1.1 We are committed to safeguarding the privacy of all individuals whose personal data we store and process; in this policy we explain how we will handle your personal data.
1.2 This policy applies where we are acting as a data controller with respect to your personal data; in other words, where we determine the purposes and means of the processing of that personal data.
1.3 In this policy, "we", "us" and "our" refer to A&I Events Limited, trading as A&I Group. For more information about us, see section 9.
2. How we use your personal data
2.1 In this section 2 we have set out:
(a) the general categories of personal data that we may process;
(b) in the case of personal data that we did not obtain directly from you, the source and specific categories of that data;
(c) the purposes for which we may process personal data; and
(d) the legal bases of the processing.
2.2 We may process your account data ("account data"). The account data may include your name, postal address, telephone number(s) and email address. The source of the account data is either you, your employer or another organisation that has obtained your consent to share your data with us. The account data may be processed for the purposes of providing our services, ensuring the security of our services, maintaining back-ups of our databases and communicating with you. The legal basis for this processing is either your consent or the performance of a contract between you and us and/or taking steps, at your request, to enter into such a contract.
2.3 We may process your personal data that are provided in the course of the use of our services ("service data"). The service data may include such information as your date of birth, passport details, dietary requirements, access requirements and any other data that you provide and which is essential to our ability to provide you with the services that you have requested. The service data may be processed for the purposes of providing our services, ensuring the security of our services, maintaining back-ups of our databases and communicating with you. The legal basis for this processing is either your consent or the performance of a contract between you and us and/or taking steps, at your request, to enter into such a contract.
2.4 We may process information relating to transactions, including purchases of goods and services, that you enter into with us ("transaction data"). The transaction data may include your contact details, your bank or card details and the transaction details. The transaction data may be processed for the purpose of supplying the purchased goods and services and keeping proper records of those transactions. The legal basis for this processing is the performance of a contract between you and us and/or taking steps, at your request, to enter into such a contract and our legitimate interests, namely our interest in the proper administration of our business.
2.5 We may process information that you provide to us for the purpose of subscribing to our email notifications and/or newsletters ("notification data"). The notification data may be processed for the purposes of sending you the relevant notifications and/or newsletters. The legal basis for this processing is either your consent or the performance of a contract between you and us and/or taking steps, at your request, to enter into such a contract.
2.6 We may process information contained in or relating to any communication that you send to us ("correspondence data"). The correspondence data may include the communication content and metadata associated with the communication. The correspondence data may be processed for the purposes of communicating with you and record-keeping. The legal basis for this processing is our legitimate interests, namely the proper administration of our business and communications with users.
2.7 We may process any of your personal data identified in this policy where necessary for the establishment, exercise or defence of legal claims, whether in court proceedings or in an administrative or out-of-court procedure. The legal basis for this processing is our legitimate interests, namely the protection and assertion of our legal rights, your legal rights and the legal rights of others.
2.8 We may process any of your personal data identified in this policy where necessary for the purposes of obtaining or maintaining insurance coverage, managing risks, or obtaining professional advice. The legal basis for this processing is our legitimate interests, namely the proper protection of our business against risks.
2.9 In addition to the specific purposes for which we may process your personal data set out in this section 2, we may also process any of your personal data where such processing is necessary for compliance with a legal obligation to which we are subject, or in order to protect your vital interests or the vital interests of another natural person.
2.10 Please do not supply any other person's personal data to us, unless we prompt you to do so. If it is necessary for you to supply another person's personal data to us, e.g. for the purposes of providing our services to them, you warrant in doing so, that you have that person's permission to supply their personal data to us and for us to process their personal data in accordance with the terms of this policy.
3. Providing your personal data to others
3.1 We may disclose your personal data to any member of our group of companies (this means our subsidiaries, our ultimate holding company and all its subsidiaries) insofar as reasonably necessary for the purposes, and on the legal bases, set out in this policy.
3.2 We may disclose your personal data to our insurers and/or professional advisers insofar as reasonably necessary for the purposes of obtaining or maintaining insurance coverage, managing risks, obtaining professional advice, or the establishment, exercise or defence of legal claims, whether in court proceedings or in an administrative or out-of-court procedure.
3.3 We may disclose your account data, service data and transaction data to our suppliers or subcontractors insofar as reasonably necessary for the purposes of providing our services, ensuring the security of our services, maintaining back-ups of our databases and communicating with you.
3.4 In addition to the specific disclosures of personal data set out in this section 3, we may disclose your personal data where such disclosure is necessary for compliance with a legal obligation to which we are subject, or in order to protect your vital interests or the vital interests of another natural person. We may also disclose your personal data where such disclosure is necessary for the establishment, exercise or defence of legal claims, whether in court proceedings or in an administrative or out-of-court procedure.
4. International transfers of your personal data
4.1 In this section 4, we provide information about the circumstances in which your personal data may be transferred to countries outside the European Economic Area (EEA).
4.2 We will not normally transfer your personal data to any countries outside the EEA, unless this is necessary in order to provide our services to you, such as making a travel or hotel booking for you.
4.3 In any such cases where it is necessary for your personal data to be transferred to a country outside the EEA we will only transfer the minimum amount of personal data required and appropriate safeguards will be used to protect your personal data, including standard data protection clauses adopted or approved by the European Commission for use in such cases.
5. Retaining and deleting personal data
5.1 This section 5 sets out our data retention policies and procedure, which are designed to help ensure that we comply with our legal obligations in relation to the retention and deletion of personal data.
5.2 We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for.
5.3 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. For example:
(a) By law we have to keep basic information about our customers (including contact, identity, financial and transaction data) for a minimum of six years after they cease being customers, for tax purposes
(b) Where your personal data is used to supply services under a contract, we will retain your data until those services have been provided and until any reporting required under that contract has been completed
(c) Where you have given us your consent to receive communications, or where we communicate with you in accordance with our legitimate interests, we will continue to send communications to you for up to 3 years, or until you tell us you no longer want to receive them. You can unsubscribe at any time using the link in our communications or by contacting us using any of the means listed in 9.4 below.
5.4 In some circumstances you can ask us to delete your data: see section 8, 'Your Rights' below for further information.
5.5 Notwithstanding the other provisions of this section 5, we may retain your personal data where such retention is necessary for compliance with a legal obligation to which we are subject, or in order to protect your vital interests or the vital interests of another natural person.
6. Security of personal data
6.1 We will take appropriate technical and organisational precautions to secure your personal data and to prevent the loss, misuse or alteration of your personal data.
6.2 We will store all your personal data on secure servers, personal computers and mobile devices, and in secure manual record-keeping systems.
6.3 You acknowledge that the transmission of unencrypted (or inadequately encrypted) data over the internet is inherently insecure, and we cannot guarantee the security of data sent over the internet.
6.4 You should ensure that your passwords used to access any of our software and IT systems are not susceptible to being guessed, whether by a person or a computer programme. You are responsible for keeping the passwords confidential and we will not ask you for your passwords except when you log in to our software and IT systems.
7.1 We will publish any changes to this policy on our website at www.a-igroup.co.uk
8. Your rights
8.1 In this section 8, we have summarised the rights that you have under data protection law. Some of the rights are complex, and not all of the details have been included in our summaries. Accordingly, you should read the relevant laws and guidance from the regulatory authorities for a full explanation of these rights.
8.2 Your principal rights under data protection law are:
(a) the right to access;
(b) the right to rectification;
(c) the right to erasure;
(d) the right to restrict processing;
(e) the right to object to processing;
(f) the right to data portability;
(g) the right to complain to a supervisory authority; and
(h) the right to withdraw consent.
8.3 You have the right to confirmation as to whether or not we process your personal data and, where we do, access to the personal data, together with certain additional information. That additional information includes details of the purposes of the processing, the categories of personal data concerned and the recipients of the personal data. Providing the rights and freedoms of others are not affected, we will supply to you a copy of your personal data. The first copy will be provided free of charge, but additional copies may be subject to a reasonable fee.
8.4 You have the right to have any inaccurate personal data about you rectified and, taking into account the purposes of the processing, to have any incomplete personal data about you completed.
8.5 In some circumstances you have the right to the erasure of your personal data without undue delay. Those circumstances include where: the personal data are no longer necessary in relation to the purposes for which they were collected or otherwise processed; you withdraw consent to consent-based processing; you object to the processing under certain rules of applicable data protection law; the processing is for direct marketing purposes; and where the personal data have been unlawfully processed. However, there are exclusions of the right to erasure. The general exclusions include where processing is necessary: for exercising the right of freedom of expression and information; for compliance with a legal obligation; or for the establishment, exercise or defence of legal claims.
8.6 In some circumstances you have the right to restrict the processing of your personal data. Those circumstances are where: you contest the accuracy of the personal data; processing is unlawful but you oppose erasure; we no longer need the personal data for the purposes of our processing, but you require personal data for the establishment, exercise or defence of legal claims; and where you have objected to processing, pending the verification of that objection. Where processing has been restricted on this basis, we may continue to store your personal data. However, we will only otherwise process it: with your consent; for the establishment, exercise or defence of legal claims; for the protection of the rights of another natural or legal person; or for reasons of important public interest.
8.7 You have the right to object to our processing of your personal data on grounds relating to your particular situation, but only to the extent that the legal basis for the processing is that the processing is necessary for: the performance of a task carried out in the public interest or in the exercise of any official authority vested in us; or the purposes of the legitimate interests pursued by us or by a third party. If you make such an objection, we will cease to process the personal information unless we can demonstrate compelling legitimate grounds for the processing which override your interests, rights and freedoms, or the processing is for the establishment, exercise or defence of legal claims.
8.8 You have the right to object to our processing of your personal data for direct marketing purposes (including profiling for direct marketing purposes). If you make such an objection, we will cease to process your personal data for this purpose.
8.9 To the extent that the legal basis for our processing of your personal data is:
(a) consent; or
(b) that the processing is necessary for the performance of a contract to which you are party or in order to take steps at your request prior to entering into a contract, and such processing is carried out by automated means, you have the right to receive your personal data from us in a structured, commonly used and machine-readable format. However, this right does not apply where it would adversely affect the rights and freedoms of others.
8.10 If you consider that our processing of your personal information infringes data protection laws, you have a legal right to lodge a complaint with a supervisory authority responsible for data protection. You may do so in the EU member state of your habitual residence, your place of work or the place of the alleged infringement.
8.11 To the extent that the legal basis for our processing of your personal information is consent, you have the right to withdraw that consent at any time. Withdrawal will not affect the lawfulness of processing before the withdrawal.
8.12 You may exercise any of your rights in relation to your personal data by written notice to us, including by email, in addition to the other methods specified in this section 8.
9. Our details
9.1 Our full legal name is A&I Events Limited.
9.2 We are registered in England and Wales under registration number 6665056 and our registered office is at One Lea House, 211 Loughborough Road, Mountsorrel, LE12 7AR.
9.3 Our principal place of business is at One Lea House, 211 Loughborough Road, Mountsorrel, LE12 7AR.
9.4 You can contact us:
(a) by post, to the postal address given above;
(b) using our website contact form at www.a-igroup.co.uk;
(c) by telephone, on 01509 412122; or
(d) by email, to [email protected]
Date of Last Revision: 19 June 2018
1. Your Consent
2. What is a cookie?
A cookie is a small file of letters and numbers that are placed on your browser or the hard drive of your computer. Cookies contain information that is transferred to your computer's hard drive.
3. Key Concepts
First and third-party cookies: whether a cookie is 'first' or 'third' party refers to the domain placing the cookie.
First-party cookies are those set by a website that is being visited by the user at the time (e.g. cookies placed by www.a-igroup.co.uk).
Third-party cookies: are cookies that are set by a domain other than that of the website being visited by the user. If a user visits a website and another entity sets a cookie through that website this would be a third-party cookie. Persistent cookies: these cookies remain on a user's device for the period of time specified in the cookie. They are activated each time that the user visits the website that created that particular cookie.
Session cookies: these cookies allow website operators to link the actions of a user during a browser session. A browser session starts when a user opens the browser window and finishes when they close the browser window. Session cookies are created temporarily. Once you close the browser, all session cookies are deleted.
4. How to delete and block our cookies
5. How to turn cookies off?
Internet browsers allow you to change your cookie settings. These settings are usually found in the 'options' or 'preferences' menu of your internet browser. You should use the 'Help' option in your internet browser for more details.
- Cookie settings in Internet Explorer
- Cookie settings in Firefox
- Cookie settings in Chrome
- Cookie settings in Safari
6. Can I withdraw my consent?
7. What cookies do we use and why?
The cookies used on our site are categorised as follows:
- Strictly necessary
8. Strictly Necessary
"Strictly Necessary" cookies let you move around the website and use essential features like secure areas and shopping baskets. Without these cookies, services you have asked for cannot be provided. Please note that these cookies do not gather any information about you that could be used for marketing or remembering where you've been on the internet. We use these Strictly Necessary cookies to:
Remember information you have entered on order forms when you navigate to different pages during a web browser session;
- Remember the goods and services you ordered when you get to the checkout page;
- Identify you as being logged in to our website;
- Make sure you connect to the right service on our website when we make any changes to the way the website works; and
- To route users to specific applications of a service, or specific servers.
Accepting these cookies is a condition of using the website, so if you prevent these cookies we can't guarantee your use of our website or how the security on our website will perform during your visit.
"Performance" cookies collect information about how you use our website (e.g., which pages you visit, and if you experience any errors). These cookies do not collect any information that could identify you and are only used to help us improve how our website works, understand what interests our users, and measure how effective our advertising is. We use Performance cookies for:
- Web Analytics: To provide statistics on how our website is used;
- Error Management: To help us improve the website by measuring any errors that occur; and
- Testing Designs: To test different designs of our website.
Some of these cookies are managed by third parties, and you may refer to the third parties' own website privacy notifications for further information. By using our site, you accept the use of "Performance" cookies. Accepting these cookies is a condition of using the website, so if you prevent them we cannot guarantee how our site will perform for you.
"Functionality" cookies are used to provide services or to remember settings to improve your visit. We use Functionality cookies to:
- Remember settings you've applied, such as layout, text size, preferences, and colours;
- Remember if we've already asked you if you want to fill in a survey; and
- Show you when you're logged in to the website.
Some of these cookies are managed by third parties, and you may refer to the third parties' own website privacy notifications for further information
"Targeting" cookies are linked to services provided by third parties, such as 'Like' buttons and 'Share' buttons. Third parties provide these services in return for recognizing that you have visited our website. We use Targeting cookies to:
- Link to social networks like Facebook, who may subsequently use information about your visit to target advertising to you on other websites; and
- Provide advertising agencies with information on your visit so that they can present you with advertisements in which you may be interested.
All of these cookies are managed by third parties, and you may refer to the third parties' own website privacy notifications for further information.
Targeting cookies are not used on this website.
12. More information about cookies
Google Analytics Help Pages
Information about cookies
Useful information about cookies can be found at:
A guide to behavioural advertising and online privacy has been produced by the internet advertising industry which can be found at:
International Chamber of Commerce United Kingdom
Information on the ICC (UK) UK cookie guide can be found on the ICC website section: