Privacy policy
Introduction
- We are committed
to safeguarding the privacy of our website visitors and service users.
- This policy applies where
we are acting as a data controller with respect to the personal data of our website visitors and service users; in other words,
where we determine the purposes and means of the processing of that personal data.
- We use cookies on
our website. Insofar as those cookies are not strictly necessary for the provision of our website and services, we will
ask you to consent to our use of cookies when you first visit our website.
- In this policy, "we",
"us" and "our" refer to CarbonFreeConf. For more information about us, see Section 13.
Credit
-
This document was created using a template from SEQ Legal
(https://seqlegal.com/free-legal-documents/privacy-policy).
How we use your personal
data
- In this Section 3 we have set out:
- the general categories
of personal data that we may process;
- in the case of personal data that we did not obtain directly from you, the
source and specific categories of that data;
- the purposes for which we may process personal
data; and
- the legal bases of the processing.
- We may process
data about your use of our website and services ("usage data"). The usage data may include your IP address,
geographical location, browser type and version, operating system, referral source, length of visit, page views and website
navigation paths, as well as information about the timing, frequency and pattern of your service use. The source
of the usage data is our analytics tracking system. This usage data may be processed for the purposes of
analysing the use of the website and services. The legal basis for this processing is our legitimate interests, namely monitoring and improving our website and services.
- We may process your website user account data ("account data"). The account data may include your name and email address.
The source of the account data is you or your employer. The account data may be processed for the purposes of
operating our website, providing our services, ensuring the security of our website and services, maintaining
back-ups of our databases and communicating with you. The legal basis for this processing is our legitimate interests, namely the proper administration of our website and businesss.
- We
may process information that you post for publication on our website or through our services ("publication data"). The
publication data may be processed for the purposes of enabling such publication and administering our website and services.
The legal basis for this processing is our legitimate interests, namely the proper administration of our website and business.
- We may
process information contained in any enquiry you submit to us regarding goods and/or services ("enquiry data"). The enquiry
data may be processed for the purposes of offering, marketing and selling relevant goods and/or services to you. The
legal basis for this processing is our legitimate interests, namely the proper administration of our website and business.
- We may
process information relating to transactions, including purchases of goods and/or services, that you enter into
with us and/or through our website ("transaction data"). The transaction data may include your
contact details, your card details and the transaction details. The source of the transaction data is you and/or
our payment services provider. The transaction data may be processed for the purpose of supplying the purchased goods
and/or services and keeping proper records of those transactions. The legal basis for this processing is the performance of a
contract between you and us and/or taking steps, at your request, to enter into such a contract; providing that, if you are
not the person contracting with us, the legal basis for this processing is our legitimate interests, namely the proper
administration of our website and business.
- We may process information that you
provide to us for the purpose of subscribing to our email notifications and/or newsletters ("notification data"). The
notification data may be processed for the purposes of sending you the relevant notifications and/or newsletters. The
legal basis for this processing is your consent if you wish to do so.
- We may process any of
your personal data identified in this policy where necessary for the establishment, exercise or defence of
legal claims, whether in court proceedings or in an administrative or out-of-court procedure. The legal basis for this
processing is our legitimate interests, namely the protection and assertion of our legal rights, your legal rights and the
legal rights of others.
- We may process any of your personal data identified in
this policy where necessary for the purposes of obtaining or maintaining insurance coverage, managing risks, or
obtaining professional advice. The legal basis for this processing is our legitimate interests, namely the proper
protection of our business against risks.
- In addition to the specific purposes for which we
may process your personal data set out in this Section 3, we may also process any of your personal data where such processing
is necessary for compliance with a legal obligation to which we are subject, or in order to protect your vital interests or
the vital interests of another natural person.
- Please do not supply any other person's
personal data to us, unless we prompt you to do so.
Providing
your personal data to others
- We may disclose your personal data to our insurers
and/or professional advisers insofar as reasonably necessary for the purposes of obtaining or maintaining insurance coverage,
managing risks, obtaining professional advice, or the establishment, exercise or defence of legal claims, whether
in court proceedings or in an administrative or out-of-court procedure.
- Your personal data held in our website database will be stored on the servers
of our hosting services providers identified at heroku.com.
- In addition to the specific disclosures
of personal data set out in this Section 4, we may disclose your personal data where such disclosure is
necessary for compliance with a legal obligation to which we are subject, or in order to protect
your vital interests or the vital interests of another natural person. We may also disclose your personal data where such
disclosure is necessary for the establishment, exercise or defence of legal claims, whether in court proceedings or in
an administrative or out-of-court procedure.
International transfers of your personal data
- In this Section 5,
we provide information about the circumstances in which your personal data may be transferred to countries
outside the European Economic Area (EEA).
- The hosting facilities
for our website are situated in the countries where heroku.com stores its data. The European Commission has made an
"adequacy decision" with respect to the data protection laws of each of these countries. Transfers
to each of these countries will be protected by appropriate safeguards, namely the use of standard data protection
clauses adopted or approved by the European Commission.
-
The video conference hosting service is situated in countries for which the European Commission has made an "adequacy decision"
with respect to the data protection laws of each of these countries. Transfers to each of these countries will be protected
by appropriate safeguards, namely the use of standard data protection clauses adopted or approved by the European Commission.
- You acknowledge
that personal data that you submit for publication through our website or services may be available, via the internet,
around the world. We cannot prevent the use (or misuse) of such personal data by others.
-
Retaining and deleting
personal data
- This Section 6 sets out our data retention policies and procedure, which are
designed to help ensure that we comply with our legal obligations in relation to the retention and deletion of personal
data.
- Personal data that we process for any purpose or purposes shall not be kept for longer
than is necessary for that purpose or those purposes.
- We will retain your personal
data as follows:
- usage data will be retained for a minimum period of 1 hour following the date of
collection, and for a maximum period of 10 days following that date;
- account data
will be retained for a minimum period of 1 s following the date of closure of the relevant account, and for a maximum period of 1 month following
that date;
- publication data will be retained for a minimum period of 1 s following the date when the relevant publication
ceases to be published on our website or through our services, and for a maximum period of 1 month following
that date;
- enquiry data will be retained for a minimum period of 2 months following the date of the
enquiry, and for a maximum period of 1 yr following that date;
- transaction data will be
retained for a minimum period of 2 months following the date of the transaction, and for a maximum
period of 1 yr following that date;
- notification data will be retained for a minimum period
of 1 s following the date that we are instructed to cease sending the notifications, and for a maximum
period of 10 days following that date (providing that we will retain notification data insofar as necessary
to fulfil any request you make to actively suppress notifications).
- Notwithstanding
the other provisions of this Section 6, we may retain your personal data where such retention is necessary for compliance
with a legal obligation to which we are subject, or in order to protect your vital interests or the vital interests of
another natural person.
-
Your rights
- In this Section 7, we have listed the rights that you have under data
protection law.
- Your principal rights under data protection law are:
- the right to
access - you can ask for copies of your personal data;
- the right to rectification - you can ask us to rectify
inaccurate personal data and to complete incomplete personal data;
- the right to erasure - you can ask us to
erase your personal data;
- the right to restrict processing - you can ask us to restrict the processing of
your personal data;
- the right to object to processing - you can object to the processing of your personal data;
- the right to
data portability - you can ask that we transfer your personal data to another organisation or to you;
- the right to complain
to a supervisory authority - you can complain about our processing of your personal data; and
- the right to withdraw
consent - to the extent that the legal basis of our processing of your personal data is consent, you can withdraw
that consent.
- These rights are subject to certain limitations and exceptions. You
can learn more about the rights of data subjects by visiting https://ico.org.uk/for-organisations/guide-to-data-protection/guide-to-the-general-data-protection-regulation-gdpr/individual-rights/.
- You may exercise any of your
rights in relation to your personal data by written notice to us, using the contact details set out below.
About cookies
- A cookie is
a file containing an identifier (a string of letters and numbers) that is sent by a web server to a web browser
and is stored by the browser. The identifier is then sent back to the server each time the browser requests a page
from the server.
- Cookies may be either "persistent" cookies or "session" cookies: a persistent
cookie will be stored by a web browser and will remain valid until its set expiry date, unless deleted by the user before the expiry date;
a session cookie, on the other hand, will expire at the end of the user session, when the web browser is
closed.
- Cookies do not typically contain any information that personally identifies a user,
but personal data that we store about you may be linked to the information stored in and obtained from
cookies.
Cookies
that we use
- We use cookies for the following purposes:
- authentication
and status - we use cookies to identify you when you visit our website and as you navigate our website, and to determine if
you are logged into the website (cookies used for this purpose are: session cookies);
- security - we use cookies as an element of the security measures used to protect
user accounts, including preventing fraudulent use of login credentials, and to protect our website and services
generally (cookies used for this purpose are: session cookies);
- analysis - we use cookies to help us to analyse the use and performance of our website and services (cookies used for
this purpose are: permanent cookies); and
- cookie consent - we use cookies to store your preferences in relation to the use of cookies more generally
(cookies used for this purpose are: permanent cookies).
-
Cookies used by our service providers
- Our service providers use cookies and those cookies may be stored on your computer
when you visit our website.
- We use Google Analytics. Google Analytics
gathers information about the use of our website by means of cookies. The information gathered is used to
create reports about the use of our website. You can find out more about Google's use of information
by visiting https://www.google.com/policies/privacy/partners/ and you can
review Google's privacy policy at https://policies.google.com/privacy. The relevant
cookies are: permanent and session cookies.
- We use BigMarker as a conference room provider.
You can view the privacy policy of this service provider at https://www.bigmarker.com/privacy.
Managing cookies
- Most browsers
allow you to refuse to accept cookies and to delete cookies. The methods for doing so vary from browser to browser, and from
version to version. You can however obtain up-to-date information about blocking and deleting cookies via
these links:
- https://support.google.com/chrome/answer/95647 (Chrome);
- https://support.mozilla.org/en-US/kb/enable-and-disable-cookies-website-preferences (Firefox);
- https://help.opera.com/en/latest/security-and-privacy/ (Opera);
- https://support.microsoft.com/en-gb/help/17442/windows-internet-explorer-delete-manage-cookies
(Internet Explorer);
- https://support.apple.com/en-gb/guide/safari/manage-cookies-and-website-data-sfri11471/mac (Safari); and
- https://privacy.microsoft.com/en-us/windows-10-microsoft-edge-and-privacy (Edge).
- Blocking all cookies will have a negative impact upon the usability of many websites.
- If you block cookies, you will not be able to use all the features on our website.
Amendments
- We may update this policy from time to time by publishing a new version on our website.
- You should check this page occasionally to ensure you are happy with any changes to this policy.
- We may notify you of significant changes to this policy by email.
Our details
- This
website is owned and operated by CarbonFreeConf.
- We are registered in France under
registration number [number], and our registered office is at Guyancourt.
- Our principal place of business is at 12 Place de la Fraternité, 78280, Guyancourt, France.
- You can
contact us:
- by post, by telephone, via our contact form, on the contact number published on our website; or
- by email,
using the email address published on our website.
Data protection officer
- Our data protection officer's
contact details are: admin@carbonfreeconf.com.
Check our terms and conditions
Check our legal notice