Privacy Policy

Introduction

Welcome to InfoTrack Limited's Privacy Policy relating to the Digital Conveyancing Summit 2024.

InfoTrack respects your privacy and is committed to protecting your Personal Data. This Privacy Policy will inform you as to how we look after your Personal Data when you visit this website ((http://www.digitalconveyancingsummit.co.uk) (“Our Website”) regardless of where you visit it from and tell you about your privacy rights and how the law protects you.

Important information and who we are

Purpose of this Privacy Policy

This Privacy Policy relates to the business operated in the United Kingdom by InfoTrack Limited (“InfoTrack” or “we,” “our” or “us” or “Controller”), a company registered in England with company number 09474590 and whose registered office is at 10 John Street, London, United Kingdom, WC1N 2EB. InfoTrack understands that your privacy is of paramount importance to you and that you care about how your Personal Data is collected and used in relation to the Digital Conveyancing Summit.

This Privacy Policy aims to give you information on how InfoTrack collects and processes your Personal Data through your use of this website, including any data you may provide through Our Website when you sign up to our newsletter, register to attend a virtual event or webinar, take part in a competition or receive marketing communications relating to the aforementioned.

Our Website is not intended for children and we do not knowingly collect data relating to children.

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.

Definitions and Interpretations

In this Privacy Policy the following words shall have the following meanings:

“Controller,” “Processor,” “Personal Data,” “Processing,” and “Data subject” shall have the meanings given to the term’s “controller” “processor,” “Personal Data,” processing” and “data subject” respectively in Article 4 of the UK GDPR.

“Data Protection Laws” means any law, enactment, regulation or order concerning the processing of data relating to an individual in the UK including UK GDPR and Data Protection Act 2018.

“Sub-Processor” means any organisation, or third party appointed by InfoTrack acting as the Data Processor to process the Personal Data on your behalf for the purposes of providing Our Products and Services.

“Terms” means InfoTrack’s Terms and Conditions for Our Website which can be found at https://www.digitalconveyancingsummit.co.uk/terms-conditions/

“UK GDPR” means the UK General Data Protection Regulation.

“You,” or “your” means the user of Our Website.

Controller

InfoTrack Limited is the controller and responsible for your Personal Data (collectively referred to as "InfoTrack", "we", "us" or "our" in this Privacy Policy).

We have appointed a data protection officer (DPO) who is responsible for overseeing questions in relation to this Privacy Policy. If you have any questions about this Privacy Policy, including any requests to exercise your legal rights, please contact the DPO using the details set out below.

Contact details

If you have any questions about this Privacy Policy or our privacy practices, please contact our DPO in the following ways:

Full name of legal entity: Data Protection Officer, InfoTrack Limited

Email address: dpo@infotrack.co.uk

Postal address: Level 11, 91 Waterloo Rd, London SE1 8RT

Telephone number: 0207 186 8090

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.

The data we collect about you

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, title, job title, name of organisation you work for, photographs and audio-visual media including your image.
Contact Data includes postal address, email address, telephone numbers and social media handles.
Transaction Data includes details about payments to and from you and other details of products and services you have purchased from us.
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, and other technology on the devices you use to access this website.
Profile Data includes your username and password, purchases or orders made by you, your interests, preferences, event registrations, feedback and survey responses.
Usage Data includes information about how you use our website, products and services, how often and for how long.
Marketing and Communications Data includes your preferences in receiving marketing from us and our third parties and your communication preferences, event registrations, industry interests, newsletter subscriptions and content access or downloaded after event registration.

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.

How is your Personal Data collected?

We use different methods to collect data from and about you including through:

Direct interactions. You may give us your Identity and Contact Data by filling in forms or by corresponding with us by post, phone, email or otherwise. This includes Personal Data you provide when you:

Register for the Event;
create an account on our website;
register to attend a virtual event;
subscribe to our service, product, newsletters or publications;
request marketing to be sent to you;
enter a competition, promotion or survey; or
give us feedback or contact us.

Automated technologies or interactions. As you interact with our website, we will automatically collect Technical Data about your equipment, browsing actions and patterns. We collect this Personal Data by using cookies, server logs and other similar technologies. We may also receive Technical Data about you if you visit other websites employing our cookies. Please see our Cookie Policy further details.

Third Party links

Our website may include links to third-party websites (including EventBrite for the purposes of registering and ordering tickets to the Event), plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy policy of every website you visit.

How we use your Personal Data?

We will only use your Personal Data when the law allows us to. The types of lawful basis that we will rely on to process your Personal Data are as follows:

Consent means where you have given your consent to the use of your Personal Data, for example, when you register for any of our newsletters or to attend a virtual event or tick a box to confirm that you consent to your Personal Data being shared with any of our partners.
Legitimate Interest means the interest of our business in conducting and managing our business to enable us to give you the best service/product and the best and most secure experience. We make sure we consider and balance any potential impact on you (both positive and negative) and your rights 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). You can obtain further information about how we assess our legitimate interests against any potential impact on you in respect of specific activities by contacting us.
Performance of Contract means processing your data where it is necessary for the performance of a contract to which you are a party or to take steps at your request before entering into such a contract.
Comply with a legal obligation means processing your Personal Data where it is necessary for compliance with a legal obligation that we are subject to.

Purposes for which we will use 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.

Note that we may process your Personal Data for more than one lawful ground depending on the specific purpose for which we are using your data. Please contact us if you need details about the specific legal grounds we are relying on to process your Personal Data where more than one ground has been set out in the table below.

Purpose/Activity

Type of data

Lawful basis for processing including basis of legitimate interest

To register you as an attendee for our event and administering event bookings or invites

(a) Identity

(b) Contact

(d) Marketing and Communications

(a) Performance of a contract with you

(b) Necessary for our legitimate interests (to perform our rights and obligations with exhibitors, speakers, sponsors, partners, attendees and service providers)

Planning, coordinating and running our events including sending event updates, speaker announcements, link to join the virtual live stream on event day

(a) Identity

(b) Contact

(a) Performance of a contract with you

(b) Necessary for our legitimate interests (to perform our rights and obligations with exhibitors, speakers, sponsors, partners, attendees and service providers)

Documenting and recording our events, circulating virtual event materials and recordings

(a) Identity

(b) Contact

(a) Necessary for our legitimate interests (generating interest in future events). Note where any virtual events are recorded, you will be informed of this beforehand and you should let us know if you object to this.

Direct marketing by us, our Internal Third Parties and External Third Parties, including email, SMS and social media marketing following the event

(a) Identity

(b) Contact

(d) Marketing and Communications

(a) Consent (according to your specific content, communications and sender preferences)

To manage our relationship with you which will include:

(a) Notifying you about changes to our terms or Privacy Policy

(b) Asking you to leave a review or take a survey

(a) Identity

(b) Contact

(d) Marketing and Communications

(a) Performance of a contract with you

(b) Necessary to comply with a legal obligation

(c) Necessary for our legitimate interests (to keep our records updated and to study how customers use our products/services, conducting our business as usual, understanding your needs and concerns and engaging with our audiences)

To enable you to partake in a prize draw, competition or complete a survey

(a) Identity

(b) Contact

(d) Usage

(e) Marketing and Communications

(a) Performance of a contract with you

(b) Necessary for our legitimate interests (to study how customers use our products/services, to develop them and grow our business, to collate feedback)

To administer and protect our business and this website (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data)

(a) Identity

(b) Contact

(a) Necessary for our legitimate interests (for running our business, provision of administration and IT services, network security, to prevent fraud and in the context of a business reorganisation or group restructuring exercise)

(b) Necessary to comply with a legal obligation

To deliver relevant website content and advertisements to you and measure or understand the effectiveness of the advertising we serve to you

(a) Identity

(b) Contact

(d) Usage

(e) Marketing and Communications

(f) Technical

Necessary for our legitimate interests (to study how customers use our products/services, to develop them, to grow our business and to inform our marketing strategy)

To use data analytics to improve our website, products/services, marketing, customer relationships and experiences

(a) Technical

(b) Usage

(a) Necessary for our legitimate interests (to define types of customers for our products and services, to keep our website updated and relevant, to develop our business, to inform our marketing strategy and to optimise our content and user experience)

(b) Consent (for cookies and similar technologies)

To make suggestions and recommendations to you about goods or services that may be of interest to you

(a) Identity

(b) Contact

(d) Usage

(e) Profile

(f) Marketing and Communications

(a) Necessary for our legitimate interests (to develop our products/services and grow our business)

Change of purpose

We will only use your Personal Data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us.

If we need to use your Personal Data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.

Please note that we may process your Personal Data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.

Marketing

We strive to provide you with choices regarding certain Personal Data uses, particularly around marketing and advertising. We have established the following Personal Data control mechanisms:

Promotional offers from us

We may use your Identity, Contact, Technical, Usage and Profile Data to form a view on what we think you may want or need, or what may be of interest to you. This is how we decide which products, services and offers may be relevant for you (we call this marketing).

You will receive marketing communications from us if you have requested information from us or purchased services from us and you have not opted out of receiving that marketing.

Third-party marketing

We will get your express opt-in consent before we share your Personal Data with any third party for marketing purposes.

Opting out

You can ask us or third parties to stop sending you marketing messages at any time by:

logging into the website and checking or unchecking relevant boxes to adjust your marketing preferences;
or by following the opt-out links on any marketing message sent to you; or
by contacting our Data Privacy Officer at any time via email at DPO@infotrack.co.uk or by writing to us at InfoTrack Limited, Level 11, 91 Waterloo Road, London, SE1 8RT.

Where you opt out of receiving these marketing messages, this will not apply to Personal Data provided to us as a result of a product/service purchase, warranty registration, product/service experience or other transactions.

Cookies

Our Website uses cookies to distinguish you from other users of Our Website. This helps us to provide users with a good experience when users browse Our Website and it helps us to improve the quality and content of our Website.

You can configure your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. If you disable or refuse cookies, please note that some parts of Our Website may become inaccessible or not function properly. For more information about the cookies we use, please see our

Disclosures of your Personal Data

We may share your Personal Data with the parties set out below for the purposes set out in the table above.

Internal Third Parties: Other companies within the ATI Global group of companies acting as joint controllers and who are based in the United Kingdom: Groundsure Limited, Phoenix Searches Ltd trading as Search Acumen and Perfect Portal Ltd. They provide the same or similar services/products, undertake leadership reporting, are publishers of content that you have accessed through Our Website or any form on Our Website, or for business administration purposes.
External Third Parties:

Our event contributors, partners and sponsors (where you have consented to this).
Technical service providers including hosting provider, accounts management platform, customer relationship management platform, content management platform system, email marketing platform, marketing automation platform, survey platform, payment processors, analytics and lead generation platforms.
Professional advisers including lawyers, bankers, auditors and insurers based in the United Kingdom who provide consultancy, banking, legal, insurance and accounting services.
HM Revenue & Customs, regulators and other authorities based in the United Kingdom who require reporting of processing activities in certain circumstances.

Third parties to whom we may choose to sell, transfer or merge parts of our business or our assets. Alternatively, we may seek to acquire other businesses or merge with them. If a change happens to our business, then the new owners may use your Personal Data in the same way as set out in this Privacy Policy.

We require all third parties to respect the security of your Personal Data and to treat it in accordance with the law. We do not allow our third-party service providers to use your Personal Data for their own purposes and only permit them to process your Personal Data for specified purposes and in accordance with our instructions.

International Transfers

Many 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 UK.

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.
Where we use certain service providers, we may use specific contracts approved for use in the UK which give Personal Data the same protection it has in the UK.

Please contact us if you want further information on the specific mechanism used by us when transferring your Personal Data out of the UK.

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.

We have put in place procedures to deal with any suspected Personal Data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

Data Retention

The data that we collect from you will be transferred, stored and processed using Amazon Web Servers (AWS) which are held at a destination within the European Economic Area (“EEA”). AWS servers offer the highest level of security and are ISO 27001 compliant. If we transfer any data outside the EEA, we will take steps to make sure adequate levels of privacy protection, in line with Data Protection Law, are in place.

The Personal Data we collect will be stored and kept for as long as is necessary. The duration of processing is limited to the duration in which we provide Our Website and the Event and post-Event communications. 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.

If you wish to opt out of communications from us or withdraw your consent, your Personal Data will be deleted without undue delay. We continually review the Personal Data we hold and delete what is no longer required.

In some circumstances you can ask us to delete your data in accordance with your legal rights under the UK GDPR - below for further information.

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.

Your Legal Rights

We want to ensure you remain in control of your Personal Data. Part of this is making sure you understand your legal rights which are as follows:

the right to erasure of Personal Data (although this will not apply where it is necessary for us to continue to use the data for a lawful reason);
the right to have inaccurate data rectified;
the right to object to your data being used for marketing or profiling;
where technically feasible, you have the right to see any Personal Data you have provided to us which we process automatically based on your consent to the performance of a contract. This information will be provided in a common electronic format;
the right to make a subject access request (“SAR”) at any time to find out more about the Personal Data which InfoTrack holds about you (and obtain a copy of it). InfoTrack will usually respond to SARs within one month of receipt (however this may be extended by up to two months in the case of complex and/or numerous requests, and in such cases, you shall be informed of the need for the extension);
Your right to be notified immediately if InfoTrack becomes aware of any form of Personal Data breach, including any unauthorised or unlawful processing, loss of, damage to, or destruction of any of the Personal Data.

InfoTrack will, on one months’ prior written notice, submit to audits and inspections and provide you with any information reasonably required in order to assess and verify compliance with the provisions of the Terms and both parties’ compliance with the requirements of the UK GDPR.

If you would like further information on your rights or you wish to exercise them, please write to us at DPO@infotrack.co.uk or InfoTrack Limited, Level 11, 91 Waterloo Road, London, SE1 8RT.

Please bear in mind that there are exceptions to the rights above and, though we will always try to respond to your satisfaction, there may be situations where we are unable to do so. If you are not happy with our response, or you believe that your data protection or privacy rights have been affected, you should contact the UK Information Commissioner’s Office, which oversees data protection compliance in the UK. Details of how to do this can be found at www.ico.org.uk

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 could refuse to comply with your request in these circumstances.

What we may need from you

We may need to request specific information from you to help us confirm your identity and ensure your right to access your Personal Data (or to exercise any of your other rights). This is a security measure to ensure that Personal Data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

Updating our Privacy Policy

This Privacy Policy was last updated in June 2024. It may be updated from time to time, so we recommend that you review the information on Our Website on a regular basis.