Privacy Policy

ZiaBia Limited (collectively referred to as “ZiaBia”, “we”, “us” or “our” in this privacy notice) respects your privacy and is committed to protecting it.

As an event management company, ZiaBia will sometimes need to collect personal data for the purposes of organising and managing events on behalf of our clients or for general purposes relating to our business. When you use or interact with us through the website or delegate portal, or contact us by email or telephone, we may collect personal data relating to you.

This privacy notice aims to give you information on how ZiaBia collects and processes your personal data through your use of this website or our delegate portal, including any data you may provide when you log in and use our delegate portal or contact us by email or telephone.

This website is not intended for children and we do not knowingly collect data relating to children.

It is important that you read this privacy notice together with any other privacy notice or fair processing notice 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 notice supplements the other notices and is not intended to override them.

Who controls the personal data we collect and process?

When we collect personal data, sometimes this will be on our own behalf and other times this will be on behalf of a client who is using our services to organise and manage an event. This is an important distinction for data protection purposes and is explained in more detail below.

UK data protection law makes a distinction between organisations that process personal data for their own purposes (known as data controllers) and organisations that process personal data on behalf of other organisations (known as data processors). Questions or complaint about how your personal data is handled should always be directed to the relevant data controller because the controller has primary responsibility for your personal data.

ZiaBia may act as either a data controller (either on our own or jointly with a client) or a data processor in respect of your personal data, depending on the circumstances.

For example, if you are a client and use our services to organise and manage your events, we will be a data controller in respect of any personal data that you provide as part of those services. We will be the data controller in respect of Technical Data (see below) which may relate to clients, suppliers and delegates.

On the other hand, as we organise and manage events on our clients’s behalf, we are sometimes required to collect and process delegates’ personal data on our clients’ behalf in order to organise and manage their events. In such cases, we are the processor of your personal data and our client is the controller and they are primarily responsible for your personal data. For example, we may send invitations, confirmations and information as well as request feedback by email, process payments, collect and notify dietary requirements, etc., and to help our client target and understand the success of their event and event planning (for example, providing event reports, using analytics to gain insights into the effectiveness of various sales channels, etc). In these circumstances, we merely provide the ‘tools’ and support for our clients; we do not decide what personal data to request on any registration forms on our delegate portal, nor are we responsible for any ongoing accurace of any personal data provided. Any questions that you may have relating to your personal data and your rights under data protection law in such cases should therefore be directed to the relevant organiser as the data controller, not to ZiaBia. We will always notify you of the contact details of the
controller where we collect data on someone else’s behalf.

We have explained below what different types of data we may collect, why we collect it and how it is protected.

How you can contact us

In cases where ZiaBia is a data controller, our directors are responsible for overseeing questions in relation to this privacy notice. If you have any questions about this privacy notice, including any requests to exercise your legal rights, please contact us using the details set out below.

Contact details

Full name of legal entity: ZiaBia Limited

For the attention of: Debbie Bell or Vicky Gardner

Email address: hello@ziabia.com

Postal address: 3rd Floor, Old Stock Exchange, St Nicholas Street, Bristol, BS1 1TG

You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority 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.

Changes to the privacy notice and your duty to inform us of changes

This version was last updated on 8th April 2022.

It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.

Third-party links

This website may include links to third-party websites, 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 notice of every website you visit.

Data collection and use

This website may ask you to submit personal information. It is the policy of ZiaBia to collect and use this data in a responsible way in accordance with the UK Data Protection Act 2018, including the UK General Data Protection Regulation (UK-GDPR) as retained under the European Union (Withdrawl) Act 2018.

Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).

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

Identity Data includes first name, maiden name, last name, username or similar identifier, marital status, title, date of birth and gender.
Contact Data includes billing address, delivery address, email address and telephone numbers, including the Contact Data of your next of kin or emergency contact.
Event Data includes additional information we need for the purposes of the events you may take part in such as medical information, dietary requirements and food allergies, travel itineraries and accommodation information.
Financial Data includes bank account and payment card details.
Transaction Data includes details about payments to and from you and other details of services you have purchased from or through 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, preferences, feedback and survey responses.
Usage Data includes information about how you use our website and services.
Marketing and Communications Data includes your preferences in receiving marketing from us and our third parties and your communication preferences.

We may also collect, use and share Aggregated Data such as statistical or demographic data for any purpose. Aggregated Data may be derived from your personal data but is not considered personal data in law as this data does 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 notice.

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.

If you fail to provide personal data

Where we need to collect personal data by law, or under the terms of a contract we have with you (if you are a client or supplier), or where we need to collect data on behalf of a client for the purposes of an event (if you are a delegate), and you fail to provide that data when requested, we may not be able to properly perform the contract we have or are trying to enter into with you or ensure the smooth running of the event that you are attending.

In this case, we may have to cancel or suspend a contract you have with us or contact our client and ask them to collect the required data from you. We will notify you if this is the case at the time.

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, Contact, Event and Financial Data by filling in forms or by corresponding with us by post, phone, email or otherwise. This includes personal data you provide when you:
- create an account on our website;
- provide information we require for the purposes of an event you may attend; or
- give us some feedback
Automated technologies or interactions. As you interact with our website, we may 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.
- Third parties. We may receive personal data about you from third parties, including the clients on whose behalf we are collecting personal data:
- Contact, Financial and Transaction Data from providers of technical, payment and
  delivery services.
- Identity, Contact and Event Data from our clients on whose behalf we collect
  personal data.

How we use your personal data

We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:

If you are a client or supplier, where we need to perform the contract we are about to enter into or have entered into with you.
Where it is necessary for our legitimate interests and your interests and fundamental rights do not override those interests, for example:
Where it is necessary for the purposes of organising and managing an event that you may take part in as a delegate; and
Where it is necessary for our internal business purposes, including without limitation, to help us improve our services, to better understand delegate preferences, to enforce our terms of service, to manage your account and provide you with customer service, and to generally manage our services and our business; and
If you are a customer or supplier, to contact you on occasion to keep in touch with you.
Where we need to comply with a legal or regulatory obligation.

Generally, we do not rely on consent as a legal basis for processing your personal data.

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 ground 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 a new customer or delegate	a. Identity b. Contact c. Event	a. Performance of a contract with you or with a third party who has entered into a contract with you
To process payment information such as: a. Manage payments, fees and charges b. Collect and recover money owed to us	a. Identity b. Contact c. Financial d. Transaction	a. Performance of a contract with you
To manage our relationship with you which will include: a. Notifying you about charges to our terms or privacy policy b. Asking you to leave a review or take a survey	a. Identity b. Contact c. Profile d. Marketing and Communications	a. Performance of a contract with you b. Necessary to comply with a legal obligation
To enable you to complete a survey or feedback questionnaire following an event that we have organised	a. Identity b. Contact c. Profile d. Usage e. Marketing and Communications	a. Performance of a contract with you
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 c. Technical	a. Necessary to comply with a legal obligation
To use data analytics to improve our website, services, marketing, customer relationships and experiences	a. Technical b. Usage	Necessary for our legitimate interests (to define types of clients for our products and services, to keep our website updated and relevant, to develop our business and to inform our marketing strategy)

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 generally rely on recommendations and our reputation as a method of attracting new clients. However, if you are a client or supplier, we may use your Identity, Contact, Event, Technical, Usage and Profile Data from time to time to form a view on what services we think you may want or need, or what may be of interest to you. This is how we decide which services and offers may be relevant for you (i.e. marketing).

If you are a delegate taking part in an event, we may use your Identity, Contact, Event, Technical, Usage and Profile Data from time to time to send you updates and general information relating to a particular event you have signed up for or expressed an interest in.

You may receive marketing communications from us on occasion if you have requested information from us or received services from us and, in each case, 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. This excludes direct service providers we use to supply services to our company for example our CRM provider.

OPTING OUT

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

Where you opt out of receiving these marketing messages, this will not apply to personal data provided to us as a result of a service purchase, service experience or other transactions.

COOKIES

You can set 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 this website may become inaccessible or not function properly.

CONSENT HISTORY

Date	Version	Consents

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.

DISCLOSURES OF YOUR PERSONAL DATA

We may have to share your personal data with the parties set out below for the purposes set out in the table.

External Third Parties as set out below:
- Service providers acting as processors based within the EEA or the USA who provide IT, CRM and system administration services.
- Professional advisers acting as processors or joint controllers including lawyers, bankers, accountants and insurers based in the United Kingdom who provide consultancy, banking, legal, insurance and accounting services.
- HM Revenue & Customs, regulators and other authorities acting as processors or joint controllers based in the United Kingdom who require reporting of processing activities in certain circumstances.
Specific third parties such as our clients acting as controllers, where we collect data on their behalf for the purposes of an event you are attending.
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 notice.

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 (being service providers such as our IT and CRM system providers) are based outside the United Kingdom (UK) so their processing of your personal data will involve the 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:

Transfers of personal data from the UK to countries within the EEA are permitted by the UK Government as recognition of the existing protections of the EU-GDPR. The UK is England, Scotland, Wales, and Northern Ireland.
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 UK Government, or adequacy decisions made by the European Commission until 31 st December 2020. For further details, see https://ico.org.uk/for-organisations/guide-to-data-protection/guide-to-the-general-data- protection-regulation-gdpr/international-transfers-after-uk-exit/ or European Commission: Adequacy of the protection of personal data in non-EU countries.
Where we use certain service providers, we may use specific contracts approved by the UK Government (known as the International Data Transfer Agreements (IDTA) ), or agreements approved by the European Commission made before 21 st September 2022, to ensure personal data the same protection it has in UK. For further details, see https://ico.org.uk/for organisations/guide-to-data-protection/guide-to-the-general-data-protection-regulation-gdpr/international-data-transfer-agreement-and-guidance/ or European Commission: Model contracts for the transfer of personal data to third countries.

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. This includes encrypting all computers, laptops and other devices used by ZiaBia, using two-factor authentication, ensuring any documents and spreadsheets containing personal data are protected by password before sending them to our clients, etc.

We work closely with our IT provider to ensure that we are up to date with our systems and security
measures and we have put the following safeguards into place:

We work closely with our IT provider to ensure that we are up to date with our systems and security measures and we have put the following safeguards into place:

All of our websites are hosted on our trusted hosting partner’s servers which are located in a highly secure data centre;
All of our websites that request credit card or other sensitive information are protected by SSL certificates to ensure that all information submitted is strongly encrypted in transit to prevent interception;
Sensitive information provided to ZiaBia either submitted directly through the website, or through the course of using our services are appropriately protected, this includes encryption.

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

HOW LONG WILL YOU USE MY PERSONAL DATA FOR?

We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, accounting, or reporting requirements.

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 requirements.

As a general rule, however, we will retain our clients and suppliers’ data for a longer period than delegates’ data. We aim to remove delegates’ data within 3 months from the date of the event for which the data was collected. We will check with the relevant client (as the controller) before this is removed. This process is controlled by ZiaBia Limited staff.

In some circumstances we may 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

Under certain circumstances, you have rights under data protection laws in relation to your personal data. In particular, you have the right to:

Request access to your personal data (commonly known as a “data 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. 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) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.

Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios: (a) if you want us to establish the data’s accuracy; (b) where our use of the data is unlawful but you do not want us to erase it; (c) 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 (d) you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.

Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, 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. 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.

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

No fee usually required

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.

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

Time limit to respond

We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.