PRIVACY NOTICE
OUR COMMITMENT
We are committed to protecting your privacy, as well as the privacy of our website visitors and service users.
It is very important to us that any personal data collected is used in a responsible manner. We process and protect your personal data with care and in full compliance with the relevant provisions of the UK GDPR.
We are committed to being transparent about what personal data we collect, how we collect and process it, and the security measures we have in place. This Privacy Notice explains what you can expect us to do with your personal data, as well as your legal rights in relation to its processing.
WHO WE ARE
This Privacy Notice is provided by Astra Events Limited, an events company specialising in the production of events and the provision of related services.
In this Privacy Notice, “we”, “us” and “our” refer to Astra Events Limited.
Registered address: 54 Hillside Road, Northwood, HA6 1QB, United Kingdom.
Data Protection Representative: Alena Strygina, who can be contacted regarding any queries on the use of your personal data at alena@astraevents.co.uk or 07868 973258.
This Privacy Notice applies where we are acting as a data controller in relation to the personal data of our website visitors and service users.
THE DATA WE COLLECT
Depending on your relationship with us, Astra Events Limited may collect the following categories of personal data:
-Name and contact details
-Address
-Telephone number
-Email addresses
-Date of birth
-Information you provide in enquiries or messages regarding our services or events
-Details relating to your interests, hobbies, education, or employment
-Records of consent (where appropriate).
Our website uses cookies and built-in analytics tools. As a result, we may collect the following data:
-website user information (including user journeys and cookie tracking)
-interaction and usage data (e.g. pages visited, actions taken on the website)
-website statistical information (e.g. traffic sources, session duration, navigation paths)
-location data
-IP addresses
HOW WE COLLECT, USE, PROCESS DATAAND WHY
1. We will usually collect personal data directly from you.
We collect personal data, when you contact us by email, telephone, web form, or in person. This data may be processed for the purposes of responding to your enquiry and communicating with you. The legal basis for this processing is our legitimate interests in operating our business and responding to enquiries.
We collect personal data when you register for or attend our events. This data may be processed for the purposes of managing your participation, providing event updates, and delivering services associated with the event. The legal basis for this processing is our legitimate interests in organising and promoting our events.
For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.
We collect personal data when you subscribe to our updates or newsletters. This data may be processed for the purposes of sending you information about our events, services, and related news. The legal basis for this processing is your consent, which you provide when you choose to subscribe. To be clear, you can withdraw this consent at any time by sending us an email with the word “Unsubscribe” in the message to alena@astraevents.co.uk
2. We may also collect personal data when you complete a survey form via a link provided on our website or sent to you through the contact details you have previously shared with us (for example, through Google Forms). This data may be processed for market research purposes and to help us better understand our audience, so that we can develop and improve our services and offers. The legal basis for this processing is your consent, which you provide by voluntarily completing and submitting the survey.
To be clear, you do have the right to withdraw your consent at any time by contacting us using the contact details set out above.
3. As our website uses cookies, we may collect automatically generated data, including (but not limited to) your IP-address, browser type and version, the date and time of your visit, page views, and website navigating paths. We store this data and use it to carry out statistical analyses of how our website is used and to optimize its performance.
We also use built-in analytics tools provided by our website hosting and development platform to gain insights into visitor activity and website performance. In addition, we use Google Analytics and Google Analytics cookies to understand how our website is used in more detail. This information is only shared with Google for the purposes of using their analytics services.
This data may be processed for the purposes of analysing the use of the website and services. The legal basis for this processing is our legitimate interests, namely monitoring and improving our website and services.
For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.
4. We may process any of the personal data described in this Privacy Notice if it is necessary for the purposes of establishment, exercise, or defence of legal claims, whether in court proceedings, administrative processes, or out-of-court procedures. The legal basis for this processing is our legitimate interests in protecting and asserting our own legal rights, the legal rights of our users, and the legal rights of others. Such processing will only take place when it is strictly necessary for these purposes.
For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.
5. We may process the personal data described in this Privacy Notice where it is necessary to obtain or maintain insurance coverage, manage business risks, or seek professional advice. In this case this data may be processed for the purposes of ensuring the proper protection and risk management of our business. The legal basis for this processing is safeguarding the company against potential risks.
For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.
WHO HAS ACCESS TO DATA & WHO WE SHARE IT WITH
We will never sell your personal data, and it will not be shared with third parties for their own direct marketing.
Personal data collected by Astra Events Limited will usually remain within the company and be processed only by authorised employees. Some processing may be carried out by trusted third-party service providers (such as website developers or cloud storage providers), who act solely on our instructions and under appropriate safeguards.
On occasion, we may need to share personal information in order to meet our legal obligations or for contractual reasons. This may include sharing with lawyers, insurers, accountants or government authorities. 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, administrative processes, or out-of-court procedures.
In addition, information may be shared in aggregated and anonymised form with partners or third partners for reporting or marketing purposes (for example, overall audience trends or statistics).
HOW LONG WE KEEP PERSONAL DATA
We are committed to complying with our legal obligation regarding the retention and deletion of personal information. The type of data and the purpose for which it is collected will determine how long Astra Events Limited will retain it. We will not process your personal data for longer than is necessary.
Personal data collected directly from you will be retained for 3 years from the date of your last contact with us.
Data relating to active contracts (such as contact details for business partners) will be retained for the duration of the contract and for a further 6 years after the contract ends.
Newsletter subscriber data will be retained for as long as newsletters continue to be sent.
Email addresses of individuals who opt out of our newsletter will be kept indefinitely, solely to ensure continued compliance with opt-out requests.
Financial and accounting records will be retained for 6 years from the end of the last company financial year they relate to, or longer if a tax return was filed late or if HMRC requests it.
YOUR RIGHTS AS A DATA SUBJECT
At any point while we are in possession of, or processing, your personal data, you - as the data subject - have the following rights. The lawful basis we rely on may affect the extent of your rights, which are outlined in brief below. You can find more information about your data protection rights, and the exemptions that may apply, on the ICO’s website:
-Your right of access – You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for.
-Your right to rectification - You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete.
-Your right to erasure - You have the right to ask us to delete your personal information.
-Your right to restriction of processing - You have the right to ask us to limit how we can use your personal information.
-Your right to object to processing - You have the right to object to the processing of your personal data.
-Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you.
-Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time.
-Your right to object to automated processing, including profiling – you have the right not to be subject to a decision based solely on automated processing, including profiling, where that decision produces legal effects or significantly affects you.
-Your right to judicial review - if Astra Events Limited refuses your request under rights of access, we will explain the reason for our decision. You also have the right to lodge a complaint.
If you make a request, we must respond to you without undue delay and in any event within one month.
To make a data protection rights request, please contact us using the contact details at the top of this Privacy Notice.
THIS PRIVACY NOTICE
Astra Events Limited may update this Privacy Notice from time to time. Our website will be updated when necessary to reflect the most recent and up to date copy of this notice. Please check this Privacy Notice page occasionally to ensure that you are happy with any changes.
COMPLAINTS
If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.
If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.
The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113
Website: https://www.ico.org.uk/make-a-complaint
OUR COMMITMENT
We are committed to protecting your privacy, as well as the privacy of our website visitors and service users.
It is very important to us that any personal data collected is used in a responsible manner. We process and protect your personal data with care and in full compliance with the relevant provisions of the UK GDPR.
We are committed to being transparent about what personal data we collect, how we collect and process it, and the security measures we have in place. This Privacy Notice explains what you can expect us to do with your personal data, as well as your legal rights in relation to its processing.
WHO WE ARE
This Privacy Notice is provided by Astra Events Limited, an events company specialising in the production of events and the provision of related services.
In this Privacy Notice, “we”, “us” and “our” refer to Astra Events Limited.
Registered address: 54 Hillside Road, Northwood, HA6 1QB, United Kingdom.
Data Protection Representative: Alena Strygina, who can be contacted regarding any queries on the use of your personal data at alena@astraevents.co.uk or 07868 973258.
This Privacy Notice applies where we are acting as a data controller in relation to the personal data of our website visitors and service users.
THE DATA WE COLLECT
Depending on your relationship with us, Astra Events Limited may collect the following categories of personal data:
-Name and contact details
-Address
-Telephone number
-Email addresses
-Date of birth
-Information you provide in enquiries or messages regarding our services or events
-Details relating to your interests, hobbies, education, or employment
-Records of consent (where appropriate).
Our website uses cookies and built-in analytics tools. As a result, we may collect the following data:
-website user information (including user journeys and cookie tracking)
-interaction and usage data (e.g. pages visited, actions taken on the website)
-website statistical information (e.g. traffic sources, session duration, navigation paths)
-location data
-IP addresses
HOW WE COLLECT, USE, PROCESS DATAAND WHY
1. We will usually collect personal data directly from you.
We collect personal data, when you contact us by email, telephone, web form, or in person. This data may be processed for the purposes of responding to your enquiry and communicating with you. The legal basis for this processing is our legitimate interests in operating our business and responding to enquiries.
We collect personal data when you register for or attend our events. This data may be processed for the purposes of managing your participation, providing event updates, and delivering services associated with the event. The legal basis for this processing is our legitimate interests in organising and promoting our events.
For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.
We collect personal data when you subscribe to our updates or newsletters. This data may be processed for the purposes of sending you information about our events, services, and related news. The legal basis for this processing is your consent, which you provide when you choose to subscribe. To be clear, you can withdraw this consent at any time by sending us an email with the word “Unsubscribe” in the message to alena@astraevents.co.uk
2. We may also collect personal data when you complete a survey form via a link provided on our website or sent to you through the contact details you have previously shared with us (for example, through Google Forms). This data may be processed for market research purposes and to help us better understand our audience, so that we can develop and improve our services and offers. The legal basis for this processing is your consent, which you provide by voluntarily completing and submitting the survey.
To be clear, you do have the right to withdraw your consent at any time by contacting us using the contact details set out above.
3. As our website uses cookies, we may collect automatically generated data, including (but not limited to) your IP-address, browser type and version, the date and time of your visit, page views, and website navigating paths. We store this data and use it to carry out statistical analyses of how our website is used and to optimize its performance.
We also use built-in analytics tools provided by our website hosting and development platform to gain insights into visitor activity and website performance. In addition, we use Google Analytics and Google Analytics cookies to understand how our website is used in more detail. This information is only shared with Google for the purposes of using their analytics services.
This data may be processed for the purposes of analysing the use of the website and services. The legal basis for this processing is our legitimate interests, namely monitoring and improving our website and services.
For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.
4. We may process any of the personal data described in this Privacy Notice if it is necessary for the purposes of establishment, exercise, or defence of legal claims, whether in court proceedings, administrative processes, or out-of-court procedures. The legal basis for this processing is our legitimate interests in protecting and asserting our own legal rights, the legal rights of our users, and the legal rights of others. Such processing will only take place when it is strictly necessary for these purposes.
For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.
5. We may process the personal data described in this Privacy Notice where it is necessary to obtain or maintain insurance coverage, manage business risks, or seek professional advice. In this case this data may be processed for the purposes of ensuring the proper protection and risk management of our business. The legal basis for this processing is safeguarding the company against potential risks.
For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.
WHO HAS ACCESS TO DATA & WHO WE SHARE IT WITH
We will never sell your personal data, and it will not be shared with third parties for their own direct marketing.
Personal data collected by Astra Events Limited will usually remain within the company and be processed only by authorised employees. Some processing may be carried out by trusted third-party service providers (such as website developers or cloud storage providers), who act solely on our instructions and under appropriate safeguards.
On occasion, we may need to share personal information in order to meet our legal obligations or for contractual reasons. This may include sharing with lawyers, insurers, accountants or government authorities. 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, administrative processes, or out-of-court procedures.
In addition, information may be shared in aggregated and anonymised form with partners or third partners for reporting or marketing purposes (for example, overall audience trends or statistics).
HOW LONG WE KEEP PERSONAL DATA
We are committed to complying with our legal obligation regarding the retention and deletion of personal information. The type of data and the purpose for which it is collected will determine how long Astra Events Limited will retain it. We will not process your personal data for longer than is necessary.
Personal data collected directly from you will be retained for 3 years from the date of your last contact with us.
Data relating to active contracts (such as contact details for business partners) will be retained for the duration of the contract and for a further 6 years after the contract ends.
Newsletter subscriber data will be retained for as long as newsletters continue to be sent.
Email addresses of individuals who opt out of our newsletter will be kept indefinitely, solely to ensure continued compliance with opt-out requests.
Financial and accounting records will be retained for 6 years from the end of the last company financial year they relate to, or longer if a tax return was filed late or if HMRC requests it.
YOUR RIGHTS AS A DATA SUBJECT
At any point while we are in possession of, or processing, your personal data, you - as the data subject - have the following rights. The lawful basis we rely on may affect the extent of your rights, which are outlined in brief below. You can find more information about your data protection rights, and the exemptions that may apply, on the ICO’s website:
-Your right of access – You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for.
-Your right to rectification - You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete.
-Your right to erasure - You have the right to ask us to delete your personal information.
-Your right to restriction of processing - You have the right to ask us to limit how we can use your personal information.
-Your right to object to processing - You have the right to object to the processing of your personal data.
-Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you.
-Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time.
-Your right to object to automated processing, including profiling – you have the right not to be subject to a decision based solely on automated processing, including profiling, where that decision produces legal effects or significantly affects you.
-Your right to judicial review - if Astra Events Limited refuses your request under rights of access, we will explain the reason for our decision. You also have the right to lodge a complaint.
If you make a request, we must respond to you without undue delay and in any event within one month.
To make a data protection rights request, please contact us using the contact details at the top of this Privacy Notice.
THIS PRIVACY NOTICE
Astra Events Limited may update this Privacy Notice from time to time. Our website will be updated when necessary to reflect the most recent and up to date copy of this notice. Please check this Privacy Notice page occasionally to ensure that you are happy with any changes.
COMPLAINTS
If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.
If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.
The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113
Website: https://www.ico.org.uk/make-a-complaint