About Sterling Events Ltd
Sterling Events has been organising conferences and exhibitions for over 30 years. We currently run two main events, Primary Care and Public Health; and Health and Wellbeing at Work; as well as events on behalf of clients. These are all covered by this policy. We take the protection of data we collect extremely seriously and will endeavour to protect this data in every way possible. Data is important to us as an organisation because it enables us to promote our events in a targeted manner to previous and future relevant delegates; to promote our events to previous and future relevant exhibitors and sponsors; to provide our contractors and suppliers with the basic information they require to run our events effectively. We do not sell data to any third parties.
We currently use HubSpot for storing all potential delegate data. This is made up of previous delegates, potential delegates registering an interest, anyone wishing to join our mailing list, and any lists we purchase from time to time. This is not shared with or sold to any third parties and is managed by our marketing team. People can opt out of this list at any time.
The majority of delegates register for our events online via our website. Some may register over the telephone or onsite at an event. Potential delegates may register an interest prior to registering as a delegate and this data is stored within in our CRM, HubSpot. Once registered, data is stored by our virtual platform provider, i-vent, and cannot be shared with any other organiser. We use this information for the following:
- To send out early registration details and a conference programme
- To send registration confirmation once registered
- To send a link to be able to access the virtual event platform
- To send information prior to the event that will aid delegate planning
- To send final reminders
- To send a feedback form following the event
- To send a CPD certificate
- To send information for next year’s event to ensure they are able to register early.
- By registering for the event, the delegate permits us to use the information for the above purposes
- Where a delegate states that we are able to share their details (excluding telephone number) with exhibitors, we share this with a small number of our exhibitors and sponsors. Delegates can request that their details not be shared with exhibitors. We do not share the information with anyone else
- By visiting an exhibiting stand and engaging with its content, you agree to share your details (excluding mobile number) with that exhibitor
- As our events are networking events, delegates will be able to choose whether or not they wish to be able to network with other delegates, exhibitors and sponsors. This is done when they set up their profile on the virtual platform
Exhibitor and Potential Exhibitor Data
By signing up as an exhibitor or registering an interest in the event, you are permitting us to use the information provided to:
- Send information about the event
- Send confirmation, invoices and relevant information once a stand is booked
- Any information uploaded to a stand is the sole responsibility of the exhibitor and he organisers can cannot accept responsibility for any errors that may
- Exhibitor names and logos will appear on the event website unless otherwise informed
Upon acceptance of a speaking slot, speakers are requested to complete and return a form which provides their contact and other details. This information will be used as follows:
- To list session title, your name, job title, organisation, photo and logo within the conference programme as it appears on the website, platform and any promotional literature
- Where speaker slides are provided, these can be downloaded, but not copied, by delegates
- Your conference session will be recorded and will be made available on demand to delegates for the duration of the event plus 30 days following the event
- We may from time to time use highlights from these recordings to promote future events
- We do not share any speaker contact details with any third parties whatsoever
Our website contains cookies. When you visit one of our websites, we collect standard internet log information for statistical purposes. To improve our service we collect anonymous web statistics using Google Analytics. They store several cookies on users’ computers or mobiles devices to tell us how many people have visited each web page, how they got there, and where they navigated to from there. The data collected is completely anonymous and does not store any personal details. You have the opportunity to set your computer to accept all cookies, to notify you when a cookie is issued, or not to receive cookies at any time. The way in which you do this depends upon the web browser which you use. We do not make any attempt to identify visitors to our websites. We do not associate information gathered from our sites with personally identifying information from any source. When we collect personal information, for example via an online form, we will explain what we intend to do with it. Our websites may contain links to various third party websites. We are not responsible for the content or privacy practices of any external websites that are linked from our sites.
Twitter and Linked
We maintain a Twitter and LinkedIn account which organisations and individuals can follow. We use these for disseminating exciting news about our events and from time to time provide links to enable followers to register an interest in attending. We do not share this register of interest with third parties.
Surveys and Polls
We use Survey Systems to encourage feedback from delegates, exhibitors and speakers. Feedback is used to plan future events, ensuring that content is relevant to attendees. We do not share personal details with any third party but may share general comments with suppliers if it enables them and us to improve future events. We also run polls before, during and after events as a way of enabling delegates to contribute to conference programmes. Results are anonymous.
What We Will Do in the Event of a Breach
We will endeavour to notify everyone within 72 hours of the breach although if this takes place over a weekend and we are not made aware of it immediately, this may not always be possible.
Disclosing Data for Legal Purposes
In certain circumstances, the Data Protection Act allows personal data to be disclosed to law enforcement agencies without the consent of the data subject. Under these circumstances, Sterling Events will disclose requested data but only following due diligence to ensure such request is legitimate.
Policy last updated: 27 November 2020
Written and reviewed by: Managing Director, Sterling Events Ltd