Privacy Notice

1. Scope

All data subjects whose personal data is collected, in line with the requirements of the GDPR.

2. Responsibilities

2.1 The Data Protection Officer is responsible for ensuring that this notice is made available to data subjects prior to OutStand collecting/processing their personal data.

2.2 All Employees/Staff of OutStand who interact with data subjects 

are responsible for ensuring that this notice is drawn to the data subject’s attention and their consent to the processing of their data is secured.

3. Privacy notice

3.1 Who are we?

OutStand provide a name badge and event registration service.  Our registered office is at 50 Havelock Street, Canterbury, Kent CT1 1NP

Our Data Protection Officer can be contacted directly here:

• claire@outstand.co.uk 

• 07946 622787

The personal data we would like to collect from you and process on you is:

Personal data type: 

Customers:

Title, name, surname, job title, company, address, email address, phone number, mobile number Direct from customers when they first contact us with an enquiry either in person, online or by email

Staff:

Title, name, surname, job title, company, address, email address, phone number, mobile number, bank account details, NI number On recruitment

Suppliers:

Title, name, surname, job title, company, address, email address, phone number, mobile number Direct from suppliers

Customers clients:

Name, surname, job title, company name

 From the data controller for the company responsible for requesting that name badges are printed 

Source:

The personal data we collect will be used for the following purposes:

• If you are a customer or a supplier, to communicate with you and provide you with information that you have requested, process your orders and manage your bookings

• If you are an employee, to carry out tasks as agreed or to comply with legislation

• If you are a customer’s client, to produce name badges and assist in providing event attendance reports

Our legal basis for processing for the personal data:

• For the performance of a contract or agreement

• Your consent

• Legitimate interest

Any legitimate interests pursued by us, or third parties we use, are as follows:

• For employment data processing

• For account management and direct marketing

• To comply with law enforcement and regulatory bodies

We do not collect or process special categories of personal data.

Our services are not aimed at children.

3.2 Consent

By consenting to this privacy notice you are giving us permission to process your personal data specifically for the purposes identified.

Consent is required for OutStand to process both types of personal data, but it must be explicitly given. Where we are asking you for sensitive personal data we will always tell you why and how the information will be used. 

You may withdraw consent at any time by emailing claire@outstand.co.uk specifying that you no longer consent to your personal data being processed by OutStand

3.3 Disclosure

OutStand will not pass on your personal data to third parties for them to use for marketing purposes. 

3.4 Retention period

OutStand will process personal data for as long as there is an ongoing relationship and will store the personal data for as long as is necessary for the purposes that we are using it.  How long we keep it depends on the purpose it is used for.

3.5 Your rights as a data subject

At any point while we are in possession of or processing your personal data, you, the data subject, have the following rights:

• Right of access – you have the right to request a copy of the information that we hold about you.

• Right of rectification – you have a right to correct data that we hold about you that is inaccurate or incomplete.

• Right to be forgotten – in certain circumstances you can ask for the data we hold about you to be erased from our records.

• Right to restriction of processing – where certain conditions apply to have a right to restrict the processing.

• Right of portability – you have the right to have the data we hold about you transferred to another organisation.

• Right to object – you have the right to object to certain types of processing such as direct marketing.

• Right to object to automated processing, including profiling – you also have the right to be subject to the legal effects of automated processing or profiling.

• Right to judicial review: in the event that OutStand refuses your request under rights of access, we will provide you with a reason as to why. You have the right to complain as outlined in clause 3.6 below.

All of the above requests will be forwarded on should there be a third party involved in the processing of your personal data.

3.6 Complaints

In the event that you wish to make a complaint about how your personal data is being processed by OutStand (or third parties as described in 3.4 above), or how your complaint has been handled, you have the right to lodge a complaint directly with the supervisory authority and OutStand’s Data Protection Officer.

The details for each of these contacts are: 

 Supervisory authority contact details [Data Protection Officer (DPO)] / [GDPR Owner] contact details

Contact Name: Information Commissioner’s Office (ICO) Claire Graham

Address line 1: Wycliffe House OutStand

Address line 2: Water Lane 50 Havelock Street

Address line 3: Wilmslow Canterbury

Address line 4: Cheshire  Kent

Address line 5: SK9 5AF CT1 1NP

Email: www.ico.org.uk 

claire@outstand.co.uk 

Telephone: 0303 123 1113 07946 622787

3.7 Privacy statement

Our privace notice is available on our website

http://www.outstand.co.uk/privacy-notice/.

4. Online privacy statement

Personal data

Under the EU’s General Data Protection Regulation (GDPR) personal data is defined as: 

“any information relating to an identified or identifiable natural person ('data subject'); an identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person”.

How we use your information

This privacy notice tells you how we, OutStand, will collect and use your personal data.

Why does OutStand need to collect and store personal data?

In order for us to provide you with a badge and event registration service we need to collect personal data for corresponding and communicating with you specifically in relation to your request to us for these services.  In any event, we are committed to ensuring that the information we collect and use is appropriate for this purpose, and does not constitute an invasion of your privacy. 

In terms of being contacted for marketing purposes OutStand would contact you for additional consent.

Will OutStand share my personal data with anyone else?

We may pass your personal data on to third-party service providers contracted to OutStand in the course of dealing with you.  Any third parties that we may share your data with are obliged to keep your details securely, and to use them only to fulfil the service they provide you on our behalf.  When they no longer need your data to fulfil this service, they will dispose of the details in line with OutStand’s procedures. otherwise.

How will OutStand use the personal data it collects about me? 

OutStand will process (collect, store and use) the information you provide in a manner compatible with the EU’s General Data Protection Regulation (GDPR). We will endeavour to keep your information accurate and up to date, and not keep it for longer than is necessary. OutStand is required to retain information in accordance with the law, such as information needed for income tax and audit purposes. How long certain kinds of personal data should be kept may also be governed by specific business-sector requirements and agreed practices. Personal data may be held in addition to these periods depending on individual business needs.

Under what circumstances will OutStand contact me?

Our aim is not to be intrusive, and we undertake not to ask irrelevant or unnecessary questions. Moreover, the information you provide will be subject to rigorous measures and procedures to minimise the risk of unauthorised access or disclosure.

Can I find out the personal data that the organisation holds about me?

OutStand at your request, can confirm what information we hold about you and how it is processed. If OutStand does hold personal data about you, you can request the following information: 

• Identity and the contact details of the person or organisation that has determined how and why to process your data. In some cases, this will be a representative in the EU. 

• Contact details of the data protection officer, where applicable.

• The purpose of the processing as well as the legal basis for processing.

• If the processing is based on the legitimate interests of OutStand or a third party, information about those interests.

• The categories of personal data collected, stored and processed.

• Recipient(s) or categories of recipients that the data is/will be disclosed to.

• If we intend to transfer the personal data to a third country or international organisation, information about how we ensure this is done securely. The EU has approved sending personal data to some countries because they meet a minimum standard of data protection. In other cases, we will ensure there are specific measures in place to secure your information.

• How long the data will be stored.

• Details of your rights to correct, erase, restrict or object to such processing.

• Information about your right to withdraw consent at any time.

• How to lodge a complaint with the supervisory authority.

• Whether the provision of personal data is a statutory or contractual requirement, or a requirement necessary to enter into a contract, as well as whether you are obliged to provide the personal data and the possible consequences of failing to provide such data.

• The source of personal data if it wasn’t collected directly from you.

• Any details and information of automated decision making, such as profiling, and any meaningful information about the logic involved, as well as the significance and expected consequences of such processing.

What forms of ID will I need to provide in order to access this? 

OutStand accepts the following forms of ID when information on your personal data is requested:

Passport, driving licence, birth certificate, utility bill (from last 3 months)

Contact details of the Data Protection Officer:

 Data Protection Officer / GDPR Owner contact details

Contact Name: Claire Graham

Address line 1: OutStand

Address line 2: 50 Havelock Street

Address line 3: Canterbury

Address line 4: Kent

Address line 5: CT1 1NP

Email: claire@outstand.co.uk 

Telephone: 07946 622787