PWA Privacy Policy

Updated 20 September 2019 (Retention of Information: Dietary/Allergy Information)

The Data Protection Policy employed by PWA has been developed as an extension of our commitment to combine the finest quality services with the highest level of integrity in dealing with our clients, suppliers, associates, affiliates and staff.

This Policy discloses how we collect, use, share, store and protect information gathered about individuals and organisations. It will be continuously assessed against new technologies, business practices and the changing requirements.

Please read the following carefully, in conjunction with the Registration Website Privacy Policy, to understand our views and practices regarding your personal data and how we treat it.

INFORMATION WE COLLECT FROM YOU

Information given to us: This is information provided to us by the Sponsor of an event, so that we may communicate with you on their behalf. This information may include your name, place of employment, email address and phone number.

Personally Identifiable Information: This is information about you that you give to us by completing forms during registration for events on the Registration Website, or by corresponding with us by email, phone or otherwise. This information enables us to provide the services needed for you to attend an event.

The information you give to us may include your name, date of birth, place of employment, email address, phone number, qualifications, dietary requirements/allergies.

A sub-set of this category, Sensitive Data, includes (by way of example), bank account information (for reimbursement of expenses purposes only), passport information (for arrangement of travel only), licence to practice numbers (for compliance transparency reporting only).

This information, captured on the Registration Website, is requested only when there is a legitimate business need to do so. By providing your personal and professional information and data, you give consent for this data to be used for the legitimate business purposes outlined in this Privacy Policy.

USES OF INFORMATION

We will use this information:

• To carry out our obligations arising from contracts entered into with our Client/Sponsor of an event and between you and PWA and to provide you with the necessary travel and hotel arrangements, information and services that you require from PWA.
• To communicate with you and notify you about any changes to the services PWA has arranged or is providing.
• To generate usage reports for providers of services, such as travel companies and hotels, ground transfer companies and banks.
• To combine information about you that we have, and information provided to us from the service providers, in order to facilitate the provision of services to you.
• We may also use the information for the following additional general purposes: to fulfil your requests for services or additional requests/requirements you may have.

SHARING/DISCLOSURE OF INFORMATION:

your personal information will be shared with:

• Companies that may provide specialised services for you; some of these companies may be international in location.
• Companies that are affiliated with PWA; some of these companies may be international in location.
• Third party companies and sub-contractors that PWA hire to perform support services; some of these companies may be international in location.
• International companies, if we are under a duty to disclose or share your personal data in order to comply with any legal obligation and other agreements, or to protect the rights, property or safety of PWA, our customers or others. This includes exchanging information with other companies and organisations for the purposes of fraud protection.
• The Registration Website we use may, from time to time, contain links to and from the websites of our partner networks and affiliates. If you follow a link on these sites, please note that these sites will have their own privacy policies and that PWA does not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data to other websites.

When PWA shares your information with other international companies, these companies will use your information in a manner consistent with the purposes for which it has been collected.

PWA will not sell any personal data, in any form, including mailing lists. All the data collected is for use only between PWA and affiliated third parties and international companies to enable us to organise logistics and ethical compliance reporting corresponding to your attendance at events.

We will not use your personal or professional information for direct marketing purposes without giving you an opportunity to ‘opt-out’ of that use.

INTERNATIONAL:

Your information may also be transmitted within or outside the EEA (European Economic Area) where privacy laws may differ from those in the UK and EU. By submitting your personal data, you agree to this transfer, storing and processing of your personal information by secure server or electronic means. We will take all reasonable steps to ensure that your data is treated securely and in accordance with this policy.

The transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of the data transmitted to our site or from our site. Once we have your personal data, we will use procedures and security features in an endeavour to prevent unauthorised access.

STORAGE OF INFORMATION:

The information we collect from you will be held on our systems for as long as is necessary for the relevant services to be provided. It will be processed by staff who work for the Registration Website or staff who are contracted to work for PWA or one of our suppliers. This includes staff engaged in, amongst other things, the fulfilment of your travel and accommodation requirements, the processing of your professional information for compliance transparency reporting, the processing of payments for reimbursement of your expenses and the provision of all support services provided by PWA and its affiliated and third-party companies.

RETENTION OF INFORMATION:

Some of the personal and professional information you provide to us may be retained for use in future events. Some information will not be retained, and you may be asked to provide it again for future events to ensure the information is accurate at that time.

Dietary/allergies information you provide to us will be held prior to, during and for 5 days after the meeting ends. After this time this information will be permanently deleted.

ERASURE OF INFORMATION:

You may request your personal and professional information is removed from our systems. To do this you will need to email privacy@gcpwa.com to request this in writing.

SUBJECT ACCESS TO INFORMATION:

You have the right to review and access information held about you. Your right of access can be exercised in accordance with the Data Protection Act 1988. You also have the right to require any inaccuracies in your information to be corrected. You can request access to your information by emailing: privacy@gcpwa.com

We may refuse requests that are manifestly unfounded or excessive – if this is the case we will inform you of the reason for refusal. A charge of £10 per request for subject access information will be made.

CHILDREN:

Our site is directed at an adult audience (such as Healthcare Professionals and other individuals who are invited to events) and is not intended for use by persons with a non-commercial interest or personal under 18 years of age. We do not knowingly collect information from or about children.

INFORMATION ABOUT OTHER PEOPLE:

On occasion, you may provide information about other people; for example, you may be able to provide an email address and name of a colleague who may be interested in attending an event. We will use this information to seek approval from our Client/the Sponsor of the event to contact these people for the purposes of inviting them to an event.

CHANGES TO THIS PRIVACY POLICY:

This Privacy Policy is effective as of the date stated on each page of this Policy. We may change this Privacy Policy from time to time and will post any updated versions of this Policy to the PWA website and also onto the Registration website. Please refer back to this Privacy Policy periodically to ensure you are aware of any changes. This Privacy Policy should be read in conjunction with the Privacy Policy of the Registration Website.

QUESTIONS AND CONTACT:

If you have any questions about this Policy or PWA’s use of your personal and professional information, please contact PWA by emailing: privacy@gcpwa.com or by writing to PWA Data Compliance at the registered office: 10-11 Great Russell Street, London WC1B 3NH, United Kingdom.