Privacy Policy

This privacy policy sets how TCCA collects and uses personal data through the use of this website, including any data you may provide when you register, sign up to a newsletter, join a working group, register for participation in an event.

TCCA is the controller and responsible for your personal data, referred to as “TCCA”, “we”, “us” or “our” in this privacy policy.

The types of personal data we may collect:

We may collect, use, store and transfer different kinds of personal data about you which we have grouped together as follows:

  • Identity Data includes first name, last name, username or similar identifier or passport information.
  • Contact Data includes email address and telephone numbers.
  • Technical Data includes [internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform, device ID and other technology on the devices you use to access this website].
  • Marketing and Communications Data includes your preferences in receiving marketing from us and our third parties and your communication preferences.

We also collect, use, and share aggregated data such as statistical or demographic data which is not personal data as it does not directly (or indirectly) reveal your identity. For example, we may aggregate individuals’ Usage Data to calculate the percentage of users accessing a specific website feature in order to analyse general trends in how users are interacting with our website to help improve the website and our service offering.

How we collect personal data

We only process information which is provided by organisations or data subjects themselves either directly to us or to our events hosting partner. Once an organisation is registered as a member of TCCA, users can create individual user profiles through our website, following which we will hold names and contact email addresses.

We receive names and contact information about individuals who have registered as guests for one of our TCCA events, or events hosted by our events partner, mark Allen Group. You can find their privacy policy here: Privacy policy – Mark Allen (markallengroup.com).

Technical Data is collected from Google analytics.

How we use personal data

We use personal data to facilitate memberships of organisations, facilitating the creation and use of personal user profiles, as well as registering attendees for events and managing participation in events hosted by TCCA.

Our CRM system which holds all of our membership information is hosted by act! You can find their privacy policy here: Act! Global Privacy Policy

TCCA hosts events globally. Where an event venue abroad requires this for security purposes, we may request attendees to provide passport details which we pass on to the event venue.

Where users choose to join TCCA working groups or task forces, individual email addresses will be administered for the purpose of membership in those groups.

Email addresses of users who join task forces will be added to google mailing lists for that task force which will be shared with all members of that task force.

We may also use contact emails which contain personal data for marketing and communications purposes.

Where an organisation provides contact details for an individual for the processing of payments, we will hold that personal data for the purpose of invoicing.

We occasionally work with Omnia research, a division of Informa PLC, UK, to carry out surveys across our market sectors. Contact details which may contain personal data may be shared with Omnia research for such purposes.

You can find their privacy policy here: Privacy Policy (informa.com)

The legal basis for processing

The law requires us to have a legal basis for collecting and using your personal data. We rely on one or more of the following legal bases:

  • Legitimate interests: We may use your personal data where it is necessary to pursue our legitimate interests. Such interest are primarily the management of memberships and events and facilitating member networking by hosting working groups and task forces as well as tasks ancillary to those. We make sure we consider and balance any potential impact on you and your rights (both positive and negative) before we process your personal data for our legitimate interests. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law).
  • Consent: We rely on consent only where we have obtained your active agreement to use your personal data for a specified purpose, for example if you subscribe to an email newsletter.
  • Performance of a contract with you: Where we need to perform the contract, we are about to enter into or have entered into with you as an individual.

Sharing or transfers of personal data

We may share your personal data where necessary with third parties for the purpose of facilitating events, which may be managed by our events partner Mark Allen Group as well as events venues within the UK or abroad.

We occasionally work with Omdia research to carry out surveys across our market sectors. Contact details which may contain personal data may be shared with Omnia research for such purposes.

Data security

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used, or accessed in an unauthorised way, altered, or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions, and they are subject to a duty of confidentiality.

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 to our relationship with you.

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.

We do not retain passport data for any longer than necessary to facilitate attendance of the user at the event.

Data subject rights

You have a number of rights under data protection laws in relation to your personal data.

You have the right to:

  • Request access to your personal data (commonly known as a “subject access request”). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.
  • Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.
  • Request erasure of your personal data in certain circumstances. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.
  • Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) as the legal basis for that particular use of your data (including carrying out profiling based on our legitimate interests). In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your right to object.
  • You also have the absolute right to object at any time to the processing of your personal data for direct marketing purposes.
  • Request the transfer of your personal data to you or to a third party. We will provide you, or a third party you have chosen, with your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.
  • Withdraw consent at any time where we are relying on consent to process your personal data (see the table in section 4 for details of when we rely on your consent as the legal basis for using your data). However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.
  • Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in one of the following scenarios:
    • If you want us to establish the data’s accuracy.
    • Where our use of the data is unlawful, but you do not want us to erase it.
    • Where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or
    • You have objected to our use of your data, but we need to verify whether we have overriding legitimate grounds to use it.

If you wish to exercise any of the rights set out above, please contact us.

Contact details.

If you have any questions about this privacy policy or about the use of your personal data or you want to exercise your privacy rights, please contact us in the following ways:

  • Email address: admin@tcca.info
  • Postal address: Unit 14, Baker’s Yard, Christon Road, Gosforth, Newcastle upon Tyne, NE3 1XD.
  • Telephone number: +44 191 231 4238

Complaints

You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK regulator for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.

 

© TCCA. Website design: Peacock Carter