Privacy Policy

Updated: January 25th, 2021

Connect My Event Ltd. ("Connect My Event", "We", "us", "our") is committed to protecting your privacy and ensuring you have a positive experience on our website and when using our products and services. This policy covers the Connect My Event website connectmyevent.com, our mobile applications on both Android and iOS, and our desktop clients (collectively our "Products"). It is applicable worldwide. Our Products are not intended for children and we do not knowingly collect data relating to children.

This policy outlines our handling practices and how we collect and use the Personal Data you provide during your online and offline interactions with us. It is important that you read this privacy policy together with any other privacy policy or fair processing policy we may provide on specific occasions when we are collecting or processing Personal Data about you so that you are fully aware of how and why we are using your data. This privacy policy supplements other notices and privacy policies and is not intended to override them.

As used in this Privacy Policy, "Personal Data" means any information that can be used to identify a living person (either on its own, or when combined with other information we already have), and may include, but is not limited to, name, email address, postal or other physical address, credit or debit card number, title, and other personally identifiable information.

If you reside in the European Union ("EU"), United Kingdom, Lichtenstein, Norway, Iceland or Switzerland, you may have additional rights with respect to your Personal Data, as granted under the General Data Protection Regulation 2016 (the "GDPR"), or any local legislation with equivalent effect (e.g. the UK Data Protection Act 2018).

Our Relationship to you

For the purposes of the GDPR, Connect My Event Ltd. will be the Controller of the Personal Data that you provide to us only where we use it to respond to requests for information, conclude a contract with you/your employer, provision the service, or otherwise for purposes directly connected to our commercial relationship with you/your employer.

Connect My Event will be a processor of the Personal Data that is collected from end users to access our Products in connection with an event, but who do not otherwise have a commercial relationship with us (see "User-Generated Data", below.). If you have any questions about how any of the foregoing applies to you, please contact us using the information set out in the "Contact Us" section below.

This policy may be updated from time to time for reasons such as operational practices or regulatory changes, so we recommend that you check back regularly to take note of any changes, as they will be binding on you. If we propose to make any material changes, we will notify you by means of a notice on this page prior to the change becoming effective. We encourage you to periodically review this page for the latest information on our privacy practices.

The Personal Data we collect

We may collect, use, store and transfer different kinds of Personal Data about you. This data is either collected actively or passively. Active data collection is when you provide the data yourself, or authorise us to access it. Passive data collection includes the types of Personal Data we collect automatically when you use one of our Products. More detail on both of these collection methods is set out below.

Personal Data we actively collect

1. Identity Data

Identity data may include your title, name and social media profile information. Social media profile information is only collected when you log-in to any of our Products via your social media account, or use it to create an account with us.

2. Contact Data

This includes your home/work/mobile telephone number, postal or other physical address and e-mail address.

3. User-Generated Data

Acting as a data processor, we collect and retain Personal Data and other information you upload, provide, or create while using our Products, including information relating to:

  • Virtual Events : event title, invitation content, participants, invite link, date, time, location, user defined content;
  • Event activity : the length of each meeting, the times at which participants join and leave, and activity related to third-party integrations;
  • Chat Messages : message content, sender and recipients, date, time, and read receipts.
  • Content shared : Files and file names, sizes, and types;
  • Feedback : feedback content, date, time, and uploaded images;
  • Voting/Polling Data : Vote data, additional feedback content, date, time of vote or poll submission; and
  • Questionnaire & Assessment Data : all data collected in event organisers created questionnaire forms or assessment forms.

Personal Data we passively collect

1. Technical identifiers

Our servers automatically record certain data when you log-in to one of our Products. This includes your IP address, operating system type and version, client version, IP addresses along the network path and referring/exit pages. This data is transmitted back to us so we can determine how users are interacting with our Products, to assist us with improving our Products, and to correct any problems that may occur.

2. Usage Information

We automatically record information about how you use our Products, including the actions you take, date and time, frequency, duration, quantity, quality, network connectivity, and performance information related to logins, clicks, messages, contacts, content shared, calls, use of video and screen sharing, meetings, cloud recording, and other feature usage information.

Note that usage information does not include the content of any recordings, screen shares or meetings. Usage information simply tracks how popular these features are, how often they are used and how they perform in particular circumstances.

3. Data Provided Through Cookies and Similar Technologies

Connect My Event and our third-party service providers automatically collect some information about you when you use our Products, using methods such as cookies and tracking technologies. For more information, please see our Cookie Policy [insert as link].

4. Geolocation Data

We collect information about where you are located when you are using our Products. We use this information for purposes such as optimising your connection to our data centre, supporting compliance, and suggesting customisations to your experience with our Products (e.g. your language preference).

We also collect, use and share aggregated data such as statistical or demographic data for any purpose. Aggregated data could be derived from your personal data but is not considered personal data in law as this data will not directly or indirectly reveal your identity. For example, we may aggregate your usage data to calculate the percentage of users accessing a specific website feature. However, if we combine or connect aggregated data with your personal data so that it can directly or indirectly identify you, we treat the combined data as Personal Data which will be used in accordance with this privacy policy.

Unless you provide it to us directly in connection with an event, we do not collect any special categories of Personal Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health, and genetic and biometric data). Nor do we collect any information about criminal convictions and offences.

Processing of your Personal Data

We will use your Personal Data only in accordance with our Privacy Policy. Where we need to collect Personal Data by law, or under the terms of a contract we have with you, and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to provide you with access to our Products). In this case, we may have to cancel the contract, but we will notify you if this is the case at the time.

We will only process your Personal Data if we have a lawful basis for doing so. Lawful bases for processing include consent, contractual necessity (i.e. processing that is necessary for the performance of a contract with you, such as your user agreement with us that allows us to provide you with the Products) and our "legitimate interests" or the legitimate interest of others (e.g. our users). Generally, we do not rely on consent as a legal basis for processing your Personal Data.

We have set out below, in a table format, a description of all the ways we plan to use your Personal Data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate.

Purpose/Activity Types of Data Lawful Basis

Account configuration, maintenance and support

Identity data, contact data, user generated data, technical identifiers, usage information

Contractual necessity, legitimate interests (these include the performance of a contract with your employer)

Enabling virtual events and webinars between users and third-party participants

All active and passive forms of data collection

Contractual necessity, legitimate interests (these include the performance of a contract with your employer)

Hosting and storing Personal Data from virtual events and webinars

All active and passive forms of data collection

Contractual necessity, legitimate interests (these include the performance of a contract with your employer)

Personalising, improving or operating our Products

All passive forms of data collection

Legitimate interests (these include: to study how customers use our Products, to develop them, to grow our business and to inform our marketing strategy)

Protecting, investigating and guarding against fraudulent, harmful, unauthorised or illegal activity

User generated data, technical identifiers, usage information, data provided through cookies and similar technologies

Legitimate interests (these include: provision of administration and IT services, network security, to prevent fraud and to protect our business from cyber threats)

Soliciting and providing feedback

Types of data: identity data, contact data, user generated data

Legitimate interests (these include: to study how customers use our Products, to develop them, to grow our business and to inform our marketing strategy)

Complying with our contractual and legal obligations, resolving disputes with users, enforcing our agreements

All active and passive forms of data collection

Contractual necessity, legitimate interests (these include the performance of a contract)

To provide you with information and offers from us or third parties (including: Product announcements, software updates, software upgrades, system enhancements, special offers, and other information)

Identity data, contact data

Legitimate interests (including: to grow our business)

Marketing

You can sign-up, and therefore consent, to receive email or newsletter communications from us. If you would like to discontinue receiving these communications, you can update your preferences by using the "Unsubscribe" link found in such emails or by contacting us using the information in the "Contact Us" section of this policy.

Data Subject Rights

You have certain rights with respect to your Personal Data as set forth below. Please note that in some circumstances, we may not be able to fully comply with your requests, or we may ask you to provide us with additional information in connection with your request, which may be Personal Data, for example, if we need to verify your identity or the nature of your request. In such situations, however, we will still respond to let you know of our decision. You will not have to pay a fee to access your Personal Data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances.

To make any of the following requests, contact us using the contact details referred to in the "Contact Us" section of this policy.

  • Access: You can request more information about the Personal Data we hold about you. You can also request a copy of the Personal Data.
  • Rectification: If you believe that any Personal Data we are holding about you is incorrect or incomplete, you can request that we correct or supplement such data. You can also correct some of this information directly by logging into your service account. Please contact us as soon as possible upon noticing any such inaccuracy or incompleteness.
  • Objection: You can contact us to let us know that you object to the collection or use of your Personal Data for certain purposes.
  • Erasure: You can request that we erase some or all of your Personal Data from our systems. Data subjects who want their data deleted can do so by deactivating their account. Deactivation will delete all account usage and related information. However, it will not delete any Personal Data you provided to the organiser of any events you may have attended. If you would like this data deleted, please contact the organisation that originally organised the events you attended directly and ask them to ensure that your Personal Data is deleted from their servers.
  • Restriction of Processing: You can ask us to restrict further processing of your Personal Data.
  • Portability: You have the right to ask for a copy of your Personal Data in a machine-readable format. You can also request that we transmit the data to another entity where technically feasible.
  • Withdrawal of Consent: If we are processing your Personal Data based on your consent (as indicated at the time of collection of such data), you have the right to withdraw your consent at any time. Please note, however, that if you exercise this right, you may have to then provide express consent on a case-by-case basis for the use or disclosure of certain of your Personal Data, if such use or disclosure is necessary to enable you to utilise some or all of our Products.
  • Right to File a Complaint: You have the right to lodge a complaint about Connect My Event's practices with respect to your Personal Data with the supervisory authority of your country or EU Member State.

Under certain circumstances we will not be able to fulfil your request, such as if it interferes with our regulatory obligations, affects legal matters, we cannot verify your identity, or it involves disproportionate cost or effort, but in any event we will respond to your request within a reasonable timeframe and provide you an explanation. In order to make such a request of us, please contact our Privacy Team at privacy@connectmyevent.com.

Data Retention

We will only retain your Personal Data for as long as reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements. We may retain your Personal Data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect of our relationship with you. By law we have to keep basic information about our customers (including contact and identity data) for 6 years after they cease being customers for tax purposes.

To determine the appropriate retention period for Personal Data, we consider the amount, nature and sensitivity of the Personal Data, the potential risk of harm from unauthorised use or disclosure of your Personal Data, the purposes for which we process your Personal Data and whether we can achieve those purposes through other means, and the applicable legal, regulatory, tax, accounting or other requirements. In some circumstances we will anonymise your Personal Data (so that it can no longer be associated with you) for research or statistical purposes, in which case we may use this information indefinitely without further notice to you.

Cookies and Tracking Technologies

Connect My Event and our partners use cookies or similar technologies to analyse trends, administer our Products, track users' movements around our website, and gather information about our user base, such as location information based on IP addresses. Users can control the use of cookies at the individual browser level. For more information regarding cookies or similar technologies, please review our Cookie Policy.

Your browser may offer you a "Do Not Track" option, which allows you to signal to operators of websites and web applications and services (including behavioural advertising services) that you do not wish such operators to track certain of your online activities over time and across different websites. Our Products do not support Do Not Track requests at this time, which means that we collect information about your online activity both while you are using the Products and after you leave our website.

Sharing your Personal Data

We do not sell or rent your Personal Data to third parties for any purposes, including marketing.

We share Personal Data within Connect My Event and its affiliated companies, and with third party service providers for purposes of data processing or storage.

We also share Personal Data with business partners, service vendors and/or authorised third-party agents or contractors in order to provide requested Products or transactions, including processing orders, processing credit card transactions, hosting websites, hosting event and seminar registration and providing customer support. We provide these third parties with Personal Data to complete/utilise the requested Product or transaction.

In some cases, we may choose to buy or sell assets. In these types of transactions, user information is typically one of the transferred business assets. Moreover, if we, or substantially all of our assets, were acquired, or if we go out of business or enter bankruptcy, user information would be one of the assets that is transferred or acquired by a third party. You acknowledge that such transfers may occur, and that any acquirer of us or our assets may continue to use your Personal Data as set forth in this policy. As required by law, we may respond to subpoenas, court orders, or similar legal process by disclosing your Personal Data and other related information, if necessary. We also may use Personal Data and other related information to establish or exercise our legal rights or defend against legal claims.

We collect and possibly share Personal Data and any other additional information available to us in order to investigate, prevent, or take action regarding illegal activities, suspected fraud, situations involving potential threats to the physical safety of any person, violations of Connect My Event's terms of service, or as otherwise required by law.

While navigating Connect My Event's website or Products, you may be directed to content or functionality that is hosted by a third-party. When information is collected on behalf of Connect My Event exclusively, Connect My Event's Privacy Policy will be referenced and will govern how your information is used. For other, non-Connect My Event sites or services, the site/service owner's privacy policy will be referenced. You should review such third party's privacy and security policies prior to use.

Security of your Personal Data

Connect My Event is committed to protecting the Personal Data you share with us. We utilise a combination of industry-standard security technologies, procedures, and organisational measures to help protect your Personal Data from unauthorised access, use or disclosure. When we transfer credit card information over the Internet, we protect it using Transport Layer Security (TLS) encryption technology.

We recommend you take every precaution in protecting your Personal Data when you are on the Internet. For example, change your passwords often, use a combination of upper and lower-case letters, numbers, and symbols when creating passwords, and make sure you use a secure browser. If you have any questions about the security of your Personal Data, you can contact us at privacy@connectmyevent.com.

Linked websites and third-party services

Our websites and services may provide links to other third-party websites and services which are outside our control and not covered by this policy. We encourage you to review the privacy policies posted on these (and all) sites you visit or services you use.

Whilst we do not provide any Personal Data about you to third-party services, certain third parties may obtain Personal Data about you when you use our service, particularly if you already have an account with them. These include:

  • Stripe — our payment provider;
  • Google — our analytics provider;
  • Zoom — the third-party video meeting platform we use for providing embedded meetings as part of our events;
  • YouTube — a video hosting provider; and
  • Vimeo — a video hosting provider;

Transfer and Storage of Personal Data

Our Products are hosted and operated in the United Kingdom ("U.K.") through Connect My Event and its service providers. We may transfer your Personal Data to the U.K., or to third parties acting on our behalf for the purposes of processing or storage. By using any of our Products or providing any Personal Data for any of the purposes stated above, you consent to the transfer and storge of your Personal Data, whether provided by you or obtained through a third party, to the U.K. as set forth herein, including the hosting of such Personal Data on U.K. servers.

Some of our external third parties are based outside the UK, so their processing of your Personal Data will involve a transfer of data outside the country. Whenever we transfer your Personal Data out of the UK, we ensure a similar degree of protection is afforded to it by ensuring at least one of the following safeguards is implemented:

  • We will only transfer your Personal Data to countries that have been deemed to provide an adequate level of protection for Personal Data by the European Commission; or
  • Where we use certain service providers, we may use specific contracts approved by the European Commission which give Personal Data the same protection it has in Europe.

Contact Us

To address your individual rights or if you have any privacy-related questions or comments related to this privacy policy, please send an email to privacy@connectmyevent.com.

You can also contact us by writing to this address:

Connect My Event Ltd.

Attention: Data Privacy Officer

Unit 4 Downing Road,

West Meadows Industrial Estate,

Derby, Derbyshire, DE21 6HA

© 2011 - 2021 Connect My Event Limited. All Rights Reserved.