This privacy policy (the Policy) relates to the European Sponsorship Association (ESA), a not-for-profit membership association. ESA is a company registered in England and Wales under company number 02307794 with our registered office address as set out below.
For the purpose of the Policy, any mention of ‘we’, ‘our’ and ‘us’, relates to ESA.
The Policy explains how we use any personal information we collect about you,. It also explains what rights you have to access or change your personal data.
Our website is not intended for children. We do not knowingly collect or maintain the personal information of children under the age of 18. If you are under the age of 13, please do not access our website at any time or in any manner. We will take appropriate steps to delete the personal information of persons under the age of 18.
Topics:
- What information do we collect about you?
- How will we use the information about you?
- Marketing
- Access to your information and correction
- Cookies
- Other websites
- Changes to our privacy policy
- How to contact us
What information do we collect about you?
ESA collects information about you when you register with us. We collect information when you voluntarily complete customer surveys, provide feedback and participate in competitions. Website usage information is collected using cookies. We will collect any information contained in any correspondence between us. For example, if you contact us using a query button on our website or by email or telephone, we may keep a record of that correspondence. We may also collect information transmitted on the website that you upload or post to your website account and/or any correspondence or interactions that you may have with other website users,
How will we use the information about you?
ESA will collect any information that you provide to us when you, for example, make an enquiry, provide feedback or make a complaint over the phone, by email or on our website; order products or services from our website; subscribe to our newsletter and mailing lists; submit a CV or application to a job vacancy; attend an interview or assessment; register to and/or attend our events.
Information that you provide to us
ESA will collect any information that you provide to us when you, for example, make an enquiry, provide feedback or make a complaint over the phone, by email or on our website; order products or services from our website; subscribe to our newsletter and mailing lists; submit a CV or application to a job vacancy; attend an interview or assessment; register to and/or attend our events.
The information you provide to us will include (depending on the circumstances):
(a) Identity and contact data: title, names, job title, Company addresses, email addresses and phone numbers;
(b) Financial Data: If you are using the website to purchase products or services, you will also provide payment details, which may include billing addresses, credit/debit card details and bank account details;
(c) Employment and background data: If you are submitting a job application, you may also provide additional information about your academic and work history, qualifications, skills, projects and research that you are involved in, references, proof of your entitlement to work in the UK, your national security number, your passport or other identity document details, and any other such similar information that you may provide to us;
(d) Survey data: from time to time we might ask if you would be willing to participate in our surveys; if you agree, we will also collect any information that you provide as part of that survey;
(e) Sensitive information: If you are submitting a job application, you may provide information about your race or ethnicity, religious beliefs, sexual orientation, health and whether or not you have any disability; and
(f) We do not collect any special categories of personal data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and genetic and biometric data). Nor do we collect any information about criminal convictions and offences.
How will we use the information about you?
We will use your information either on the basis of:
(a) performance of your contract with us and the provision of our services to you;
(b) your consent (where we request it);
(c) where we need to comply with a legal or regulatory obligation; or
(d) our legitimate interests.
Where we refer to using your information on the basis of our “legitimate interests”, we mean our legitimate business interests in conducting and managing our business and our relationship with you, including the legitimate interest we have in:
4.3.1 personalising, enhancing, modifying or otherwise improving the services and/or communications that we provide to you;
4.3.2 detecting and preventing fraud and operating a safe and lawful business;
4.3.3 improving security and optimisation of our network, sites and services;
4.3.4 informing you of discounts to conferences/ events
ESA collects information about you to:
(a) provide access to our website (including sharing your information with our website hosts and developers) and to provide customer service and support on the basis of our legitimate interest to ensure our website is presented in an effective and optimal manner);
(b) register and manage your account and manage our relationship with you (on the basis of performing our contract with you);
(c) enable you to take part in surveys and competitions on the basis of performing our contract and our legitimate interest to survey use of website and services); and
(d) keep in contact with you about our news, events, and other products and services we think may be of interest to you, provided we have the requisite permission to do so. This will be either on the basis of your consent (where we have requested it) or our legitimate interests to provide you with marketing communications where we may lawfully do so. We use your information, collected from your website visits, to create a better user experience for all our website users. If you no longer wish to be contacted for marketing purposes, please click here.
Who do we share your information with?
We may disclose your personal information to:
a) companies of the ESA group based in the UK;
b) third-party service providers we work with to prepare or send any communications to you, or to assist us in connection with any of our administrative or business functions, or in the provision of any of our products or our services to you (including for example, hosting or operating the website and our databases and site analytics); provided that, where required by European data protection laws and/or the Privacy Shield, we enter into written agreements with those third-party agents and service providers requiring them to provide the same level of protection that European data protection laws and/or the Privacy Shield require and limiting their use of the data to the specified services provided on our behalf;
c) any prospective seller or buyer of our business or assets, only in the event that we decide to sell or buy any of our business or assets;
d) any other third parties (including legal or other advisors, regulatory authorities, courts and government agencies) where necessary to enable us to enforce our legal rights, or to protect the rights, property or safety of our employees or where such disclosure may be permitted or required by law (for example, we may need to disclose certain information to comply with laws, regulations, court orders, subpoenas, search warrants, or other legal reasons in the course of a legal proceeding or in response to a law enforcement agency request);
e) other reputable businesses whose products or services may be of value to you (in the circumstances set out above); provided that, if required by European data protection laws and/or the Privacy Shield, we will (i) enter into written contracts with any unaffiliated third-party data controllers requiring them to provide the same level of protection for your personal information that European data protection laws and/or the Privacy Shield requires; and (ii) limit their use of your personal information so that it is consistent with any consent you have provided and with the notices you have received; and
f) other persons who are due to attend the same ESA promoted event as you, such personal information being included in a list of attendee names with their respective corresponding company names which may be circulated by ESA to all attendees of the ESA event for the purposes of networking.
Where we do share your information with third parties, we will require such third parties to comply with this Policy and maintain appropriate security to protect your information from unauthorised access or processing, unless we have no ability to do so (for example, where we are sharing information with regulatory authorities or courts). In addition, we take reasonable and appropriate steps to ensure that third parties process your personal information in accordance with our European data protection laws and/or Privacy Shield obligations, where applicable, and to stop and remediate any unauthorized processing of your personal information. Under certain circumstances, we may remain liable for the acts of our third-party agents or service providers who perform services on our behalf with respect to their handling of personal data that we transfer to them pursuant to European data protection laws and/or the Privacy Shield.
In processing your membership, we may send your details to, and also use information from, credit reference agencies and fraud prevention agencies.
Your Rights
You have certain rights in respect of the information that we hold about you, including:
* the right to be informed of the ways in which we use your information, as we seek to do in this Privacy;
* the right to ask us not to process your personal data for marketing purposes;
* the right to request access to the information that we hold about you;
* the right to request that we correct or rectify any information that we hold about you which is out of date or incorrect;
* in certain circumstances, the right to ask us to stop processing information about you; and
* the right to lodge a complaint about us to the UK Information Commissioner’s Office (https://ico.org.uk/).
If you would like a copy of some or all of your personal information, please email office@sponsorship.org or write to us at the following address: ESA, Suite 130, 61 Victoria Road, Road, Surbiton, Surrey, KT6 4JX, UK
How we look after your information
We will retain your information for as long as is necessary to provide you with the services that you have requested from us or for as long as we reasonably require to retain the information for our lawful business purposes, such as for the purposes of exercising our legal rights or where we are permitted to do. We use appropriate technological and operational security measures to protect your information against any unauthorised access or unlawful use, such as (a) ensuring the physical security of our offices; (b) ensuring the physical and digital security of our equipment and devices by using appropriate password protection and encryption where necessary; and (c) limiting access to your personal information to those in our company who need to use it in the course of their work.
You can also play a part in keeping your information safe by, for example, choosing a strong account password and changing it regularly; making sure you log out of the website each time you have finished using it; and letting us know if you know or suspect that your account has been compromised, or if someone has accessed your account without your permission.
Cookies and other websites
We use cookies to ensure that you get the most out of our website. Cookies are text files placed on your computer to collect standard internet log information and visitor behaviour information. This information is used to track visitor use of the website and to compile statistical reports on website activity. For further information visit: www.aboutcookies.org or www.allaboutcookies.org. You can set your browser not to accept cookies and the above websites tell you how to remove cookies from your browser – however, in a few cases, some of our website features may not function as a result.
Our website may contain content and links to other sites that are operated by third parties that may also operate cookies. We don’t control these third party sites or cookies and the Policy does not apply to them. Please consult the terms and conditions and privacy policies of the relevant third party site to find out how that site collects and uses your information and to establish whether and for what purpose they use cookies.
If you do not wish for cookies to be installed on your device, you can change the settings on your browser or device to reject cookies. For more information about how to reject cookies using your internet browser settings please consult the “Help” section of your internet browser (or alternatively visit www.aboutcookies.org). Please note that, if you do set your Internet browser to reject cookies, you may not be able to access all of the functions of the website. Changes to our privacy policy
We keep the Policy under regular review.We may need to change this Privacy Policy from time to time in order to address new issues, new technologies, changes in our website or business practices. We will always post these changes so you will know what information we gather and how we may use that information. We will post any changes on our site, or notify you of any material changes. Please also consult this policy regularly for such updates. Any changes will come into effect the next time you engage with us after the changes have been notified.
It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us by updating your profile account information or contacting us via the contact details below.
This Privacy Policy webpage was last updated on 14 August 2023.
How to contact us:
Correspondence address:
ESA
Suite 130
61 Victoria Road
Surbiton
Surrey
KT6 4JX
UNITED KINGDOM
Please contact us if you have any questions about the Policy or information we hold about you.
Registered Office Address:
Russell & Co.
Station House
Station Approach
East Horsley
Leatherhead
England
KT24 6QX
