ensure the best possible digital experience for all users. By continuing to browse this site you are agreeing to our use of cookies as described in this policy.

WHAT IS A COOKIE?

A cookie is a small file of letters and numbers that is placed on your device by our website. This enables the website to distinguish you from other users of the site, and to understand your – and other users’ ̶ browsing patterns anonymously.

WHAT COOKIES MIGHT WE USE?

Different types of cookies are used for different purposes. The types of cookies we might use on our site break down into the following categories:

Strictly Necessary Cookies. These help make our website usable by enabling basic functions like page navigation and access to secure areas of the website. The website cannot function properly without these cookies.

Statistical Cookies. These allow us to anonymously collect and report numbers of visitors and to see how visitors interact with our website when they are using it. This helps us to improve the way our website works, for example, by ensuring that users are finding what they are looking for easily.

Marketing Cookies. Cookies and other ad technology such as beacons, pixels and tags help us serve relevant ads to you more effectively. They record your visit to our website, the pages you have visited and the links you have followed. We sometimes share this information with trusted companies to help us target our ads more effectively.

Preference Cookies. These enable our website to remember information that changes the way the site behaves or looks to you, e.g. your preferred language or the region you are in.

CHANGING YOUR COOKIE PREFERENCES

You can block cookies by changing the settings in your browser preferences.

Please note that if you use your browser preferences to block all cookies (including strictly necessary cookies) you may not be able to access all or parts of our site.

Browser manufacturers provide help pages relating to cookie management in their products.

UPDATING THIS PRIVACY POLICY

This policy is dated 1st September 2020. We may modify, alter or otherwise update this Privacy Policy at any time. You accept the most recent version of our Privacy Policy every time you enter and use this website. We encourage you to review this policy from time to time.

Further information on data protection regulations and laws can be found at https://ico.org.uk/for-the-public