We take your privacy seriously and this Privacy Notice (Notice) explains how Female Folio by Brooks Macdonald (Female Folio, we, our, us) and members of the Brooks Macdonald group of companies (the Brooks Macdonald Group) process your personal data when you visit our websites, attend an event arranged or put on by us (an Event) and sets out your rights in relation to the personal data we hold.
1. Important information and who we are
This website is provided by Brooks Macdonald Group plc.
Female Folio by Brooks Macdonald is a trading name of Brooks Macdonald Group plc and is used by several other members of the Brooks Macdonald Group.
The Brooks Macdonald Group is made up of different legal entities, details of which can be found by clicking here or by going to https://www.brooksmacdonald.com/.
For the purposes of:
- the UK Data Protection Act 2018 and the UK GDPR;
- the General Data Protection Regulation (Regulation (EU) 2016/679),
- the Data Protection (Bailiwick of Guernsey) Law 2017,
- the Data Protection (Jersey) Law 2018;
- the Isle of Man Data Protection Act 2018; and
any other applicable domestic legislation (the Data Protection Laws), Female Folio (and the relevant Brooks Macdonald Group company) is the data controller of your personal data.
2. The data we collect about you
We may collect, use, store and transfer different kinds of personal data about you as follows:
- Identification, background and contact details:
- biographical information such as your name, title, gender and date of birth;
- your image, audio and likeness (as captured on a webinar, in photographs or on recordings we make of an Event, and on CCTV where the Event is hosted at one of our premises);
- your contact details including address, email address, online chat or social media account details and phone number;
- your qualifications, professional experience and institution or employer (where this is relevant to an Event); and
- information about your school, educational background, and family financial information (such as family income) where this is relevant to an Event;
- Online and transactional details:
- details of your IP address, browser type and operating system when you visit our website;
- Events that you have attended in the past or for which you are registered to attend in the future;
- where relevant, payment details and your financial transactions in relation to our Events;
- records of communications sent to you by us or received from you;
We may also collect the following special categories of personal data where it is necessary for the purposes set out in this Notice (please also see the section on Special categories of personal data for details about how we process this data):
- information concerning your health and medical conditions (e.g. disability and dietary needs);
- criminal acts caught on our CCTV cameras; and
- diversity information about your racial or ethnic origin; religion or similar beliefs; and sexual orientation.
3. How we will collect and use your personal data
We will collect your personal data from the following sources:
- from you, typically when you:
- complete forms in relation to attending, or participating in, an Event, including registering for tickets online;
- attend and participate in an Event;
- interact with one of our representatives or employees during an Event (for example when you sign up to a mailing list or enter a competition);
- complete our surveys and feedback forms;
- communicate with us by post, email, online chat, social media, telephone or another format; and
- visit this website, or www.brooksmacdonald.com, including when you search, register or use our online ticketing portals or sign-up for an event.
- from third parties such as:
- ticketing agencies who may be used to process ticket orders on our behalf;
- a third party who may register your details with us;
- our website, webinar, ticketing and sign-up platform providers;
- publicly available sources when researching and creating biographies of speakers and key attendees; and
- (where applicable) any payment provider who will confirm details of your payment.
4. How we will use your personal data
We will only use your personal data for the purpose for which we collected it, which include the following:
- to manage your relationship with us and to comply with our obligations arising from any contracts entered into between you and us and to provide you with the information and services (including Events) that you request from us.
- to help protect your information and prevent unauthorised access to it.
- to deal with any queries, complaints or problems reported by you.
- to generate statistics relating to use of our website, such as the popularity of certain features, services or Events. We do not use personally identifiable information for these purposes.
- to provide you with information about future Events or about the services members of the Brooks Macdonald Group offer (that may be similar to those that you have already engaged us to provide or have enquired about). You may opt out of receiving this information when we collect your details or at any time by contacting us using the contact details below.
- to market Female Folio and its Events by post, telephone, social media and electronic mail (but without prejudice to your rights under any relevant Data Protection Law or other legislation that regulates the sending of marketing communications by electronic means). You may opt out of receiving this information when we collect your details or at any time by contacting us using the contact details below.
- if required to do so by law and to the extent necessary for the proper operation of our systems, to protect us/our customers, or for the enforcement of any agreement between you and us.
- to improve our website, Events, products/services, marketing or customer relationships.
- to recommend events, products or services which may be of interest to you.
In respect of our Events we may also process your personal data by:
- creating biographies of attendees or a delegate or speaker list and distributing the biography/list to speakers and attendees (except in circumstances where it is appropriate to gain your consent);
- sharing your information with sponsors of an event (except in circumstances where it is appropriate to gain your consent);
- filming, photographing or otherwise recording the Event and publishing such content on our website, social media accounts and other formats where it would not be necessary, appropriate or practicable to obtain your specific consent (for example, we may seek specific consent for prominent or impactful uses);
- analysing who is attending our Events (for example, by monitoring participation by socio-economic group); and
- processing feedback to improve the quality of our Events and marketing activities.
5. How we share your personal data
We may share your personal information with our service providers and, where relevant, any Event sponsors. This may involve transferring it to countries outside the European Economic Area (EEA) whose Data Protection Laws may not be as extensive as those which apply to us. Where we do so, we will ensure that we do this in accordance with the Data Protection Laws and take appropriate measures to ensure that your data is properly protected.
We may transfer your personal information between businesses that are legally part of the Brooks Macdonald Group.
6. Special Categories of Data
In addition to the above, we may process types of personal data that the relevant Data Protection Law considers falling into a special category (such as race, religion, health, sexual life or criminal record).
This will be under the following circumstances:
- where you have provided your explicit consent. Examples might include where you have provided information on your dietary requirements, allergies or where you inform us of the requirement for wheelchair access in respect of an in person event;
- where such processing is necessary for the establishment, exercise or defence of legal claims (including sharing with our insurers and legal advisers) or the prevention or detection of crime (for example, detecting criminal actions through the use of CCTV or reporting allegations to the police);
- where it is in your vital interests to do so and you are incapable of giving consent, for example to inform any specified emergency contact, the NHS or emergency services in the event of your illness or other emergency.
8. Your legal rights
Under certain circumstances, you have rights under the Data Protection Laws in relation to your personal data including the rights to
- obtain access to, and copies of, the personal data we hold about you.
- require us not to send you marketing communications;
- request that we erase your personal data;
- require us to correct the personal data we hold about you if it is incorrect; and
- lodge a complaint about the way in which your personal data is being used to your Data Protection Authority:
- United Kingdom: Information Commissioner’s Office
- Jersey: The Jersey Office of the Information Commissioner
- Guernsey: The Office of the Data Protection Commissioner
- Isle of Man: The Isle of Man Information Commissioner.
Please note that the above rights are not absolute, and requests may be refused where exceptions apply. We also reserve the right to ask you to provide some additional information in order to verify your identity (such as your name, your address and proof of identity) should you choose to exercise any of your rights under the Data Protection Laws.
If you have any questions about these rights (and/or on how to exercise them), or about how your personal data is used by us, you should contact us using the details below:
9. Data retention
We are committed to only keeping your personal data for as long as we need to in order to fulfil the relevant purpose(s) it was collected for, as set out above in this Notice, and for as long as we are required or permitted to keep it by law.
Your personal data will held in accordance with Brooks Macdonald Group data retention policies, which can be found here.
10. Data security
In conforming with the Data Protection Laws, we endeavour to implement appropriate procedures to protect your personal data and to prevent any unauthorised access or misuse of it.
Our security systems include authenticated access to internal databases. We also encrypt and anonymise data wherever it is appropriate to do so. We regularly take back-ups of our data. We regularly review overall web security and audit procedures.
Please be aware that the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data when transmitted via the internet between us: any such transmission is at your own risk.
More information on how we secure your personal data can be found here.
11. Changes to this Notice
We reserve the right, at our discretion, to modify our privacy practices, update and make changes to this Notice at any time. For this reason, we encourage you to refer to this Notice on an ongoing basis.
This Notice is current as of the date which appears at the top of the document. At all times, the Brooks Macdonald Group will treat your personal data in a manner consistent with the privacy notice (and Data Protection Law) under which it is collected.
12. How to contact us
If you, or any third party whose personal information you have supplied to us, have any queries, comments or requests regarding this Notice or would like to exercise any of your rights as a data subject, we can be contacted by:
E-mail at: DPO@brooksmacdonald.com
Post to: Data Protection Officer, Brooks Macdonald Group plc, 21 Lombard Street, London, EC3V 9AH