At Southampton International Boat Show Limited we are committed to respecting and protecting your privacy. We are the owner and organiser of Boats 2020 by Southampton International Boat Show Ltd (the “Show”). Our company name is Southampton International Boat Show Limited, company number 1247541 and our registered office address is Marine House, Thorpe Lea Road, TW20 8BF, and for the purposes of data protection laws in the UK we are the data “controller”.
This Policy explains when and why we collect personal data, how we use it, the circumstances where we may disclose it to others and how we ensure its kept safe. We may make changes to this Policy, so please check back here from time to time to make sure you are happy with any changes. If you have any questions regarding our privacy practices or this Policy, please feel free to send us an email to firstname.lastname@example.org or by writing to us at: Data Protection, Boats 2020, Marine House, Thorpe Lea Road, TW20 8BF.
What types of personal data do we collect?
Personal data means any information about an individual from which that person can be identified. It does not include data where your identity has been removed or which not associated with or linked to your personal data (anonymous data).
What personal data we obtain on you depends on the reason it is being collected, but may include your:
How do we collect personal data from you?
We may collect personal data which you give us, or that we collect independently, in one of the following ways:
The Legal Basis for the Processing
We will only use your personal data when the law allows us to. We may collect and process the personal data about you for the following purposes:
|Purpose of the Processing||Nature of the Personal Data||The Legal Basis for the Processing|
|To ensure the security of the Show and the safety of those attending||A record of your attendance at the Show||The processing is necessary for the purposes of our legitimate interests and those of others attending the Show as ticket holders, staff, contractors, guests or exhibitors in ensuring that the Show is safe.|
|To provide you with information about the Show||Name, telephone number and email address||If you have asked us to, we will use your name and email address to send you information regarding the Show and our other events, which may include information on exhibitors, partners, sponsors, feedback surveys, attractions, product launches, offers and promotions by exhibitors at the show, competitions, ticket promotions and general news on the show or any other relevant information that we believe will be of interest to you including. This is in accordance with our legitimate interest in furthering the interests of Southampton International Boat Show Limited and in growing and developing our events. You can opt-out or unsubscribe from receiving such communications at any time.|
Also, if you have asked us to do so, we may contact you from time to time via the telephone number you have provided.
|To provide information about us, regional and group associations, events, courses and membership benefits and news about the marine industry||Name, address, telephone number, email address||If with your consent you sign up to receive our newsletter or other marketing communications.|
|To help facilitate meetings between Exhibitors and Visitors at the Show||Name and telephone contact number||If with your consent you ask us to make your contact details available to selected Exhibitors chosen by you so that they can contact you to arrange a meeting or introduction session with you at the Show.|
|To process payments to us for tickets for the Show (where we manage payment directly for your ticket instead of our third party ticket partner)||Details of your name, address, bank account and card details||The processing is necessary for the performance of a contract with you (i.e. the tickets for the Show)|
|We take photographs, videos and sound recordings at the Show and we may use photographs of you or which may include you in promotional and marketing activities on our website and on social media channels||Photographs, videos and sound recordings taken at the Show||The use of photographs, videos and sound recordings taken the Show is necessary in our legitimate interests to promote and advertise our events and activities.|
|To administer any competition run by us at or in connection with the Show including any promotion of a competition win.||Name, address, telephone number and email address.||The processing is necessary for the purposes of our legitimate interests in administering the competition including receiving entries, responding to enquiries and notifying prize winners.|
|We have a CCTV system at the Show in the interests of the security of the Show the premises and the safety of visitors and our staff||CCTV images||The processing is necessary in our legitimate interest and that of our staff in crime prevention, security and safety.|
|To investigate your complaint||If you have made a complaint about the Show, we will take details of your name, address, telephone number, email address and the nature of your complaint||The processing is necessary in our legitimate interest in investigating and handling and responding to complaints received by us in accordance with our complaints procedure.|
|To respond to enquiries or requests for information.||Name, address, telephone number and email address||The processing is necessary to take steps at your request prior to entering into a contract with you (i.e. the purchase of tickets for the Show), or for our legitimate interest in engaging with those who make enquiries of us.|
We may also use personal data which you provide to us, where the law allows us to do so, as follows:
Where we process personal data on the basis of a legitimate interest, as set out in this privacy notice, legitimate interest means the interest of Southampton International Boat Show Limited and our in interest in the successful and safe management, promotion and delivery of the Show and subsequent Shows.
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.
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. 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.
Covid-19 Contact Tracing
We are participating in the Government’s contact tracing scheme, to help public health efforts to control the spread of Covid-19 and protect our staff, customers and visitors to our events. We may be contacted by the contact tracing scheme (NHS Test and Trace in England), to request personal data of individuals we have been in close contact with, limited to your name, phone number, email address, and your time of entry to the event. We are legally obliged to retain this personal data in accordance with the Government’s requirements, for this purpose, and to share it with the contact tracing scheme upon request in an appropriate and lawful manner.
To ensure the safety of our staff, customers and visitors, we ask that you do not attend any of our events if you have any of the symptoms of Covid-19. Equally, if you do not want your contact details to be passed to the contract tracing scheme we kindly ask that you do not attend the event.
If we are processing your personal data on the basis of your consent please note that you may withdraw your consent at any time. If you wish to withdraw your consent, please let us know in writing by post to us at Marine House, Thorpe Lea Road, Egham, Surrey TW20 8BF or by email at email@example.com. Please note that 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, but we will advise you if this is the case at the time you withdraw your consent. You can also ask us to stop sending you marketing messages at any time by following the “unsubscribe” (or similar) links on any marketing message sent to you or 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 experience or other transactions.
How long do we store your personal data?
We regularly review our retention periods for personal data. We are legally required to hold certain types of personal data to fulfil our statutory obligations (for example, basic details of payment received). However, we will only hold your personal data for as long as is necessary for the relevant activity, or as long as is set out in any relevant contract that you have entered into with us unless we are required to hold it for longer to comply with our legal obligations.
Will your personal data be passed on?
We will not rent or sell your personal data to any third parties, and will not release your personal data to any third parties for them to use for their own direct marketing purposes, unless we are required to do so by law or unless you have asked us to do so. However, as noted above, we may from time to time send information to you from our sponsors and partners where that information is relevant and we believe it may be of interest to you. You may opt out at any time, as described above.
From time to time we may share your personal data with third parties who are working on our behalf. However, we only do so where it is necessary for completing tasks or providing services to you and we only provide them with the minimum amount of your personal data necessary to do so. We also ensure that such third parties are under a contract with us that requires them not to use your personal data for their own direct marketing and ensuring that they keep your personal data secure. Below are some examples of where we may provide your personal data to a third party:
Transfers of personal data outside of the European Economic Area
Do we make any decisions about you using automated (non-human) means?
No, a human is always involved in decisions we make about you.
How we protect your personal data
The security of your personal data is paramount to us and we strive to ensure we have robust systems in place to protect your personal data. However, when you send certain non-sensitive personal data (such as your email address) to us, it is transmitted over the internet and unfortunately we cannot guarantee its security, and you do so at your own risk. Once this personal data is received by us, we take all steps reasonably necessary to protect it and ensure it is treated securely and in accordance with this Policy.
Ensuring your personal data is complete and up to date
It’s important to us to make sure your personal data is up to date and we take steps to do so, but from time to time we appreciate that your circumstances may change or we may get things wrong, meaning your personal data could be incorrect or incomplete.
Asking us to stop using your personal data
You have a choice over whether you receive information from us. If you do not want to receive direct marketing, surveys or other communications, you can let us know. You can always unsubscribe by following the instructions in our communications with you, by emailing us at firstname.lastname@example.org, or by writing to us at: Data Protection, Boats 2020 by Southampton International Boat Show Ltd, Thorpe Lea Road Egham Surrey TW20 8BF
If you do ask us to stop using your personal data, we will keep just enough information on you to ensure that your wishes are respected (for example, we will maintain your name and email on a ‘do not contact’ list).
Receiving a copy of your personal data
Should you want to know about the personal data we hold on you, we will be more than happy to provide a copy to you.
Deletion of your personal data
In some circumstances, we may be able to delete the personal data we hold on you if you ask us to. For example, you could do this if we have obtained your permission for direct marketing and you change your mind and would prefer for us to delete it altogether instead of stopping using it.
Objecting to processing of your personal data
You can object to our processing of your personal data where we are relying on our legitimate interest) and there is something about your particular situation which makes you want to object to processing on this ground.
Restrict our processing of your personal data
You can ask us to suspend the processing of personal data about you, for example if you want us to establish its accuracy or the reason for processing it.
Transfer of your personal data
You can in certain circumstances ask us to transfer your personal data to another party.
Exercising your rights
If you would like to exercise any of your rights, please let us know via email to email@example.com, or by writing to us at:
Data Protection, Boats 2020 by Southampton International Boat Show Ltd, Thorpe Lea Road Egham Surrey TW20 8BF
You will not have to pay a fee to access your personal data or to exercise any of your 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.
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.
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.
What to do if you have an issue with our use of your personal data
If we got it wrong, we hope you will let us know so that we can put it right for you.
To complain about how we used your personal data, please contact us via email to firstname.lastname@example.org, or by writing to us at:
Data Protection, Boats 2020 by Southampton International Boat Show Ltd, Thorpe Lea Road Egham Surrey TW20 8BF
If you have already complained to us, but our full and final response to you has failed to put it right, and you want to take your complaint further, you should follow the process with the Information Commissioner’s Office via this link. For further information, please call them on 0303 123 1113.