Privacy Policy

Overview – the key information you should be aware of

Who we are: We are Knowse (know-in-house) and we are the controller of your personal information, and are responsible for your personal information.  All references in this policy to “Knowse”, “our”, “us” or “we” refers to Knowse. All references in this policy to “our website”, refers to Knowse.co.uk (operated on a WordPress platform).

Our values and what this policy is for: We value your privacy and want to be accountable and fair to you as well as transparent with you in the way that we collect and use your personal information.  We also want you to know your rights in relation to your information.

In line with these values, this privacy policy tells you what to expect when we collect and use personal information about you

Who this policy applies to:  This policy applies to:

  • Visitors to our website and social media pages.
  • Attendees of Knowse events (including those who sign up via our Eventbrite page or other event pages).
  • People who contact us with enquiries.

Depending on our relationship, we will collect and use your information in different ways.  Please see below the information that we collect about you and how we use this information.

What this policy contains: This privacy policy describes the following important topics relating to your information (you can click on the links to find out more):

1.   How we obtain your personal information

2.   Collection of your personal information and how we use it

3.   Our legal basis for using your personal information

4.   How and why we share your personal information with others

5.   How long we store your personal information

6.   Your rights

7.   Children

8.   Marketing

9.   Where we may transfer your personal information

10.Risks and how we keep your personal information secure

11.Links to other websites

12.Changes to this privacy policy

13.Further questions and how to make a complaint

Your rights to object: You have various rights in respect of our use of your personal information as set out in section 6.  Two of the fundamental rights to be aware of are that (1) you may ask us to stop using your personal information for direct-marketing purposes.  If you exercise this right, we will stop using your personal information for this purpose; and (2) you may ask us to consider any valid objections which you have to our use of your personal information where we process your personal information on the basis of our, or another person’s, legitimate interest. 

What you need to do and your confirmation to us: Please read this privacy policy carefully to understand how we handle your personal information. By engaging with us in the ways set out in this privacy policy, you confirm that you have read and understood the entirety of this privacy policy, as it applies to you.

The detail – the key information you should be aware of

How we obtain your personal information: You may provide us with your personal information voluntarily.  We may also receive information about you from third parties such as attendees of our events, event hosts and partners and public websites and public agencies, which we refer to as “third party sources” or “event partners” throughout this policy.

You may give us personal information about yourself by using the online forms provided on our website, using bulletin boards or forums on our website, or by contacting us by phone, email or other means. This includes, for example, where you provide your personal information to us in order to receive information from us.

Collection of your personal information and how we use it  

What personal information we collect about you:

We, or third parties on our behalf, may collect and use any of the following information about you: your name including your title; your email address; your job title and company; your image when taken as a photo at one of our events; information provided when you correspond with us; any updates to information provided to us; personal information we collect about you or that we obtain from our third party sources.

How we use your personal information:

We will collect, use and store the personal information listed above for the following reasons: to invite you to attend our events and send you information about those events; to administer our events, including preparing name badges and informing our event partners about attendees for security purposes; to receive enquiries from you through the website about our events; to market our events on our website and social media including by displaying photographs taken at the events which may contain your image; and to put you in contact with other attendees if you ask for networking.

A word about cookies

Some pages on our website use cookies, which are small files placed on your internet browser when you visit our website. We use cookies in order to offer you a more tailored experience in the future, by understanding and remembering your particular browsing preferences. 

Where we use cookies on our website, you may block these at any time. To do so, you can activate the setting on your browser that allows you to refuse the setting of all or some cookies. However, if you use your browser settings to block all cookies (including essential cookies), you may not be able to access all or parts of our website or to use all the functionality provided through our website.

Source of personal information.  We may receive some of your personal information from third parties, such as from event partners where you are their business contact and they have invited you to attend our events. 

Special categories of data. We do not collect special categories of data unless this is required by the event partner for dietary requirements, in which case we will inform you of this and ask your consent.

Information we need to provide services to you.  We need certain types of personal information so that we can provide services to you and perform contractual and other legal obligations that we have to you. If you do not provide us with such personal information, or if you ask us to delete it, you may no longer be able to attend our events.

We may also collect, use and store your personal information for the following additional reasons: to deal with any enquiries or issues you have about how we collect, store and use your personal information, or any requests made by you for a copy of the information we hold about you.  If we do not have a contract with you, we may process your personal information for these purposes where it is in our legitimate interests for customer services purposes; for internal business administration, research and development, and to identify and implement business efficiencies.  We may process your personal information for these purposes where it is in our legitimate interests to do so; to comply with any procedures, laws and regulations which apply to us – this may include where we reasonably consider it is in our legitimate interests or the legitimate interests of others to comply, as well as where we are legally required to do so; and to establish, exercise or defend our legal rights – this may include where we reasonably consider it is in our legitimate interests or the legitimate interests of others, as well as where we are legally required to do so.

Further processing

Before using your personal information for any purposes which fall outside those set out in this section 2, we will undertake an analysis to establish if our new use of your personal information is compatible with the purposes set out in this section 2. Please contact us using the details in section 12 if you want further information on the analysis we will undertake.

Legal basis for use of your personal information

We consider that the legal bases for using your personal information as set out in this privacy policy are as follows: our use of your personal information is necessary to perform our contract with you (when you register to attend an event, we need to process certain personal information in order to administer that event); or our use of your personal information is necessary for complying with our legal obligations (for example, for health and safety purposes); or where neither apply, use of your personal information is necessary for our legitimate interests or the legitimate interests of others (for example, to ensure the security of event partners).

Our legitimate interests are to: run, grow and develop our business; operate our website and social media; ensure a safe environment for our attendees and event partners; carry out marketing, market research and business development; and for internal group administrative purposes.

If we rely on our (or another person’s) legitimate interests for using your personal information, we will undertake a balancing test to ensure that our (or the other person’s) legitimate interests are not outweighed by your interests or fundamental rights and freedoms which require protection of the personal information.  You can ask us for information on this balancing test by using the contact details at section 12.

We may use your special categories of data (such as health and wellbeing information) where you have provided your consent (which you may withdraw at any time after giving it, as described below).

We may process your personal information in some cases for marketing purposes on the basis of your consent (which you may withdraw at any time after giving it, as described below). If we rely on your consent for us to use your personal information in a particular way, but you later change your mind, you may withdraw your consent by contacting us at knowinhouse@gmail.com and we will stop doing so. However, if you withdraw your consent, this may impact the ability for us to be able to provide information about current or future events (for example, we may not be able to provide marketing information to you regarding our event partners’ products and services).

How and why we share your personal information with others

We will share your personal information with the following third parties or categories of third parties: Event partners and their marketing teams who partner with us in hosting events. Such event partners may also share your personal information with us; and companies that assist in our marketing, advertising and promotional activities, such as the event registration platform Eventbrite and the marketing automation platform MailChimp.

Any third parties with whom we share your personal information are limited (in law) in their ability to use your personal information for any purpose other than to provide event services for us. We will always ensure that any third parties with whom we share your personal information understand their obligations under applicable laws.

We will also disclose your personal information to third parties: where it is in our legitimate interests to do so to run, grow and develop our business: if we sell or buy any business or assets, we may disclose your personal information to the prospective seller or buyer of such business or assets; if substantially all of our or any of our affiliates’ assets are acquired by a third party, in which case personal information held by us will be one of the transferred assets; if we are under a duty to disclose or share your personal information in order to comply with any legal obligation, any lawful request from government or law enforcement officials and as may be required to meet national security or law enforcement requirements or prevent illegal activity; or in order to respond to any complaints, to protect our rights or the rights of a third party, to protect the safety of any person or to prevent any illegal activity.

Save as expressly detailed above, we will never share, sell or rent any of your personal information to any third party without notifying you and, where necessary, obtaining your consent. If you have given your consent for us to use your personal information in a particular way, but later change your mind, you should contact us and we will stop doing so.

How long we store your personal information

We keep your personal information for no longer than necessary for the purposes for which the personal information is processed.  The length of time for which we retain personal information depends on the purposes for which we collect and use it and/or as required to comply with applicable laws and to establish, exercise or defend our legal rights.

Your rights

You have certain rights in relation to your personal information. If you would like further information in relation to these or would like to exercise any of them, please contact us via email at knowinhouse@gmail.com at any time. You have the following rights:

Right of access.  You have a right of access to any personal information we hold about you.  You can ask us for a copy of your personal information; confirmation as to whether your personal information is being used by us; details about how and why it is being used; and details of the safeguards which are in place if we transfer your information outside of the United Kingdom or the European Economic Area (“EEA”).
Right to update your information.  You have a right to request an update to any of your personal information which is out of date or incorrect.
Right to delete your information.  You have a right to ask us to delete any personal information which we are holding about you in certain specific circumstances.  You can ask us for further information on these specific circumstances by contacting us using the details in section 12. We will pass your request onto other recipients of your personal information unless that is impossible or involves disproportionate effort.  You can ask us who the recipients are, using the contact details in section 12.
Right to restrict use of your information: You have a right to ask us to restrict the way that we process your personal information in certain specific circumstances.  You can ask us for further information on these specific circumstances by contacting us using the details in section 12.  We will pass your request onto other recipients of your personal information unless that is impossible or involves disproportionate effort.  You can ask us who the recipients are using the contact details in section 12.
Right to stop marketing: You have a right to ask us to stop using your personal information for direct marketing purposes.  If you exercise this right, we will stop using your personal information for this purpose.
Right to data portability: You have a right to ask us to provide your personal information to a third party provider of services.  This right only applies where we use your personal information on the basis of your consent or performance of a contract; and where our use of your information is carried out by automated means.
Right to object.  You have a right to ask us to consider any valid objections which you have to our use of your personal information where we process your personal information on the basis of our or another person’s legitimate interest. 

We will consider all such requests and provide our response within a reasonable period (and in any event within one month of your request unless we tell you we are entitled to a longer period under applicable law). Please note, however, that certain personal information may be exempt from such requests in certain circumstances, for example if we need to keep using the information to comply with our own legal obligations or to establish, exercise or defend legal claims. 

If an exception applies, we will tell you this when responding to your request.  We may request you provide us with information necessary to confirm your identity before responding to any request you make. 

Children

You must be aged 18 or over to attend our events. Our website and services are not directed at children and we do not knowingly collect any personal information from children.

If you are a child and we learn that we have inadvertently obtained personal information from you from our websites, or from any other source, then we will delete that information as soon as possible.

Please contact us at knowinhouse@gmail.com if you are aware that we may have inadvertently collected personal information from a child.

Marketing

We may collect and use your personal information for undertaking marketing by email telephone and post.

We may send you certain marketing communications (including electronic marketing communications) if it is in our legitimate interests to do so for marketing and business development purposes.

However, we will always obtain your consent to direct marketing communications where we are required to do so by law and if we intend to disclose your personal information to any third party for such marketing. 

If you wish to stop receiving marketing communications, you can contact us by email at knowinhouse@gmail.com.

Where we may transfer your personal information

Your personal information may be used, stored and/or accessed by event partners operating outside the EEA working for us or other members of our group. Further details on to whom your personal information may be disclosed are set out in section 4.

If we provide any personal information about you to any such non-EEA members of our group or event partners, we will take appropriate measures to ensure that the recipient protects your personal information adequately in accordance with this privacy policy.  These measures may include the following:

in the case of US based entities, entering into European Commission approved standard contractual arrangements with them, or ensuring they have signed up to the EU-US Privacy Shield (see further https://www.privacyshield.gov/welcome); or

in the case of entities based in other countries outside the EEA, entering into European Commission approved standard contractual arrangements with them.

Further details on the steps we take to protect your personal information, in these cases is available from us on request by contacting us by email at knowinhouse@gmail.com at any time.

Risks and how we keep your personal information secure

The main risk of our processing of your personal information is if it is lost, stolen or misused.  This could lead to your personal information being in the hands of someone else who may use it fraudulently or make public, information that you would prefer to keep private.

For this reason, Knowse is committed to protecting your personal information from loss, theft and misuse.  We take all reasonable precautions to safeguard the confidentiality of your personal information, including through use of appropriate organisational and technical measures such as only using trusted event partners and password-protecting databases we store.

In the course of provision of your personal information to us, your personal information may be transferred over the internet.  Although we make every effort to protect the personal information which you provide to us, the transmission of information over the internet is not completely secure. As such, you acknowledge and accept that we cannot guarantee the security of your personal information transmitted to our website and that any such transmission is at your own risk. Once we have received your personal information, we will use strict procedures and security features to prevent unauthorised access to it.

Links to other websites

Our website may contain hyperlinks to websites that are not operated by us. These hyperlinks are provided for your reference and convenience only and do not imply any endorsement of the activities of such third-party websites or any association with their operators. This privacy policy only applies to the personal information that we collect or which we receive from third party sources, and we cannot be responsible for personal information about you that is collected and stored by third parties. Third party websites have their own terms and conditions and privacy policies, and you should read these carefully before you submit any personal information to these websites. We do not endorse or otherwise accept any responsibility or liability for the content of such third party websites or third party terms and conditions or policies.

Changes to our privacy policy

We may update our privacy policy from time to time. Any changes we make to our privacy policy in the future will be posted on this page and, where appropriate, notified to you by email. Please check back frequently to see any updates or changes to our privacy policy.

Further questions and how to make a complaint

If you have any queries or complaints about our collection, use or storage of your personal information, or if you wish to exercise any of your rights in relation to your personal information, please contact knowinhouse@gmail.com. We will investigate and attempt to resolve any such complaint or dispute regarding the use or disclosure of your personal information.

You may also make a complaint to the Information Commissioner’s Office, or the data protection regulator in the country where you usually live or work, or where an alleged infringement of the General Data Protection Regulation has taken place.  Alternatively, you may seek a remedy through the courts if you believe your rights have been breached.

The practices described in this privacy policy statement are current as of January 2020.

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