Aesthetics Media Limited (‘Aesthetics’) is committed to respecting your privacy and this policy is designed to tell you about our practices regarding the collection, use and disclosure of information that you may provide via our website. Any personal information we collect from you will only be used in accordance with this policy and so please read it carefully so that you understand our views and practices.
The information we collect
When you do business with us; register with our website for the purpose of obtaining services and/or goods (including subscriptions and email notifications and/or newsletters); participate in discussion boards or other social media functions, on the website; add a job, product, training event or other information on the website; or enter a survey, competition or prize draw; we will collect some or all of the following personal information from you:
- name; postal address, email address and telephone number;
- financial and credit card information;
- personal description and photograph;
- information about your computer or other electronic device, such as your IP address or Google analytics, and about your visits to, and use, of our website. Please see our Cookies policy for further information;
- information relating to transactions carried out between you and us, on or in relation to this website; and any other information that you choose to send to us
You can visit the Aesthetics, Aesthetics Conference and Exhibition (‘ACE’) and Aesthetics Awards websites without registering with us, however you may be required to register or log in to view certain pages and/or information.
We may request additional information from you, for example when we conduct a survey or you enter a competition or prize draw. When additional information is requested, we will let you know at the time of collection how we intend to use it.
We do not store credit card details nor do we share customer details with any third parties.
How we will use the information about you
We use your information held in the following ways:
- to administer the website;
- to maintain a database of our customers and registered users;
- to enable you to use the services available on the website;
- to process orders and supply you with products and services purchased via the website;
- to book you on an event or conference;
- to track attendance at our events;
- to collect payments from you;
- to contact you or send you information directly relating to your order, booking, any survey or competition, or use of the website;
- to add you to relevant mailing lists and send you subscriptions, email notifications and/or newsletters which you have specifically requested;
- to send you marketing communications relating to Aesthetics, for example about our events and services, which we think may be of interest to you or where you have specifically agreed to this, by email or similar technology (but you can unsubscribe from these communications at any time by changing your subscription preferences in the My Profile section of the website);
- to deal with enquiries and complaints made by or about you relating to the website any products or services;
- to provide feedback to any of our business partners, agents, suppliers and sub- contractors; and
to keep the website secure and prevent fraud.
We may process your personal data for more than one of the following lawful grounds depending on the specific purpose for which we are using your data:
- for the performance of any contract with you;
- because the processing is necessary for the purposes of our legitimate interests as a data controller in that we need to;
- where we need to comply with a legal or regulatory obligation.
Please contact us if you need details about the specific legal ground we are relying on to process your personal data for each of the information we hold about you.
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 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.
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 the information we collect (detailed above) 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.
You will receive marketing communications from us if you have requested information from us or purchased goods or services from us or if you provided us with your details when you entered a competition or registered for a promotion 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 outside company 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 us at any time.
Disclosure of your information
We may share your personal information with our employees and any member of our group, (which includes any subsidiaries and holding companies, as defined in section 1159 of the UK Companies Act 2006), for the purposes set in this policy.
We may share your information with selected third parties including:
- Business partners, agents, suppliers and sub-contractors, for example our mailing house, software developers, registration partners or ABC (www.abc.org.uk), for the performance of any contract for products or services which we enter into with you, or to allow you to participate in any competition or prize draw which you have entered.
- Exhibitors, where you scan your badge at an exhibition stand, and sponsors of sponsored sessions at an event or conference.
- Advertisers and advertising networks that require the data to select and serve relevant adverts to you and others. (We do not however disclose information about identifiable individuals to our advertisers, but we may provide them with aggregate information about our users to help them reach the kind of audience they want to target.)
- Analytics and search engine providers that assist us in the improvement and optimisation of our site.
- Credit reference agencies for the purposes of assessing your credit score where this is a condition of us entering into a contract with you.
We may also disclose your personal information to third parties:
- In the event that we sell or buy any business or assets, in which case we may disclose your personal data to the prospective seller or buyer of such business or assets.
- If we are under a duty to disclose or share your personal data in order to comply with any legal obligation, or in order to enforce or apply our terms and conditions and/or other agreements; or to protect our rights, property, or safety or the rights, property and safety of others. This includes exchanging information with other companies and organisations for the purposes of fraud protection and credit risk reduction.
- We do not share your information with any direct mail organisations or other third parties unconnected with the provision of our activities.
Where we store your information
Some of our external third parties are based outside the European Economic Area (EEA). This will involve transferring your data outside the EEA.
Whenever we transfer your personal data out of the EEA, 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 by the European Commission.
- Where we use certain service providers, we may use specific contracts approved by the European Commission which give personal data the same protection it has in Europe.
- Where we use providers based in the US, we may transfer data to them if they are part of the Privacy Shield which requires them to provide similar protection to personal data shared between the Europe and the US.
How we protect your information
We will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this policy.
All information you provide to us is stored on our secure servers. We also use a secure payment provider, Eway, to process all electronic payment transactions. All credit card information is protected by Eway and they use a trusted source Secure Sockets Layer (SSL) Software to encrypt electronic transactions.
Where we have given you (or where you have chosen) a password which enables you to access certain parts of our site, you are responsible for keeping this password confidential. We ask you not to share a password with anyone.
Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our site; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.
Our site may, from time to time, contain links to and from the websites of our partner networks, advertisers and affiliates. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data to these websites.
You have the right to ask us not to process your personal data for marketing purposes. WeWe will usually inform you (before collecting your data) if we intend to use your data for such purposes or if we intend to disclose your information to any third party for such purposes. You can exercise your right to prevent such processing by checking certain boxes on the forms we use to collect your data. You can also exercise the right at any time by contacting us at firstname.lastname@example.org Aesthetics Media Limited, Tudor House, 35 Gresse Street, London W1T 1QY.
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.
How long we store your data
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, 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.
Your legal rights
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.
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, by using the contact details below.
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 opportunity to deal with your concerns before you approach the ICO, so please contact us in the first instance.