At Southampton International Boat Show Limited we are committed to respecting and protecting your privacy. We are the organiser of the Southampton International Boat Show (the “Show”). Our company name is Southampton International Boat Show Limited (we, us, or our), company number 1247541 and our registered office address is Tagus House, 9 Ocean Way, Southampton SO14 3TJ, 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 it is 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, including any requests to exercise your legal rights, please feel free to send us an email to [email protected] or by writing to us at: Data Protection, Southampton International Boat Show, Tagus House, 9 Ocean Way, Southampton SO14 3TJ.
It is important that you read this Policy 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 personal data. This Policy supplements those other notices and is not intended to override them.
1. 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:
2. 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:
Please note that 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 products or services that you request). In this case, we may have to cancel a service you have requested but we will notify you if this is the case at the time.
3. 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:
To ensure the security of the Show and the safety of those attending
Nature of personal data – a record of your attendance at the Show (personal data collected included names, address, age, email address and telephone number)
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
Nature of personal data – name, postal address, telephone number and email address
Where you have bought a visitor ticket to the Show or are an exhibitor at the Show, we will send you necessary information in performance of our contract with you.
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 our interests 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 and postal address you have provided.
To provide information about the Show organiser, British Marine, regional and group associations, events, courses and membership benefits and news about the marine industry
Nature of personal data – 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
Nature of personal data – name, address, email 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 you make to us for tickets for the Show (where we manage payment directly for your ticket instead of our third party ticket partner)
Nature of personal data – details of your name, billing address, shipping address (if applicable), bank account and card details
The processing is necessary for the performance of a contract with you (i.e. providing you with the tickets for the Show)
To administer any competition run by us at or in connection with the Show including any promotion of a competition win.
Nature of personal data – 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 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
Nature of personal data – photographs, videos and sound recordings taken at the Show which may feature you
The use of photographs, videos and sound recordings taken at the Show is necessary in our legitimate interests to promote and advertise our events and activities. Additional information will be provided in on-site notices at the Show. If you do not wish to be photographed or filmed, please inform a member of our team.
To investigate your complaint
Nature of personal data – 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.
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 which may feature you
The processing is necessary in our legitimate interest and that of our staff in crime prevention, security and safety.
To respond to enquiries or requests for information
Nature of personal data – 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.
For the purpose of website analytics
We may also use personal data which you provide to us, where the law allows us to do so, as follows:
Generally we do not rely on consent as a legal basis for processing your personal data other than in relation to sending third party direct marketing communications to you via email or text message. You have the right to withdraw consent to marketing at any time by emailing [email protected], or by following the ‘unsubscribe’ (or similar) link in any marketing communication. 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.
Where we process personal data on the basis of a legitimate interest, as set out in this Policy, 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.
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.
Please note that we may need to retain your personal data and share it with Governmental health bodies (without your knowledge or consent) if we become legally obliged to do so in connection with any pandemic rules that may be then in force.
We regularly review our retention periods for personal data. 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.
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.
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.
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:
4. Transfers of personal data outside of the European Economic Area
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:
Please contact us if you want further information on the specific mechanism used by us when transferring your personal data out of the UK.
5. Do we make any decisions about you using automated (non-human) means?
No, a human is always involved in decisions we make about you.
6. 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. In addition, the access to and use of the personal data that we collect is restricted to our employees who need the personal data to perform a specific job role or activity. Where personal data is shared with third parties in line with this Policy responsible measures are used to protect your personal data.
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.
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.
8. Your rights in relation to the personal data we hold on you
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.
You can 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 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 [email protected], or by writing to us at: Data Protection, Southampton International Boat Show, Tagus House, 9 Ocean Way, Southampton SO14 3TJ. Where you opt out of receiving these marketing messages, this will not apply to personal data provided to us as a result of a purchase, product/service experience or other transactions.
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).
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 (commonly known as a “data subject access request”).
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 where you have successfully exercised your right to object to processing (see below), where we may have processed your personal data unlawfully or where we are required to erase your personal data to comply with local law.
Please 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.
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. 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 personal data which override your rights and freedoms.
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, 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 (for example in respect of any legal claims) or if you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.
You can in certain circumstances ask us to transfer your personal data to you or another party. 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.
9. Exercising your rights
If you would like to exercise any of your rights, please let us know via email to [email protected], or by writing to us at:
Data Protection, Southampton International Boat Show, Tagus House, 9 Ocean Way, Southampton SO14 3TJ
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.
10. 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 [email protected], or by writing to us at:
Data Protection, Southampton International Boat Show, Tagus House, 9 Ocean Way, Southampton SO14 3TJ
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). For further information, please call them on 0303 123 1113. We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.
11. Changes to this Policy
This version was last updated on 7 July 2023.
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.