Privacy Notice
The purpose of this notice
This privacy notice explains how we will process your personal information obtained through your use of our website at events.restless.co.uk, through your registration and attendance to our online and offline events, your use of our online forums, and through other interactions with you (for example, networking events, marketing activities, web analytics and user research activities).
Rest Less Events provides a platform to allow for speakers, activity instructors or other third-party hosts to provide customers, members, registered users, or attendees with interactive online and offline events, seminars or webinars in the comfort of their own home or in other suitable venues. Through Rest Less, users, attendees, customers or members can engage in social, engaging and informative events, seminars, webinars or talks both live (in-person/offline or online) and recorded by accessing our wide- ranging library of seminar and webinar resources.
It is important that you read this privacy notice, together with any just in time privacy notices we may provide elsewhere on our website, so that you are fully aware of how and why we are using your data, and what data protection rights you have.
What does this notice cover:
You can either scroll down to read this notice in its entirety (which we recommend), or click on one of the links below to go straight to the section you are interested in.
● Who we are and how to contact us
● Data Protection Legislation
● The personal data we collect
● How we collect personal data
● How and why we use personal data
● Who we share personal data with
● How long we keep personal data
● Your rights
● Keeping personal data secure
● Complaints
● Changes to this privacy notice
Who we are and how to contact us
Who we are. When we say we, us or our in these Attendee Terms, we mean Intrepid Owls Ltd (Trading as Rest Less) with company number 11402887 and ICO registration number ZA461958. Intrepid Owls Ltd acts as a data controller in respect of the personal information that we process about you.
Intrepid Owls Ltd (Trading as Rest Less) is part of the ‘Rest Less Group’ which is made up of the following companies, all of which are registered individually as data controllers with the Information Commissioner’s Office (ICO):
Intrepid Owls Ltd (Trading as Rest Less) with company number 11402887 and ICO registration number ZA461958
Rest Less Financial Services Ltd with company number 13477659 and ICO registration number ZB165325
Rest Less Money Ltd with company number 13538787 ICO registration number ZB165326
Rest Less Mortgages Ltd with company number 13538805 and ICO registration number ZB165333
All companies within the Rest Less Group have their Registered Office Address at 47 Butt Road, Colchester, Essex, CO3 3BZ. You can check our registrations on the Data Protection Public Register by visiting the ICO Website.
For the purposes of the Data Protection Legislation, we are the controller of your personal data. This means that we are responsible for deciding how we hold and use personal information about you.
If you have any questions on what’s in the policy you can email us at [email protected] or write to us at our registered address.
If you wish to contact us for any reason, including because you have any queries or complaints, you can contact us by e-mail at [email protected], or post to the address above.
How we may contact you. If we need to contact you, we will do so by using the contact details you have provided to us when placing your order with us.
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Data Protection Legislation
We are committed to protecting your privacy and safeguarding your personal data. Our use of your personal data is subject to the UK GDPR, the UK Data Protection Act 2018 and other UK privacy laws (together Data Protection Legislation).
The personal data we collect
Personal data means information which relates to an identified or an identifiable individual.
| Types of personal data we may collect | Examples |
|---|---|
| Identity data | first name; surname; title; profile picture |
| Contact data | address; email; telephone number; mobile number; |
| Financial and transactional data | payment card details; bank account details; details of orders made and processed; details of payment received/made; details of invoices received/issued; |
| Professional data | job title; name of business or organisation; professional credentials; professional contact details; |
| Usage data | reviews you posted on our website; free services you signed up to (e.g. our blogs and newsletters); events you attended or expressed interest in; details of free materials you have downloaded from our website; details of the products and services you have purchased from our website with their associated purchase prices; online browsing behaviour; |
| Contract data | details of our contracts with you; |
| Profile data | interests; preferences; bookmarks; shortlists; feedback and survey responses; posts and materials uploaded onto our website; |
| Enquiries data | details of enquiries submitted by you through our website or emailed to us; |
| Technical data | IP address, login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform and other technology on the devices used to access our website. |
| Videoconference recording data | files of video; audio; whiteboard; presentations; chat text. |
Anonymised data
We may also collect, use and share anonymised, aggregated data such as statistical or demographic data for any purpose. Anonymised data may be derived from your personal data but is not considered personal information in law as this information does not directly or indirectly reveal your identity. For example, we may aggregate information on how you use our website to calculate the percentage of users accessing a specific website feature and/or we may share anonymised data with social media providers in order to create a custom audience to enable us to manage marketing preferences and avoid marketing duplications.
Event recordings
You will be informed transparently in advance if one of our events that you are attending via videoconference shall be recorded, either on the event page before you register, in your booking confirmation or as a reminder by email. The recording may be made available to you for replaying purposes for a limited period of time after the event and/or the recording may be used by us for our marketing or PR purposes including disclosing the recording to third parties specifically disclosed and agreed with you. It is prohibited for participants of an event to record video and audio files, in particular if such recording is done covertly, and the distribution or sharing of such recordings is subject to criminal sanctions.
How we collect personal data
We collect most of this information from you direct. However, we may also collect information from other sources.
| Type of source | Examples |
|---|---|
| Your use of our website and services | when you sign up to create an account on our website; when you register for our online/offline events on our website; when you sign up to our newsletter or subscribe to our blog; when you submit an online enquiry; when you complete a survey, submit your feedback or post your review on our website. |
| Direct interactions with you | when you first contact us (e.g. by phone or email); when you attend our online and offline events; when we conduct a customer development interview with you (during this interview we may collect various forms and types of information/data); when you give us your business card or personal information such as contact details; when you register interest in our products or services; when you purchase our products and services. |
| From publicly accessible sources | your website; your profiles on social media platforms (e.g. LinkedIn, Facebook, Twitter); professional networking groups and databases. |
| Directly from a third party | another organisation or professional who told us that you would like to hear from us. |
| Through third party technologies | when you interact with our website, the plug-ins and software we employ on our website collects data for us (e.g. the chat bot on our website, webinar analytics tools and email plug-ins). |
| Automated technologies or interactions | as you interact with our website, emails and advertisements, we may automatically collect technical data about your equipment, browsing actions and patterns. We collect this personal data by using cookies, server logs and other similar technologies. For further details, please see our Cookies Notice. |
| Videoconference interactions with you | as you participate in our events via a videoconference provider; interact via Q&A during our events via videoconference. |
How and why we use personal data
Under the Data Protection Legislation, we can only use your personal data if we have a proper reason for doing so, for example: consent, contract, legitimate interests, or legal obligation.
1. Consent. We may process your data based on your consent to:
- place cookies and similar tracking technologies on your device (please see our Cookies Notice for further details);
- send you our marketing communications (e.g. our blogs, newsletters, and invites to our webinars, events and seminars) if you have not previously bought our products or services;
- share your details with a third party for marketing purposes;
- publish content which you upload to our website; and
- respond to your enquiries.
- record our events which you attend and/or participate in via videoconference; and
- process any online chat content you may submit during an online event.
Where we want to use your data on the basis of your consent, we will ask for such consent separately and clearly.
Right to withdraw consent
You have the right to withdraw consent at any time by:
- emailing us at [email protected]; or
- in case of consent to marketing emails, by using the ‘unsubscribe’ link in our marketing emails.
Right to object to the use of your personal data for marketing purposes
Even if we are not required to obtain your consent for marketing purposes, you can still opt-out of receiving marketing communications at any time, so you are still in control.
2. Contract. We will use your personal data if we need to do it to perform our obligations under a contract with you, or if it is necessary for a contract which we are about to enter with you. For example, if we need to:
- register you as a new customer or administer your account;
- process and deliver your order to you;
- deliver our events to you;
- manage our relationship with you (e.g. to respond to your enquiries or to notify you about changes to our services);
- provide after sale care services (e.g. technical support); and
- enable you to partake in a competition or a prize draw.
3. Legitimate interests. We may process your personal data when we (or third party) have a legitimate reason to use it, so long as this is not overridden by your own rights and interests. For example:
- to manage your account and our relationship with you;
- to manage payments, fees, charges, and to collect debts which you may owe to us;
- to interact with you professionally (e.g. if you represent our current or prospective client, supplier or business partner) to manage our relationship with the organisation you represent;
- to administer and protect our business and our website (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data);
- to deal with your enquiry unrelated to a contract which we may have with you;
- to provide you with a free service (e.g. to allow you to use our website functionalities and tools);
- to send you our marketing communications (e.g. our blogs, newsletters, invites to our webinars, events and seminars) if you have previously bought our products or services, or if you represent our current or prospective business client;
- to ask you to leave a review or complete a survey;
- to increase our business or promote our brand through delivering relevant website content and advertisements to you;
- to measure or understand the effectiveness of the advertising we provide to you;
- to improve our website, products, services, marketing, and customer relationships and understanding;
- to conduct web analytics;
- for the prevention and detection of fraud and spam; and
- for the establishment, exercise or defence of legal claims.
We may ask you to confirm or update your marketing preferences if you instruct us to provide further services in the future, or if there are changes in the law, regulation, or structure of our business.
4. Legal obligation. We may process your personal data to comply with our legal obligation. For example, to:
- notify you about changes to our terms or privacy policy;
- address your complaint; and
- comply with a request from a competent authority.
Who we share personal data with
We may share your information with third parties for the purposes set out in this notice.
Service provision
We may share your details with the host of the Event you register for or attend. If you participate in the interactive activities (for example, use the chat facility) during our events, your personal information (such as your name and the content of your chat messages or verbal messages) may be shared with other attendees of the Event.
We use Stripe, a payment gateway, to process payments through our website and app. If you pay for our products through our website and our app, or if you receive payments from us through our website or app, you will be providing your personal data (for example, details of your payment card and billing address) to Stripe. Please see their privacy policy.
IT and technology
We also share data with providers of tools and services which we use to operate our business. For example:
- website, domain, webinar, and content hosting/management providers;
- website, webinar and user analytics service providers;
- website plugins and marketing software;
- online advertising tools providers;
- direct marketing and analytics services providers;
- customer care tools providers;
- contact relationship management tools providers;
- data storage providers;
- providers of avatar services for our websites and webinars;
- social media providers, social media management tools providers and social media analytics tools; and
- E-commerce providers.
We impose contractual obligations on the above providers to ensure that your personal data is protected.
International data transfers
Transfers of personal data outside the United Kingdom are subject to special rules under the Data Protection Legislation.
If you are based outside the United Kingdom, we may receive and transfer your personal data directly to you to the country where you are based.
We may also transfer your personal data to providers based in the European Economic Area (EEA). The UK Government has recognised the EEA as providing an appropriate level of protection to the data protection rights of individuals.
We may also transfer your personal data to technology providers based in the USA. To protect your information, we have entered into the standard contractual data protection provisions (Standard Contractual Clauses) with the third parties in those territories with whom we share your data. The Standard Contractual Clauses are one of the appropriate data transfer safeguards specified in the UK Data Protection Legislation.
Other sharing
We may also:
- share your personal data with members of our staff, contractors, freelancers and consultants;
- disclose your personal data to professional advisers (e.g. lawyers, accountants, auditors or insurers) who provide professional services to us;
- disclose your personal data to certain third parties if specifically requested or agreed with you (e.g. if you ask us to introduce you to a third party);
- disclose and exchange certain information with law enforcement agencies and regulatory bodies to comply with our legal obligations; and
- share some personal data with other parties, such as potential buyers of some or all of our business or during a re-structuring. The recipient of the information will be bound by confidentiality obligations ; and
- share your personal data, including video recordings of online events, with third parties specifically disclosed and agreed with you for marketing or PR purposes.
Such data recipients will be bound by confidentiality obligations.
How long we keep personal data
We will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements. We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you.
To determine the appropriate retention period for personal data, we consider the amount, nature and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal, regulatory, tax, accounting or other requirements.
For example:
- if you sign up to Rest Less Events, we will keep your personal data for up to 24 months after you delete your Rest Less Events account for data and reporting purposes; or
- if you subscribe to our updates or consent to receiving marketing communications, we will hold your data for that purpose until you unsubscribe or otherwise tell us that you no longer wish to receive such communications; or
- if you attend any of our events via a videoconference provider and the content is recorded, such data as well as the event participation data (including user details of participants, time and subject of the event) will only be stored for as long as necessary to fulfil the specific purpose, as a rule for the duration of the respective contractual relationship taking into account applicable statutory documentation, verification and retention periods. In order to comply with legal requirements, such as commercial and tax documentation, proof and statutory storage obligations, we may store some of your data after the legal deadlines beyond the end of contractual relationships.
We may also anonymise your personal data (so that it can no longer be associated with you) for analytics, research or statistical purposes, in which case we may use this information indefinitely without further notice to you.
Communication data of an event via videoconference (including user details, online metadata and phone dial-in data) may be stored by the videoconference provider beyond the end of our event in accordance with the applicable legal rules. Further information on how the service providers deal with such data can be found in the relevant videoconference provider’s privacy policy.
Your rights
You have a number of rights in relation to your personal data, which allow you to access and control your information in certain circumstances. You can exercise these rights free of charge, unless your request is manifestly unfounded or excessive (in which case we may charge a reasonable administrative fee or refuse to respond to such request).
| Your right | Explanation |
|---|---|
| Access | This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it. |
| Rectification | The right to require us to correct any inaccuracies in your personal data. |
| Erasure (to be forgotten) | The right to require us to delete your personal data in certain situations. |
| Restriction of processing | The right to require us to restrict processing of your personal data in certain circumstances (e.g. if you contest the accuracy of the data we hold). |
| Data portability | The right to receive, in certain situations, the personal data you provided to us, in a structured, commonly used and machine-readable format and/or transmit that data to a third party. |
| To object | The right to object at any time to your personal data being processed for direct marketing (including profiling) or, in certain other situations, to our continued processing of your personal data (e.g. processing carried out for the purpose of our legitimate interests). |
| Not to be subject to automated individual decision-making | The right not to be subject to a decision based solely on automated processing (including profiling) that produces legal effects concerning you, or similarly significantly affects you. |
If you would like to exercise any of those rights, please contact us at [email protected]. Please let us know what right you want to exercise and the information to which your request relates.
Keeping personal data secure
We have appropriate security measures to prevent personal data from being accidentally lost, or used or accessed unlawfully, including:
- data encryption;
- two-factor authentication;
- multi-authentication (for access purposes);
- strong password protection on accounts and secured backup data;
- regular server and cloud backups;
- Antivirus and malware protection, scanning and firewalls;
- data processing procedures; and
- continued PCI compliance.
We limit access to your personal data to those who have a genuine business need to access it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.
We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.
Complaints
We hope that we can resolve any query or concern you may raise about our use of your information. You may contact us by using the contact methods set out in the Who we are and how to contact us section of this policy.
The Data Protection Legislation also gives you a right to lodge a complaint with a supervisory authority, in the country where you work, normally live or where any alleged infringement of data protection laws has occurred. The supervisory authority in the United Kingdom is the Information Commissioner, who may be contacted at https://ico.org.uk/make-a-complaint/, telephone on 0303 123 1113, or by post to: Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF.
We would, however, appreciate the chance to deal with your concerns before you approach the Information Commissioner’s Office, so please contact us in the first instance.
Changes to this privacy policy
This privacy policy was last updated on 21-02-2023.
We may change this privacy notice from time to time, when we do we will publish the new version of the policy on our website. We may also inform you via email.