UNIQUE VENUES BIRMINGHAM PRIVACY STATEMENT
1. WHO WE ARE AND HOW YOU CAN CONTACT US
Unique Venues Birmingham (UVB) is a new commercial venture between Birmingham Repertory Theatre and the Library of Birmingham to exploit the excellent conferencing and hospitality opportunities offered within the shared building on Centenary Square in the centre of the city.
UVB is a wholly owned subsidiary of Birmingham Repertory Theatre Ltd jointly governed by Birmingham Repertory Theatre and Birmingham City Council.
UVB consolidates the existing operations in each venue to provide one unique venue offering to both corporate and private clients.
Unique Venues Birmingham controls personal data about our business contacts and their representatives. This means that we are responsible for ensuring that the personal data is used fairly and lawfully.
Our Company Registration Number is 106614257, registered in England and our registered office is at Broad Street, Birmingham, B1 2EP
You can contact us about issues relating to personal data, including the contents of this notice by any of the following methods:
Post: 2 Broad Street, Birmingham, B1 2EP
Tel: 0121 245 2066
Email: firstname.lastname@example.org or Tel: 0121 245 2066.
2.WHAT WE USE PERSONAL DATA FOR
This section explains the purposes for which we use personal data about our business contacts and their representatives. More detail about the types of personal data that we might use for these purposes can be found in section 3 below.
We use personal data for marketing purposes, typically in relation to current or potential clients and their representatives. This includes providing you with early notifications of exclusive events, promotions in relation to our commercial business, news about our venue and facilities, telemarketing and updates on our products and services. We will not make contact with you for marketing purposes through any particular channel (such as email, telephone or post) if you have told us that you don’t want to hear from us in that way. Please note that if you ask us not to contact you for marketing purposes, you might still hear from us for other reasons – such as, part of our ordinary relationship management activity.
We use personal data for relationship management purposes. We consider our relationship management as our ongoing maintenance of our relationship with our clients, suppliers and their representatives. We would contact you with regards to event enquiries, including proposals, chase calls, contracts, after event calls and for future bookings. In addition, we would contact you to invite you to exclusive events we think you would like to attend and also invite you to share your experiences of Unique Venues Birmingham through specially prepared surveys to help us continue to develop our products and services.
We use your personal data to provide you with information and services that you have asked for. For example, if you have enquired about hosting an event with us, we would share relevant information with you about our facilities and services. We may also contact you to attend a showcase event as a guest of Unique Venues Birmingham to enable you to experience the venue.
Monitoring and improving our website
We use information such as how different people navigate around our website, how long they spend on specific pages and where they download any of our content, to help us improve the website user experience. It also helps us to determine the most popular areas of the website for our clients and members. Such information is also used for security and system administration and to generate aggregate non-personalised information for use by us.
Legal and regulatory purposes
We may also use your personal data for legal and regulatory purposes. For example, this may include responding to complaints or enquiries from you or a regulator about how we have used your personal data.
3. WHAT KINDS OF PERSONAL DATA WE USE AND WHERE WE GET IT FROM
We obtain and use information from various different sources. projects.
Name and Contact Details
This is the basic personal data about you, your place of work, and how to get in touch with you, including your name, job title, location, telephone number and email address. This information is usually provided directly by the relevant individuals; it could be given over the phone, in an email, via our website, or in person at an event. In addition, we may use marketing lists from our carefully selected data suppliers.
Organisation – related details
This is information about your organisation, your role within it and who your colleagues are. This information is usually provided directly by the relevant individuals; it could be given over the phone, in an email, via our website, or in person at an event. In addition, we may use marketing lists from our carefully selected data suppliers.
This is information relating to business engagement; what information we have sent you, who at Unique Venues Birmingham knows you and a history of the enquiries and events you have held at Unique Venues Birmingham. It also includes your behaviour in response to our interactions with you, such as whether you have opened our emails, clicked on a link or watched a video. We produce these records ourselves.
This is information about the device you are using to access our websites, such as the type of device, its operating system, its IP address, and what cookies are on it. We produce these records ourselves by monitoring your use of the website.
This is information about your use of our website, such as what pages you have visited and what content you have downloaded. We produce these records ourselves by monitoring your use of the website. You are free to choose whether or not you give us your personal data. However, if you are looking to work with Unique Venues of Birmingham, we might not be able to provide you with the service level to deliver your events if you do not give us the information we need in order to do so.
4.WHAT OUR LEGAL GROUNDS FOR HANDLING PERSONAL DATA ARE
The United Kingdom’s Data Protection Law allows the use of your personal data where necessary for legitimate purposes provided that this isn’t outweighed by the impact it has on you. The law calls this the “legitimate interests” condition for processing personal data. We rely on this condition for most of our processing activities.
The legitimate interests we are pursuing are:
We have an interest in promoting our services and those of our members to our clients and potential clients by email, telephone and post.
Maintaining and using our business relationships; understanding and keeping in touch with our clients and suppliers.
We have an interesting in maintaining and making use of our relationship with you. For example, if you work for one of our clients we may need to contact you in connection with one of the services that your employer has purchased from us. Or if you work for one of our suppliers we may need to contact you about a service that your employer supplies to us.
We also have an interest in understanding what kinds of people use our services and how they use them.
Helping people learn about services that might be of use to them
Our clients and potential clients have an interest in learning about services that they might find useful.
Like any commercial organisation, we seek to earn revenue through the services that we provide to our clients.
Unique Venues Birmingham (UVB) is a commercial venture between Birmingham Repertory Theatre and the Library of Birmingham to exploit the excellent conferencing and hospitality opportunities offered within the shared building on Centenary Square in the centre of the city. We market our services to existing and potential clients, to grow our business and generate profits. Generating profits enables Unique Venues Birmingham to contribute to the economy by paying taxes in the UK, pay its staff and reward them for the great work they do.
To achieve our aims, Unique Venues of Birmingham has a legitimate interest to process personal data to identify clients and potential clients, who are in job roles that are likely to use our services and communicate this to them, either by phone, email or post. To establish Legitimate Interest as a lawful basis for processing personal data for these purposes a Legitimate Interest Assessment was conducted.
Occasionally, we may have other grounds to process personal data and these are listed below, along with examples of the circumstances in which they might apply:
Necessary for performance of a contract or to take steps for entering into a contract
When you look to work with Unique Venues Birmingham to host events are our venues, we will need to use your details in order to provide these services.
Necessary in order to comply with a legal obligation
Government bodies, courts and regulators have powers to order us to provide information and, like any other organisation, we sometimes have to comply to their requests.
5. WHO WE SHARE THE PERSONAL DATA WITH
We may provide your information to third parties who help us use it for the purposes described in section 2. For example:
• Our database of personal data may be hosted by third parties on our behalf
• We use a third-party email broadcasting service in order to send you service and marketing emails
• We might use a printing company to produce and send personalised direct mail
• We might use marketing research companies to help us better understanding our clients
These service providers will not be allowed to use your information for their own purposes or on behalf of other organisations, unless you agree otherwise.
If we sell our business to a third party, we will transfer personal data to the company that acquires the business.
We may sometimes need to pass personal data to a regulator such as the Information Commissioner’s Office.
6. WHERE THE PERSONAL DATA IS STORED AND SENT
We are based in the United Kingdom, and we will access and use your information from here.
We also send information elsewhere in the world, for example:
• Where we use cloud-based technology or a data centre or back up facility overseas. In such instances, people in other countries may also need to access that database for purposes such as technical support or system development and testing.
• Whilst countries within the European Union all ensure a high standard of data protection law, some parts of the world may not provide the same level of legal protection in relation to personal data. As a result, when we do send personal data overseas, we will make sure that suitable safeguards are in place to protect the information. Such safeguards may include:
o Putting in place a contract with the recipient containing terms which have been approved by the authorities as providing a suitable level of protection
o Sending the information to an organisation which is a member of a scheme which has been approved by the authorities as providing a suitable level of protection. An example would be a ‘Privacy Shield’ scheme that has been agreed between the European and US authorities.
If your information has been sent overseas like this, you can obtain further information about the safeguards used by contacting us using the details set out in section 1 above.
7. HOW LONG THE PERSONAL DATA KEPT FOR
We will not keep your personal data for longer than we need to.
If you are a representative of one of our clients or potential clients, this means that we will normally keep your data while you or your employer has an ongoing relationship with us or if you have demonstrated an interest in our services within the past six years. You can request us to delete it earlier as explained in section 9.
8. WHETHER THE PERSONAL DATA IS USED TO MAKE DECISIONS ABOUT YOU OR TO PROFILE YOU
We use certain profiling techniques in order to help us to understand our clients and potential clients. This, in turn, helps us to understand which people might be interested in which of our services. We do not use automated decision-making or profiling to make any decisions that will significantly affect you.
9. YOUR RIGHTS IN RESPECT OF THE PERSONAL DATA THAT WE HOLD ABOUT YOU
You have several different rights in relation to the personal data that we hold about you. These are briefly described below. To enquire about exercising these rights, please use the contact details set out in section 1.
Access: You have the right to find out what personal data we hold about you and certain other information such as how long we are using it.
Objection to direct marketing: You have the right to object to us using your personal data for direct marketing purposes. If you do this, we will stop using it for these purposes.
In addition, since 25th May 2018, you also have the following rights:
Rectification: If you believe that information that we hold about you is inaccurate or out of date, you have a right to ask us to correct it.
Objection to legitimate interests: If you disagree with us relying on the legitimate interests found for using your personal data (see section 4 above), you can object to us doing so. We will reassess the extent to which we can continue to use the data in light of your particular circumstances. In the case of emails that are sent on the basis of legitimate interest (see section 4 above), you can do this by clicking on the ‘unsubscribe’ link.
Erasure: In certain circumstances you can ask us to delete your personal data from our systems. However, this usually won’t apply to all of your data because we might have good reason for needing to keep some of it. For example, to communicate with you in regard to future events you are holding at our venue or so that we don’t contact you if we receive your details again in the future.
Restriction: In certain circumstances, you can ask us to restrict the way in which we use your personal data.
Portability: You have the right to receive limited kinds of information in a portable format.
10. WHO YOU CAN COMPLAIN TO IF YOU ARE UNHAPPY ABOUT THE USE OF YOUR PERSONAL DATA
If you are not happy, you should make contact so that we can investigate your concerns. Please contact us using these details:
Post: 2 Broad Street, Birmingham, B1 2EP
Tel: 0121 245 2066
You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO), which is the body that regulates the handling of personal data in the United Kingdom. You can do this online through the ICO’s website at www.ico.org.uk, by telephone on 0303 123 1113, or by writing to them at Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, SK9 5AF.
11. HOW WE KEEP YOUR DATA SECURE
We will take reasonable technical and organisational precautions to prevent the loss, misuse or alteration of your personal information.
We will store all the personal information you provide on our secure (password and firewall-protected) servers.
When accessing the Unique Venues Birmingham website, you agree to be bound by the terms and conditions of the website. Whilst we endeavour to verify the information on the website at all times, we reserve the right to vary, amend or cancel any of the information featured on the website should such alterations be deemed necessary.
Information gained form the website is provided for your own personal non-commercial use and may not be copied or used for any other purpose. You must not undertake to copy, store, distribute or alter any part of the website without prior consent by Unique Venues Birmingham in accordance to the Copyright, Designs and Patents Act 1988.
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Unique Venues Birmingham regularly reviews its policy – the policy was last updated in July 2018.