The AIEA collects personal data from its members and suppliers as part of its legitimate day to day business. We take the protection of this data very seriously and adhere to the Data Protection Act 1998 and subsequent GDPR regulations of May 2018.
This document sets out why we collect personal data, the type of data we collect, how we store data, how long we store data and the rights of the individuals who’s data we store.
The following principles are followed by the members of the AIEA when handling personal data, it will be;
- Processed lawfully, fairly and in a transparent manner in relation to individuals.
- Collected for specified, explicit and legitimate purposes and not further processed in a manner that is incompatible with those purposes.
- Adequate, relevant and limited to what is necessary in relation to the purposes for which they are processed
- Accurate and, where necessary, kept up to date. Every reasonable step will be taken to ensure that personal data that is inaccurate will be erased or rectified without delay
- Kept in a secure environment which permits the identification of data subjects.
- Processed in a manner that ensures appropriate security of the personal data, including protection against unauthorised or unlawful processing and against accidental loss, destruction or damage.
We collect personal data as a ‘Data Controller’. We also use the services of ‘Data Processors’
We collect personal data from both are members and suppliers in the course of our legitimate business of event management. The data we collect includes Title, Full Name, Company name, Company address, email address, business and mobile phone numbers.
We collect data through direct contact with our clients and suppliers, emails, telephone calls, meetings, networking events and referrals.
Using Data Processors
As part of our duties on behalf of the membership personal data will be shared with 3rd parties (Data Processors), including but not limited to, hotels, venues, caterers, activity companies and DMCs.
The personal data shared with any Data Processors will be limited to what is necessary in relation to the purposes for which it is processed.
Data Transfers and Storage.
Personal data received by the AIEA will be stored in a secure environment with restricted access to employees who have a legitimate business interest to use it.
Any documents containing sensitive personal data that need to be transferred to a Data Processor will be password protected with the password being transmitted separately.
Data will only be stored for as long as the legitimate business interest lasts for;
- In the case of an event, upon the reconciliation of the final invoice.
- In the case of the AIEA proprietary database, immediately upon request of an unsubscribe request from the personal data subject.
Cookies are files which contain a small amount of information. Cookies are stored on the browser or hard drive of your computer or device.
You can unsubscribe from any of services by;
- Clicking ‘Unsubscribe’ to any of the communication you receive from us.
- Email email@example.com using the title ‘Unsubscribe’
- Write to; AIEA, 3a High Street, Twyford, Berks, RG10 9AB
How to access your data
- Upon request, we will provide you with reasonable access to your personal data in a timely manner in order for you to correct or delete information you may have provided. Please make any data access requests to firstname.lastname@example.org or write to; AIEA, 3a High Street, Twyford, Berks, RG10 9AB