Worldwide Events, a division of Big Worldwide Ltd, (collectively "Worldwide Events", "we", "us" or "our"), cares about your privacy and data protection. We recommend that you carefully review this Privacy and Cookies Policy. This Policy applies to each Worldwide Events website, event, app, CRM, networking platform and other service (each, a "Service") that refers or links to this Policy.

Changes

We may update this Policy from time to time. Any changes will be posted on this page with an updated revision date. If any changes are material and/or retroactive, we may provide additional notice as appropriate under the circumstances through the Service or by other means. Our use and disclosure of information will be governed by the Policy in effect at the time we gather that information.

By accessing and using the Service, you represent and warrant that you have read and understood, and that you agree to be bound by this Policy.

Definitions

Big Worldwide Ltd is ‘Worldwide Events’ and includes the following brands: m&i, Private Luxury Events, Amour, Love Travel Awards, TFest, Just Meet and additionally covers subsidiaries and affiliated bodies where the Data Protection Act applies.

Data Subject is the individual who is the subject of the personal data.

Data Protection Officer

Big Worldwide Ltd has appointed Kulvir Gakhal, Head of IT as the Data Protection Officer (DPO) who will endeavour to ensure that all personal data is processed in compliance with this Policy and the Principles of the Data Protection Act 1998 and GDPR.

To contact the DPO regarding any data protection queries, email: privacy@wwideevents.com

1. What data do we collect?

You directly provide us with most of the data we collect. We collect data and process data through:

Your input into our web forms, app forms and other mechanisms.
Use of our websites via your browser’s cookies.
Your input into the Service pre and post events.

Data We Collect From You

The type of data we collect from you is dependent on how you interact with us and the Service, this may include:

Contact details, such as: name, email address, postal address and phone number
Account login credentials, such as: username and password
Other account or event registration and profile information, such as employment and professional background, dietary and accessibility requirements, and photo
Payment information, such as: credit or debit card number
Sensitive data revealing health or disability as part of a request for special assistance, or for dietary requirements, or in a medical emergency
Interests and communication preferences, including networking choices

To protect the safety and wellbeing of participants at our events, we may conduct COVID-19 or other disease prevention measures, which may include collection of health data through temperature screening, test-and-trace with the relevant health authority, monitoring for visible symptoms, or referral to quarantine or medical personnel.

Data We Collect From Other Sources

We also may obtain personal information about you from other third parties, including:

Social networks when you grant permission to the Service to access your data on one or more events
Publicly available sources from which we obtain data to supplement the information we hold

Data We Collect From Service Use Or Attendance

Our Service may automatically collect information about how you and your device interact with the Service, this may include:

Computer and/or device, such as IP address, browser type and version, operating system and platform and other technical identifiers, error reports and performance data.
Usage data, such as the features you used, the settings you selected, your URL click through data, including date and time stamp and referring and exit pages, and pages you visited on the Service.

We collect this data using cookies and other technologies. You can control cookies through your browser’s settings and other tools. However, if you block certain cookies, you may not be able to register, login, or access certain parts or make full use of the Service. For more details, visit the cookie policy of the Service.

We also collect footage and imagery captured through recording or photography at our events.

2. How do we use your data?

Consent may be required for the processing of personal data. Any information which falls under the definition of personal identifiable data and is not otherwise exempt, will remain confidential and will only be disclosed to third parties with appropriate consent. Delegates consent to process their data and disclose it to operational partners working with the Big Worldwide Operations department, In order to organise the attendance to our event.

In some cases, specific organisations may publish a detailed privacy policy relating to their services, for example: https://grip.events/wwe-privacy-policy-cookie-policy/. Use of those services indicates acceptance and may grant additional consent as to how Big Worldwide Ltd may process personal data. Big Worldwide Ltd processes some personal data for marketing purposes, and data subjects have the right to request an opt-out to these activities, which must be respected.

How We Process Your Data

Depending on how you interact with us and the Service, we use your personal data to:

Providing you with information about the event that you are attending.
Enabling features such as messaging, meeting schedule, attendee lists and profiles, meeting ratings, and event leaderboards.
Pre-populating web fields such as Buyer and Supplier Profiles, as well as billing details on our payment page.
For analytics and market research purposes to improve our services, develop new products.
Sending emails or push notifications in relation to the event.
Processing complaints, handling disputes, performing audits and meeting statutory requirements.
Provide, activate and manage your access to and use of the Service, including your attendance at events.
Provide customer, technical, product and other support.
Notify you about changes, updates and other announcements related to the Service and our other products and services.
Invite you to participate in user testing and surveys.

Legal Reasons

Certain data is exempted from the provisions of the Data Protection Act which includes the following:

The assessment of any tax or duty

Where the processing is necessary to exercise a right or obligation conferred or imposed by law upon Big Worldwide Ltd. The above are examples only of some of the exemptions under the Act. Any further information on exemptions should be sought from the DPO.

How Do We Share Your Data

Our principle is that we do not share your personal data with third parties for marketing purposes. We share information with contracted third parties for operational purposes in order to organise attendance at an event.

Attendees:

Other third parties:

We may provide your personal data to third parties in order to meet a legal obligation or court order. When transferring personal data outside the European Economic Area we enter into EU Standard Contractual Clauses to comply with our legal obligations.

In addition, in the event of a merger, acquisition, reorganization, bankruptcy, or other similar events, any information in our possession may be transferred to our successor or reassigned.

Event Presentations

Where you submit content, such as write an article or produce a video, for any of the Service or publications or other products, or speak at one of our events, we will process some additional personal information about you, including:

professional biography or profile, produced or approved by you, that may contain your image, likeness, or voice, which may be published and made available to our subscribers, event audiences, or published online via our websites and social media channels for promotional purposes.

Event Operations

As part of our event operations services, we may need to collect government identification information, such as passport and visa details, as well as any relevant health and disability information to ensure all accommodation and dietary requirements are met. This information may be provided to our local agents to secure the most suitable services based on their expert local knowledge. Where this is relevant, we would usually require your consent. However, there are some limited situations where this will not occur such as in a medical emergency.

Our Preferred Travel Management Companies Privacy Policy can be found below: https://www.ctbusinesstravel.co.uk/privacy-statement/

3. How do we store your data?

In accordance with the applicable laws and regulations, we have taken adequate technical and organisational measures to safeguard the security of your personal information. We store the personal information that we process on secure databases and servers that are protected by technical access controls and industrial standard encryption. Please be advised that while we strive to protect your personally identifiable data.

Data Security

We will take appropriate technical and organisational steps to ensure the security of data. All staff will be made aware of this policy and their duties under the Act.

We and therefore all staff are required to respect the data and privacy of others and must ensure that appropriate protection and security measures are taken against unlawful or unauthorised processing of data, and against the accidental loss of, or damage to, all data.

We securely store your data in our cloud-based databases. Your data is encrypted using keys, managed using Key Management Service (KMS). The database storing your data at rest in the underlying storage is encrypted, as are any automated backups, read replicas, and snapshots. We use the industry standard AES-256 encryption algorithm to encrypt your data.

Accuracy

Big Worldwide Ltd will endeavour to ensure that all personal data held in relation to all data subjects is accurate. You must inform us of any changes to information held about you. You have the right in some circumstances to request inaccurate information to be erased. This does not apply in all cases, for example, where records of mistakes or corrections are kept, or records which must be kept in the interests of all parties to which they apply.

Secure Destruction

When data held in accordance with this policy is destroyed, it will be destroyed securely in accordance with best practice at the time of destruction.

Retention of Data

Big Worldwide Ltd may retain data for differing periods of time for different purposes as required by statute or best practices, individual departments incorporate these retention times into the processes and manuals. Other statutory obligations, legal processes and enquiries may also necessitate the retention of certain data.

We will retain your personal identifiable information for the period necessary to fulfil the purposes outlined in this policy, we intend to keep this data for a period of 2 years unless a longer retention period is required or permitted by law. Once this time period has expired, we will delete your data in accordance with best practice at the time of destruction.

Marketing

We would like to send you information about events and services of ours that we think you might like. If you have agreed to receive marketing, you may always opt out at a later date.

You have the right at any time to stop us from contacting you for marketing purposes. If you no longer wish to be contacted for marketing purposes, please email our DPO at privacy@wwideevents.com requesting to be removed from any marketing or directly opt out by managing your preferences within our marketing communications.

4. Our Grounds for Processing

When we collect from you any personal information within the scope of European data protection laws, we do so:

To provide the Service, fulfil a transaction or otherwise perform a contract with you or at your request prior to entering into a contract.
For our compliance with applicable law or other legal obligations.
For the performance of a task carried out in the public interest.
In order to protect your or another person’s vital interests.
Where applicable, with your consent.

and as necessary to operate our business, protect the security of our systems, customers and users, detect or prevent fraud, enable our customers to comply with legal obligations, or fulfil our other legitamate interests as described in the “What Data Do We Collect” and “How We Use Your Data” clauses above, except where our interests are overridden by your privacy rights.

Where we rely on your consent to process personal information, you have the right to withdraw your consent at any time, and where we rely on legitimate interests, you may have the right to object to our processing.

5. What are your data protection rights?

We would like to make sure you are fully aware of all your data protection rights. Every user is entitled to the following:

The right to access

You have the right to request from us for copies of your personal data.

The right to rectification

You have the right to request from us to correct any information you believe is inaccurate. You also have the right to request from us to complete information you believe is incomplete.

The right to erasure

You have the right to request from us to erase your personal data, under certain conditions.

The right to restrict processing

You have the right to object to our processing of your personal data, under certain conditions.

The right to data portability

You have the right to request that we transfer the data that we have collected for another organisation, or directly to you, under certain conditions.

If you make a request, we have one month (30 days) to respond to you. If you would like to exercise any of these right, please contact us at privacy@wwideevents.com.

6. Cookies and similar technologies

How do we use Cookies

We use cookies on the Service. A cookie is a small text file that is delivered with pages from the Service, and which is stored by your browser on the hard drive of your computer or on your smartphone. Cookies have various functions, for example a cookie can store your language preferences or password. Cookies and web beacons do not usually contain any information that could personally identify you.

What type of Cookies do we use

We use both session cookies (which expire once you close your web browser) and persistent cookies (which stay on your device for a set period or until you delete them). We use the following types of cookies for the purposes explained in this chart:

Cookie Type	Purpose
Essential operation	These cookies are necessary in order for you to move around the service as you request. It allows us to recognize what type of attendee, exhibitor, or other subscriber you are so that we can then accordingly provide services.
Functional	These cookies allow us to use certain features of the service in accordance with the choices that you make. These cookies mean that if you continue to use the services or return to the services, we can then provide services tailored for you based on the choices you have made or asked us to hold like your username or your customizations.
Performance and Analysis	We use performance cookies to help us provide a better user experience for you Based on optimizing the services and constantly optimizing the features and performance. We may also obtain information from features that you open or access or click on. This information tells us about the effectiveness of certain features and helps ensure that the content and features we provide are optimized for your interests.

How to manage Cookies

You can set your browser not to accept cookies. However, the Service features may not function as a result.

7. Additional Information and Contacts

Children Under the Age of 13

Our services are directed to adults over 18 years old who attend our events and therefore have a profile on our networking platform. We do not knowingly collect information from children under 13 years of age or have any reasonable grounds for believing that children under the age of 13 are accessing the Services our Website or networking platform or using our services. If we learn that we have inadvertently collected personal information from a child under age 13, we will delete that information as quickly as possible. If you believe that we might have any information from a child under age 13, please contact us at privacy@wwideevents.com.

Contacts

If you have questions about the use of your personal data, please contact us at:

Big Worldwide Limited
PO Box 77485
22 Stephenson Way
London NW1 2HD
privacy@wwideevents.com

Privacy and Cookies Policy