Visit Leeds is committed to protecting and respecting your privacy.
This policy (and any other documents referred to herein) sets out the basis on which any personal data we collect from you from our Websites (www.visitleeds.co.uk, or www.conferenceleeds.co.uk), and any data that you provide to us by other means or will be processed by us.
Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it.
For the purpose of the Data Protection Act 2018 (the Act), and the General Data Protection Regulations (GDPR) 2018, the data controller is Leeds City Council, you can contact the Visit Leeds team direct if you have any queries call 0113 378 7256, or email [email protected].
1. Information we collect from you
1.1 We collect and process the following data about you:
a. Information that you provide by filling in forms on our Website. This includes information provided at the time of registering to use the Website, subscribing to our service and any additional services, subscribing to the mailing lists, posting material, submitting a conference enquiry form, entering a competition, promotion, reporting a problem with our Website or requesting further services. This information may include name, email address, postal address and contact telephone/mobile number.
b. If you contact us, we may keep a record of that correspondence.
c. We may also ask you to complete surveys from time to time that we use for research purposes, although you do not have to respond to them.
d. Details of transactions you carry out through our Website.
e. Details of your visits to the Website including, but not limited to, traffic data, location data, weblogs and other communication data, whether this is required for our own billing purposes or otherwise and the resources that you access.
2. IP addresses and cookies
2.1 We may collect information about your device, including, where available, your IP address, operating system and browser type, for system administration, internal reporting and to report aggregate information to our partners. This is statistical data about our users’ browsing actions and patterns and does not identify any individual.
a. Strictly necessary cookies. These are cookies that are required for the operation of our platforms. They include, for example, cookies that enable you to log into secure areas of our platforms.
b. Analytical/performance cookies. They allow us to recognise and count the number of visitors and to see how visitors move around our platforms when they are using them. This helps us to improve the way our sites and/or the App works, for example, by ensuring that users are finding what they are looking for easily.
c. Functionality cookies. These are used to recognise you when you return to our platforms. This enables us to personalise our content for you and remember your preferences (for example, your choice of language or region).
d. Targeting cookies. These cookies record your visits to our platforms, the pages you have visited and the links you have followed. We will use this information to make our platforms and any advertising displayed on them more relevant to your interests. We may also share this information with third parties for this purpose.
e. Remarketing cookies. You may notice that sometimes after visiting a site you see increased numbers of adverts from the site you visited. This is because advertisers, including ourselves, pay for these adverts. The technology to do this is made possible by cookies and as such we may place a so-called "remarketing cookie" during your visit. We use these adverts to offer special offers etc to encourage you to come back to our site. We cannot proactively reach out to you as the process is entirely anonymised.
3. Where we store your personal data
3.2 All information you provide to us is stored on our secure servers. Where we have given you (or where you have chosen) a password which enables you to access certain parts of our Website, you are responsible for keeping this password confidential. We ask you not to share a password with anyone.
3.3 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 Website if your own internet connection and usage is not secure; any transmission is at your own risk. Once we have received your information, we will use appropriate procedures and security features to try to prevent unauthorised access.
4. Purpose of the processing, legal basis for the processing and retention periods
4.1 Where you have consented we will use the information held about you in the following ways:
To ensure that content from our Website is presented in the most effective manner for you and for your device.
To provide you with information, products or services that you request from us or which we feel may interest you, where you have consented to be contacted for such purposes. Where we permit our affiliates to use your data, we (or they) will contact you only if you have consented to this.
4.2 Where you have entered in a contract with us, we will use the information held about you in the following way:
To carry out our obligations arising from any contracts entered into through our Website.
4.3 Where you have opted in, we will use the information held about you in the following ways:
-To allow you to participate in interactive features of our service, when you choose to do so.
-To notify you about changes to our service.
-To regularly update you about our services and promotions in Newsletters.
We will also use your data to provide you with information about goods and services which may be of interest to you and we will contact you about these by email, text, or telephone. We will only send these communications to you if you have opted in to receive direct marketing. We do not disclose information about identifiable individuals to our advertisers, but we may provide them with aggregate information about our users (for example, we may inform them that 500 men aged under 30 have clicked on their advertisement on any given day). We may also use such aggregate information to help advertisers reach the kind of audience they want to target (for example, women in SW1).
4.5 Our lawful bases for processing personal data:
a. Viewing our Website and sending us enquiries – With the individuals consent
b. Bookings (with review requests) and eShop orders – Necessary for the performance of a contract.
c. Marketing/eNewsletters – Explicit Consent.
d. Fulfilment of the venue finding service provided by Conference Leeds – with the individuals consent.
5. Our retention periods for your personal data:
5.1 Operational Database records will be deleted after 18 months of last use.
5.2. eMarketing Database records will be deleted after 24 months of last use.
5.3 Conference Leeds Venue Enquiry Database records will be deleted 5 years after the event has taken place.
5.4 All the personal data you provide as part of your subscription will be retained for the length of your subscription. After this point, it will be securely destroyed.
6. Disclosure of your information
6.1 We may disclose your personal information to any member of our group, which means our subsidiaries, our ultimate holding company and its subsidiaries, as defined in section 1159 of the Companies Act 2006.
6.2 We may disclose your personal information to third parties:
a. If we or substantially all of our assets are acquired by a third party, in which case personal data held by us about our customers will be one of the transferred assets.
b. 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 other agreements; or to protect the rights, property, confidential information or safety of our Website, customers, affiliates or others; and, in particular, if we are required to prevent any fraud or fraudulent transactions. This includes exchanging information with other companies and organisations for the purposes of fraud protection and credit risk reduction.
c. As part of our fulfilment of the Conference Leeds venue location service, we will share your contact details with the successful venue in order to proceed to contracting stages of the conference booking.
6.3 Our website, does 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.
7. Your rights
7.1 You have the right to ask us not to process your personal data for any reason, including marketing purposes. We will only use your personal details when you have chosen ‘opt in’ to receiving marketing communications and will clearly name any other organisations who may process your personal data. You can exercise your right to prevent such processing at any time by using the unsubscribe function on a received marketing email or by contacting the Visit Leeds team, 0113 378 7256, [email protected].
7.2 You have a right at any time to stop us from contacting you and can request all information held on you to be deleted/erased.
7.3 You have the right to ask for access to any information we hold about you. To do this, please contact: [email protected] who will advise you on the procedure.
If you have any concerns about our use of your personal information, you can make a complaint to us at [email protected].
You can also complain to the ICO if you are unhappy with how we have used your data.
The ICO’s address:
Information Commissioner’s Office
Helpline number: 0303 123 1113
ICO website: https://www.ico.org.uk