MEET BEYOND LONDON PRIVACY POLICY                                                                                                                                              Updated 12/3/2024

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This policy explains when and why we collect personal information about you as a conference and event organiser, how we use it, the conditions under which we may disclose it to others and how we keep it secure.

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We may change this policy from time to time so please check this page occasionally to ensure you are happy with the changes. By subscribing to receive our e-newsletters you are bound by this policy.

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Any questions about this policy should be emailed to jatherton@tourismse.com Company Secretary, or by writing to Tourism South East 40 Chamberlayne Road, Eastleigh Hampshire, SO50 5JH  02380 625400

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Who we are?
The Southern and South East England Tourist Board trading as Tourism South East (Registered in England, No. 1345038) is a not-for-profit organisation with a mission to support the awareness and growth of tourism businesses and destinations within South East England through marketing, training, research and other services.

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What is MEET Beyond London?
The MEET beyond London campaign is a marketing campaign run by Tourism South East which aims to promote conference and event facilities within tourism venues across South East England to those known to be working in the meetings, incentive conference and events (MICE industry). 

Examples of those people that would benefit from receiving information from MEET beyond London would be Conference and event organisers; event management, PA’s and secretaries or key event organisers within associations who are responsible for organising events and seeking venues.

MEET Beyond London is not a conference bureau and no commission is payable. The campaign is purely an awareness driving campaign. No purchase is necessary. All venue contact details are provided to you as an event organiser to make contact with any venue that is of interest to you directly from the communications.

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What information is being collected?
The personal information we collect about you will be your name, job title, company name, address, email address, business type and industry sector. We also ask for your telephone number and if you work for an Association, the number of members you have. These two elements are optional.

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The legal basis for processing your data is 'legitimate interest', because we understand that you operate within the meetings, incentive, conference and events industry and believe that our information will benefit you in your business.
 

We do not use your personal data for any automated decision-making or profiling.

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How is it collected?
Your information is collected in one of four ways

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1. When you subscribe online to receive our free e-newsletters. This can be via our website, within e-newsletters referred by a colleague, via links in social media or if you actively click to confirm you wish to receive our e-newsletters within any competition we run.

2. If you have not actively subscribed to our database you will be receiving our email because we have purchased your details from Target Response, our third party data provider.  Target Response are fully compliant with the new data regulations and we have been advised that you have given your consent for them to pass your contact details to us. If you do not believe this is the case please do contact jatherton@tourismse.com.

3. We have met you at an industry related exhibition such as Confex or the PA Show and you have explicitly opted in to receive our newsletters during form completion for a competition.

4. You have allowed us to scan your badge at an industry related exhibition or networking event . You may not have expressly opted out of marketing messages, however our discussions about MEET beyond London and your agreement to exchange contact details suggested you were happy to receive marketing from us. Your details have been added under the parameters of 'soft opt in' .You are able to opt out at the top and bottom of everyone email sent. 

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Why is it being collected and how will it be used?
MEET Beyond is collecting this information so that we can send you relevant e-newsletters throughout the year. These newsletters will be filled with venue information and inspiration to help you increase your awareness of the array of meeting and event venues in South East England and the facilities they offer. Links to further information will be included.

We may send you the occasional non compulsory survey to complete to help us with industry insights; any answers you provide will be anonymous. You will never be contacted by phone or text.

How will it be stored?
Your information will be held on a secure password protected server and only used to send you e-newsletters and the occasional industry survey.  Your data will be kept on our mailing list and you will be sent emails throughout the year unless you unsubscribe. Our database will be checked annually in April each year. If your email address has becomes dormant for more than one year we will assume this email address is dormant and remove you from our mailing list.

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Who will it be shared with?
The only instance in which we would share information with any other party would be if you enter into one of our competitions and you expressly advise us that you are happy to receive information from the partners only involved in the competition prize. You will still be able to enter the competition if you choose not to receive information from partners.

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Who will it be shared with?

• You can ask to see the personal data we hold about you and we will show you free of charge.

•  We will update the personal data to correct errors when you tell us about them.

• We will supply you with a CSV version of the personal data we hold about you if you ask us to.

• If you wish to make a complaint regarding how we have handled your personal data please contact us initially by email to jatherton@tourismse.com

• If you are not satisfied with the way we have responded to your complaint you can complain to the Information Commissioners Office ( ICO)

•  If you want to stop receiving emails - You can stop receiving email from MEET Beyond London at any time by clicking the unsubscribe link at the      bottom of any e-newsletter you receive.

• We would ideally recommend you unsubscribe from our mailing list so we have a record that you do not wish to be contacted in the future, and can honour your request indefinitely. However we will delete your personal data completely if you ask us to.  Because we purchase data from a third party data supplier, you may be re added to our database as we will not have retained a record of you