Privacy Notice

JLICS Privacy Notice

Privacy Statement

Purpose
Judy Lane International Conference Services (hereinafter JLICS) is a conference and association management company. We are contracted by associations to provide them with secretariat support and/or assist with full or partial planning of both national and internationally based conferences.

The purpose of this Privacy Statement is to inform you of the types of personal data JLICS collects, uses, stores or transfers and why.

Personal Data
Personal data is any information that can be used to identify you (such as your name, email, title, phone number, profession) from that data alone or in combination with other identifiers possessed or which can be reasonably accessed.

Data Controller or Data Processor

JLICS may act as either a Data Controller or a Data Processor in respect of your personal data, depending on the circumstances. A Data Controller determines the purposes for which and the manner in which any personal data are, or are to be processed whereas a Data Processor

processes the data on behalf of and according to the instructions of the data controller.

JLICS as Data Controller

If you are an association or company for whom JLICS provides secretariat support and/or full or partial planning of your conference or event, JLICS will act as a data controller in respect of the personal data related to your company that you provide as part of our contract (i.e. your company contact details, bank details etc.).
(When processing personal data on behalf of your association or company - whilst providing secretariat support or assisting with full or partial planning of your conferences – JLICS will acts as a data processor.)

JLICS as Data Processor

If you are a delegate that registers for an event or conference from one of our clients or a sponsor or speaker attending an event or conference or a member of one of our client associations for whom we provide secretariat support, we will process your personal data on behalf of our client. In these circumstances JLICS will act as the data processor.

What information does JLICS collect and why?
JLICS as Data controller

JLICS collects personal client data related to their company. The most common types of personal data we collect include: names, email addresses, IP addresses, other contact details, profession, bank details or tax information.

The information we collect is used to:

Communicate with you and provide you with information related to the agreed scope of work in our contract with you
To issue invoices for services provided or expenses paid on behalf of your company
To make payment

JLICS as Data Processor

On behalf of their clients, JLICS collects personal data necessary for the management of associations, conferences and events.

The most common types of information that we collect include: titles, names, email addresses, IP addresses, other contact details, profession, organisation, industry, license information/numbers, qualifications, survey responses, dietary requirements, accessibility requirements, photos, credit card information, copies of Passport or ID, biographies, head shots etc.

The Personal Data JLICS collects on behalf of their clients may be used to:

process registration,
take payment related to conference participation (such as payment of registration fees, payment of dinner tickets),
manage flights bookings,
book or reserve accommodation on behalf of conference delegates,
organise meals with the appropriate suppliers of food for various dietary requirements,
send conference related information,
provide customer service,
create name badges,
seek accreditation,
gain feedback,
provide reports to the conference host, our client,
take care of sponsor and speaker management,
include delegate lists and/or speaker names on a Conference App and/or printed conference programme,
Association management: process membership, provide access to membership entitlements send information about the (activities) of the association.

Legal basis for processing personal data

JLICS as Data controller

To meet JLICS’ contractual obligations with you
For any purpose required by law.
For the purpose of responding to requests by government, a court of law, or law enforcement authorities conducting an investigation.

JLICS as Data Processor

To meet JLICS’ contractual obligations:
To facilitate and process transactions that take place on the conference websites we are involved in, such as when you register for a conference or ask us to make a hotel room booking or reservation;
b. To process your membership, give you access to your membership entitlements and provide you with relevant information about the association you are a member of.
When you provide consent:
To publish your name in the conference delegate list (this could be a printed or online list or a list on a conference App);
b. To share your personal information with exhibitor and sponsors of the conference you have registered for.
To share any special dietary requirements you have informed us about with any venue where food is provided in connection with the conference you are attending.
For the purpose which may be required by law.
For the purpose of responding to requests by government, a court of law, or law enforcement authorities conducting an investigation.

How does JLICS collect personal information?
JLICS as Data controller

JLICS collects personal information directly when you provide it to us, visit our website, or send us a communication.

JLICS as Data Processor

JLICS collects personal information directly when you provide it to us.
JLICS collects personal information when you provide it to us when you register for an event, subscribe to a newsletter, email list, visit our websites, submit feedback, enter a contest, fill out a survey, or send us a communication.

Who do we share your personal data with?

We sometimes share personal data with the following third parties.

Third parties we work with are:

JLICS as Data Controller and Data Processor

Our IT company who supports our website and other business systems.
Our contractors who support JLICS in our provision of services.

JLICS as Data Processor

Third parties JLICS’ clients have contracted with:

Hotels and Travel agencies - to book your accommodation and/or flights,
Conference venues,
Any venue where food is provided in connection with the conference you are attending to inform them about any special dietary requirements you have informed us about,
Conference App provider (speaker names, biographies and photos and -only if consent has been received- delegate details),
AV provider (speaker details),
Provider of printed conference programme (speaker names and/or -only if consent has been received- delegate details),
An online survey system on which we host conference surveys on behalf of our clients,
An online booking system on which we host events on behalf of our clients,
Payment processors - to allow payment to be made,

Exhibitors and sponsors – to whom you specifically consent to share your data with.

Where do we transfer and store your personal information?
JLICS’ main office is in the UK and this is where your data will be processed. We may also share your personal data with our offices in Canada, the United States, Austria, Tokyo and Singapore. We may disclose your information to recipients outside of where we have offices such as to the country where the conference takes place, or where our contractors reside such as Spain, Austria, Finland and France. We store personal information on secure servers that are managed by us and our service providers. Please note that one of the servers managed by our service provider is located in the US which can result in data being stored in the US. We are careful to work with third parties who maintain appropriate standards of data security compliance.

How do we keep your personal information secure?
We store personal information on secure servers that are managed by us and our service providers, and sometimes hard copy files that are kept in a secure location in the UK. Personal information that we store or transmit is protected by access controls, such as username and passwords, access granted to only those with a need to know and encryption where possible.

What are Cookies?
For more information about cookies, see http://www.allaboutcookies.org.

As you browse our website, advertising cookies will be placed on your computer so that we can understand what you are interested in. Our display advertising partner then enables us to present you with advertising on other sites based on your previous interaction with www.judylaneics.com. The techniques our partners employ, do not collect personal information such as your name, email address, postal address, or telephone number, nor do we share this information directly with them. You can visit this page to opt out of future targeted advertising.

If you’re logged into your account, some of this information could be associated with your account. We’re talking about the following kinds of details:

your IP address or proxy server IP address’;

the domain name you requested;

the name of your internet service provider is sometimes captured depending on the configuration of your ISP connection;

the date and time of your visit to the website;

the length of your session;

the pages which you have accessed;

the number of times you access our site within any month;

the file URL you look at and information relating to it;

the website which referred you to our site; and

the operating system which your computer uses.

Occasionally, we will use third party advertising companies to serve ads based on prior visits to our websites. For example, if you visit our websites, you may later see an ad for our events when you visit a different Site.

How long does JLICS keep your data?
JLICS retains personal data for as long as necessary to provide services and fulfil the transactions you have requested, or for other essential purposes such as complying with our legal obligations and resolving disputes and enforcing our agreements. Because these needs can vary for different data types in the context of different Products or Services, actual retention periods can vary significantly. For more details see the data retention table below. You may request a listing of personal data held or for that data to be edited or erased by emailing JLICS’ office at the contact details below.

Client details	5 years	JLICS will store your personal information for a maximum of 5 years after your contract with JLICS has ended
Employee and contractor records	6 years	JLICS will store your personal information for a maximum of 6 years after your contract with JLICS has ended
Recruitment details	6 months	JLICS will store recruitment details of unsuccessful applicants up to 6 months after the interview
Financial information	7 years	Financial transactions between us might include some personal data. JLICS is required to keep this information for the current financial year plus an additional six years
Personal data collected on behalf of our clients (JLICS as Data Processor)	As agreed with our client(s)	JLICS will retain personal data processed on behalf of our clients in accordance with our client agreement

Your rights as a data subject

JLICS as a Data Controller
At any point whilst JLICS is in possession of or processing your personal data, all data subjects have the following rights:

Right of access– you have the right to request a copy of the information that we hold about you.
Right of rectification– you have a right to correct data that we hold about you that is inaccurate or incomplete.
Right to be forgotten– in certain circumstances you can ask for the data we hold about you to be erased from our records.
Right to restriction of processing– where certain conditions apply you have a right to restrict the processing.
Right of portability– you have the right to have the data we hold about you transferred to another organization.
Right to object– you have the right to object to certain types of processing such as direct marketing.
Right to object to automated processing, including profiling– you also have the right not to be subject to the legal effects of automated processing or profiling.

If JLICS refuses your request under rights of access, we will provide you with a reason as to why, which you have the right to legally challenge.

JLICS at your request can confirm what information it holds about you and how it is processed.

JLICS as a Data Processor
Data subjects that are attendees, speakers or sponsors at one of the conferences or events JLICS manages or data subjects that are members of associations for whom JLICS provides secretariat support should contact the relevant association. JLICS will ensure any request, query or complaint received from a data subject will be forwarded to the relevant association without undue delay.

To access what personal data is held, identification will be required
JLICS will accept the following forms of ID when information on your personal data is requested: a copy of your national ID card, driver’s license, passport, birth certificate and a utility bill not older than three months. A minimum of one piece of photographic ID listed above and a supporting document is required. If JLICS is dissatisfied with the quality, further information may be sought before personal data can be released.

All requests should be made to office@judylaneics.com.

Contact, more information and complaints
For further details on our services and providers or if you have a query about - or wish to make a compliant about - how your personal data is being processed by JLICS or its partners, please contact our office at office@judylaneics.com.

We Would Love To Hear From You!

Contacting the Regulator

If you feel that your data has not been handled correctly, or you are unhappy with our response to any requests you have made to us regarding the use of your personal data, you have the right to lodge a complaint with the Information Commissioner’s Office.

You can contact them by calling 0303 123 1113.

Or go online to www.ico.org.uk/concerns (opens in a new window; please note we can't be responsible for the content of external websites)tside the UK, you have the right to lodge your complaint with the relevant data protection regulator in your country of residence. To get in touch, use the form below or call