Capital Sci-Fi Con Privacy Notice
To enable us to run Capital Sci-Fi Con successfully, we collect and use personal information about individuals. We recognise the trust placed in us by individuals whose information we use.
It is important to us that we are open and honest about the way we use information and we are committed to ensuring that we do so in a manner that is both lawful and respects your privacy.
This notice applies to all visitors to the Capital Sci-Fi Con website, including those who purchase tickets, sign up as event traders or contact us via the website.
This privacy notice sets out the details about how we collect, use and look after information (known as processing) and what you can expect from us.
This policy includes:
Head of Community Fundraising
Children's Hospices Across Scotland
Canal Court
42 Craiglockhart Avenue
Edinburgh
EH14 1LT
Tel: 0131 444 1900
Email: [email protected]
The information we collect, use or access
Depending on how you interact with us, the information we hold about you may include the following:
How we keep your data safe and who has access
We ensure that there are appropriate technical controls in place to protect your personal details; for example, our network is protected and monitored.
We undertake regular reviews of who has access to information that we hold to ensure that your information is only accessible by appropriately trained staff and volunteers and contractors.
We use external companies to collect or process personal data on our behalf. We do comprehensive checks on these companies before we work with them, and put a contract in place that sets out our expectations and requirements.
We may need to disclose your details if required to the police, regulatory bodies or legal advisors.
We will only ever share your data in other circumstances if we have your explicit and informed consent.
How long we keep information about you
We realise it is important for you to know and understand how long we will keep and use your data. We are required by certain laws and regulations to maintain records for certain periods. Once your information is no longer required, it is disposed of securely.
If you purchase an event ticket, sign-up as an event trader or make a donation you will be added to our supporter database, and we generally retain your information as long as necessary, for a period of up to 7 years (for example, for Gift Aid for health and safety, risk assessment, and insurance purposes). We review our supporter database every year to make sure it is up-to-date and delete any data which is no longer relevant or that we are not entitled to retain.
If you contact us via the website, but do not purchase an event, ticket or make a donation, we will hold your contact information for as long as needed to respond to your enquiry. Your information will not be held for longer nor used for any other purpose.
If you visit the website but do not interact with us in any other way, we will not hold any personal information.
Changes to this Policy
We may change this Privacy Policy from time to time. If we make any significant changes in the way we treat your personal information we will make this clear on the Capital Sci-Fi Con Website or by contacting you directly.
Types of information we hold about you
If you support us by making a donation, purchase a ticket for the convention, or sign up as an event trader we will collect:
We will sometimes analyse the data we hold to build a picture of the kind of people who are supporting us. We may use external sources to help us to do this but will always respect your privacy
Whatever it is about CHAS you are interested in, we really want to be as tailored as we can in our communications to you. We also want to engage with you in the best possible way, to help us do this, we will sometimes analyse things like what you are interested in and where you live to help us engage with you in a meaningful way. This is important because it cuts down on broad ranging communications and helps us ask for donations or give information based on what we know they would like to hear about.
Your right to know what we know about you, make changes or ask us to stop using your data
You have a right to ask us to stop processing your personal data, and if it is not necessary for the purpose you provided it to us for (e.g. processing your donation or registering you for an event) we will do so.
Contact us on 0131 444 1900 or [email protected] if you have any concerns.
To enable us to run Capital Sci-Fi Con successfully, we collect and use personal information about individuals. We recognise the trust placed in us by individuals whose information we use.
It is important to us that we are open and honest about the way we use information and we are committed to ensuring that we do so in a manner that is both lawful and respects your privacy.
This notice applies to all visitors to the Capital Sci-Fi Con website, including those who purchase tickets, sign up as event traders or contact us via the website.
This privacy notice sets out the details about how we collect, use and look after information (known as processing) and what you can expect from us.
This policy includes:
- Contacting us about your information.
- The information we collect, use or access
- How we keep your data safe and how we share that information
- How long we keep information about you
- Changes to this Policy
- Contacting us about your information
Head of Community Fundraising
Children's Hospices Across Scotland
Canal Court
42 Craiglockhart Avenue
Edinburgh
EH14 1LT
Tel: 0131 444 1900
Email: [email protected]
The information we collect, use or access
Depending on how you interact with us, the information we hold about you may include the following:
- Your personal details (such as your name, e-mail address, telephone numbers, work address etc);
- Details of contact we have had with you in relation to the provision, or the proposed provision, of our services;
- Our correspondence and communications with you;
- Information about any complaints and enquiries you make to us;
- Information we receive from other sources
- Information used to identify you or devices you use such as IP addresses, MAC addresses or cookies etc.
How we keep your data safe and who has access
We ensure that there are appropriate technical controls in place to protect your personal details; for example, our network is protected and monitored.
We undertake regular reviews of who has access to information that we hold to ensure that your information is only accessible by appropriately trained staff and volunteers and contractors.
We use external companies to collect or process personal data on our behalf. We do comprehensive checks on these companies before we work with them, and put a contract in place that sets out our expectations and requirements.
- The Capital Sci-Fi Con website is hosted by Weebly eCommerce by Square. Section 2 of their privacy policy provides details on what Weebly collect from our website users: https://www.weebly.com/uk/privacy.
- Ticket sales are hosted by Eventbrite Inc. Their Privacy Policy can be found here: https://www.eventbrite.co.uk/support/articles/en_US/Troubleshooting/eventbrite-privacy-policy?lg=en_GB
- Third party analytics services are provided by Google Analytics and Facebook Pixel: https://marketingplatform.google.com/about/analytics/terms/us/ and https://en-gb.facebook.com/business/m/privacy-and-data
We may need to disclose your details if required to the police, regulatory bodies or legal advisors.
We will only ever share your data in other circumstances if we have your explicit and informed consent.
How long we keep information about you
We realise it is important for you to know and understand how long we will keep and use your data. We are required by certain laws and regulations to maintain records for certain periods. Once your information is no longer required, it is disposed of securely.
If you purchase an event ticket, sign-up as an event trader or make a donation you will be added to our supporter database, and we generally retain your information as long as necessary, for a period of up to 7 years (for example, for Gift Aid for health and safety, risk assessment, and insurance purposes). We review our supporter database every year to make sure it is up-to-date and delete any data which is no longer relevant or that we are not entitled to retain.
If you contact us via the website, but do not purchase an event, ticket or make a donation, we will hold your contact information for as long as needed to respond to your enquiry. Your information will not be held for longer nor used for any other purpose.
If you visit the website but do not interact with us in any other way, we will not hold any personal information.
Changes to this Policy
We may change this Privacy Policy from time to time. If we make any significant changes in the way we treat your personal information we will make this clear on the Capital Sci-Fi Con Website or by contacting you directly.
Types of information we hold about you
If you support us by making a donation, purchase a ticket for the convention, or sign up as an event trader we will collect:
- Your name
- Your contact details
- Your date of birth
- Your bank or credit card details
- Provide you with the services, products or information you asked for
- Administer your donation or support your fundraising, including processing gift aid
- Keep a record of your relationship with us
- Manage your marketing preferences
- Understand how we can improve our services, products or information
We will sometimes analyse the data we hold to build a picture of the kind of people who are supporting us. We may use external sources to help us to do this but will always respect your privacy
Whatever it is about CHAS you are interested in, we really want to be as tailored as we can in our communications to you. We also want to engage with you in the best possible way, to help us do this, we will sometimes analyse things like what you are interested in and where you live to help us engage with you in a meaningful way. This is important because it cuts down on broad ranging communications and helps us ask for donations or give information based on what we know they would like to hear about.
Your right to know what we know about you, make changes or ask us to stop using your data
You have a right to ask us to stop processing your personal data, and if it is not necessary for the purpose you provided it to us for (e.g. processing your donation or registering you for an event) we will do so.
Contact us on 0131 444 1900 or [email protected] if you have any concerns.