PRIVACY POLICY

What does this Privacy Policy cover?  

This Privacy Policy covers any personal data we might collect from you or which we have obtained from a third party: (1) where you have registered an interest in attending LaplandUK, (2) where you purchase a ticket, or are offered a complementary ticket, to attend LaplandUK, (3) where you provide services to us as a supplier or performer, (4) where you have signed up to receive our mailing list, or (5) when you visit our website at www.laplanduk.co.uk  

Who collects information about you?   

LUK Events Ltd is the data controller for LaplandUK’s registration database – this is the database in which your details are stored when you register an interest in attending LaplandUK. When we refer to “we” “our” or “us” in this Privacy Policy we are referring to LUK Events Ltd (company number 07135679).  

Useful Terms  

In this Privacy Policy:  

“Ticketholder” means any individual who purchases a ticket, or is provided with a complimentary ticket, to attend LaplandUK. Ticketholders also includes prospective ticketholders who register an interest in attending LaplandUK via our registration page operated by Expian at www.laplanduk.co.uk.  

“Website Visitors” means individuals who visit our Website and who may decide to provide us with personal information to request further information or to receive marketing communications from us.   

“Personal information” or “personal data” means any information about an individual from which that personal can be directly or indirectly identified.  

What personal information do we collect?   

We may collect, use, store and transfer different kinds of personal information about you which we have grouped together as follows:   

• Identity Data such as your first name, last name, image, registration number, identification documents (such as your driving licence, passport or birth certificate), national insurance number, proof of address documents (such as a utility bill, council tax bill or polling card), job title and company. 
• Contact Data such as your email address, home address, telephone number, emergency contact information, and professional and/or social network contact details. 
• Financial Data which may include (i) credit card and/ or billing information so that we can take payment from you and verify your address details, (ii) Unique Taxpayer Reference number, tax codes or other information required by HMRC, and, (iii) your bank details so that we can pay for the services you provide to us (if this is part of the contractual arrangements between us). 
• Transaction Data such as information about payments and details of purchases you have made. 
• Technical Data such as your internet protocol (IP) address, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform and other technology on the devices you use to access this Website. 
• Usage Data which may include information about how you use our Website 
• Performer Data such as your full name, performer name, name and contact details of your agent and/or manager.  
• Marketing and Communications Data including your preferences in receiving marketing or other communications from us.  
• Criminal Convictions Data includes information about criminal convictions proceedings or investigations, court orders, or court proceedings.  
• Health Data includes information about your health or disability.  

How will we use your personal information?  

Ticketholders  

If you would like to purchase a ticket to LaplandUK you will first need to register your details on our registration site operated by our service provider, Expian. To process your registration, we collect your Identity Data and Contact Data and add this information to our registration database. If, during the registration process, you tick the box to sign up to receive our mailing list, we will use your Contact Data to add you to our mailing list database and send you marketing emails.  

If you are purchasing tickets with a view to attending LaplandUK as a Ticketholder, we will need to collect a certain amount of personal data, including your Identity Data, Contact Data, and Financial Data, in order to verify your ticket eligibility and the information provided in your registration, process and fulfil your ticket order, produce, and dispatch your ticket, and to ensure the safety and security of everyone attending LaplandUK. In addition, we may collect your Health Data to facilitate accessibility arrangements or the provision of medical assistance. The LaplandUK site has CCTV which may record your image as you move around the site. We use these to ensure the safety and security of everyone attending LaplandUK.  

We may also use your personal information for the following purposes:  

• To administer and manage our relationship with you, such as responding to communications.  
• To send transactional and service messages in relation to your ticket  
• To provide customer service and support.  
• For other business purposes, such as research and analysis, business development and planning, determining the effectiveness of, and improving, LaplandUK.  
• To send you information which we think you may find interesting (such as details about future events), in accordance with your marketing preferences.  
• To comply with legal or regulatory requirements.  
• To help us establish, exercise, or defend legal claims.  

Suppliers and Performers  

If you are working for or on behalf of LaplandUK, you or your representatives will be required to supply a certain amount of personal data, which may include your Identity Data, Contact Data, Financial Data and Performer Data, in order for LaplandUK to comply with our legal obligations (such as verifying your right to work in the UK, and providing payroll information to HMRC), to fulfil your contract, supply your accreditation, administer the relationship with you, or contact you in case of an emergency. The personal information provided will be stored and processed by the respective area of LaplandUK you are working or performing at, and by LaplandUK’s central functions for passes and finance administration.   

Depending on the nature and responsibilities of your role we may be required to process your Criminal Convictions Data to carry out a disclosure and barring service (DBS) check (for example if your role involves you working closely with children).  

LaplandUK site has security cameras which may record your image as you move around the site. We use these to ensure the safety and security of everyone attending LaplandUK.  

We will also use your personal information for the following purposes:  

• To store (and update where necessary) your contact details on our database, so that we can contact you in relation to our agreements and the services you provide.  
• To administer and manage our relationship with you and to obtain services from you.  
• To comply with other legal or regulatory requirements.  
• To help us establish, exercise, or defend legal claims.  

Competitions

By participating in any competitions or promotions hosted by LaplandUK, you consent to being automatically opted into our marketing communications. These communications may include newsletters, updates, promotional offers, and other relevant content. You can unsubscribe from these communications at any time by using the ‘Unsubscribe’ link included in our emails or by contacting us directly.
Your personal information will be handled in accordance with our Privacy Policy, which outlines how we collect, use, and protect your data.

Website Visitors  

When you visit our Website, we automatically collect Technical Data and Usage Data about you through our use of cookies and similar technologies to deliver relevant website content to you, to measure and understand the effectiveness of the content we serve you, to improve our Website content marketing and user experience, and to administer and protect the Website. If you use our contact form or any other web form on the Website to get in touch with us, we will collect your Identity Data and Contact Data together with the contents of your message.   

If you sign up to our mailing list, we will collect your Contact Data to add you to our newsletter database and send you marketing emails.   

What is our legal basis for processing your personal information?  

If you are a Ticketholder:  

Where we process your personal information in connection with the sale or provision of a ticket to you, this processing is necessary to perform the contract we have entered into with you.  

Where we process your information to administer and manage our relationship with you, through our use of security cameras on LaplandUK site, or for other business purposes, we consider this is necessary for our legitimate interests and that your interests and fundamental rights do not override those interests.  

Where we process your personal information to send you an email from our mailing list, we do so on the basis of your consent in accordance with your marketing preferences. We will rely on legal obligation if we are legally required to hold your personal information to comply with legal or regulatory requirements, such as disclosure to regulators.  

In the event that we process your Health Data, we will do so on the basis of your explicit consent or, in the event that you are not physically or legally capable of giving such consent, to protect your vital interests.  

If you are a supplier or performer:  

Where we process your personal information in connection with obtaining services from you (or from a third party through which you provide services), this processing is necessary to perform the contract we have entered into with you or the third party providing services to us (as applicable).  

Where we process your information to administer and manage our relationship with you, through our use of security cameras on LaplandUK site, or for other business purposes, we consider this is necessary for our legitimate interests and that your interests and fundamental rights do not override those interests.   

We will rely on a legal obligation if we are legally required to hold or otherwise use your personal information to comply with legal or regulatory requirements, such as verifying your right to work in the UK, providing employee details to HMRC, disclosure to regulators or the performance of DBS checks.   

If you are a Website Visitor:  

Where we process your personal information for the purposes described, we consider this is necessary for our legitimate interests and that your interests and fundamental rights do not override those interests.  

Where we process your personal information to send you LaplandUK newsletter, we do so on the basis of your consent in accordance with your marketing preferences.  

Where we use cookies to collect personal information for the purposes of data analytics, we do so on the basis of your consent.  

How do we collect personal information about you?  

We may collect information from the following sources:  

Directly from you: This is the information you or an individual acting on your behalf has provided directly to us for the purposes set out in this Policy.   

Information we collect automatically: When you visit our website we collect certain Technical and Usage Data automatically from your device. 

Who do we share your personal information with?  

We may share and disclose your personal information with the following categories of third parties for the purposes described in this Privacy Policy:  

Service providers. We use a number of Suppliers who perform functions on our behalf or to provide certain services to us. For example, we use Expian to administer and maintain our registration database and to sell tickets to LaplandUK. Expian have access to your registered personal information for the sole purpose of maintaining your registration details and processing ticket bookings and ticket related enquiries. Expian will not use this information to contact you about anything other than LaplandUK. 

Our service providers are required to keep your personal information confidential and are not allowed to use it for any other purpose than to carry out the services they are performing for us.  

Professional advisors. We may disclose personal information to our professional advisers, such as lawyers, auditors, accountants, and insurers, if necessary, as part of the professional services they are performing. 

Compliance with laws. We may occasionally release your personal or financial information to public bodies, departments or institutions to assist law enforcement, to comply with laws or regulations, or to protect the rights, property or safety of LaplandUK, users of the site or others, including your vital interests or those of another person. 

Security 

We have implemented generally accepted standards of technology and operational security to prevent personal information from being accidentally lost or used or accessed in an unauthorised or unlawful way. We limit access to your personal information to those who have a genuine business need to know it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.  

We also have procedures in place to deal with any suspected data security breach. We will notify you promptly in the event of any breach of your personal data which might expose you to serious risk.  

Our use of cookies 

We may use cookies and other information gathering technologies to learn more about how you interact with our Website. You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. If you disable or refuse cookies, please note that some parts of our Website may become inaccessible or not function properly.  

Third party links and services   

This Website may include links to third-party websites and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy notice of every website you visit.    

How long do we keep your personal information for?   

We will only retain your personal information for as long as necessary to fulfil the purposes we collected it for, including for purposes of satisfying any legal, accounting, or reporting requirements.   

To determine the appropriate retention period for personal information, we consider the amount, nature and sensitivity of the personal information, the potential risk of harm from unauthorised use or disclosure of your personal information, the purposes for which we process your personal information, and whether we can achieve those purposes through other means, and the applicable legal requirements.  

For example, personal data relating to suppliers and performers will be retained for a maximum of 5 Christmas seasons before being securely deleted. 

Marketing  

You may receive marketing communications from us if you have signed up to receive our mailing list and you have not opted out of receiving that information.  You can ask us to stop sending you marketing messages at any time by following the opt-out links in any marketing email sent to you or by contacting LaplandUK’s Data Protection Officer via LaplandUK or writing to the Data Protection Office, LUK Events Limited. Lynton House, 7-12 Tavistock Square, London 

Please note that opting out of marketing communications does not opt you out of receiving important service-related communications.  

Your rights   

Subject to any exemptions provided by law, you may have the right to:  

• Request access to your personal information (commonly known as a “data subject access request”) and to certain other supplementary information that this Privacy Policy is already designed to address. 
• Request correction of the personal information we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected. 
• Request erasure of your personal information. This enables you to ask us to delete or remove personal information 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 information where you have exercised your right to object to processing (see below). 
• Receive the personal information concerning you which you have provided to us in a structured, commonly used, and machine-readable format and have the right to transmit those data to a third party in certain situations; 
• Object to processing of your personal information at any time for direct marketing purposes.  
• Object to decisions being taken by automated means which produce legal effects concerning you or significantly affect you; 
• Object in certain other situations to our continued processing of your personal information; 
• Request the restriction of processing of your personal information. This enables you to ask us to suspend the processing of personal information about you, for example if you want us to establish its accuracy or the reason for processing it. 
• Withdraw your consent to our processing of your personal information, where we have collected and processed it with your consent.  

For more information, please refer to the appropriate data protection legislation or consult the Information Commissioner’s Office for guidance. If you would like to exercise any of these rights, please contact LaplandUK’s Data Protection Officer via LaplandUK or write to the Data Protection Office, LUK Events Limited. Lynton House, 7-12 Tavistock Square, London and let us have enough information to identify you. We may need to request specific information from you to help us confirm your identity. This is a security measure to ensure that personal information 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.  

You will not have to pay a fee to access your personal information (or to exercise any of the 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 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.  

How to contact us   

If you are within the UK, please address requests and questions about this or any other question about this Privacy Policy to LaplandUK’s Data Protection Officer via LaplandUK or write to the Data Protection Office, LUK Events Limited. Lynton House, 7-12 Tavistock Square, London 

How to Complain  

We hope that we can resolve any query or concern that you raise about our use of your personal information.  You also have the right to make a complaint to your supervisory authority, the Information Commissioner’s Office (www.ico.org.uk).