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Privacy Policy UK ReThink '20 Online


Updated October 2020

Online event platform

Proactis ReThink ’20 Online, our annual spend management event, will be run online for 2020 using the WorkCast event platform.

In common with standard industry practice, WorkCast uses cookies to track site usage. They use cookies that are strictly necessary to enable/allow you to move around the event platform. They also use cookies to improve your experience by remembering your details so that you do not need to keep re-entering them when moving between registration and auditorium/event sites. Their cookie policy can be viewed here: https://info.workcast.com/cookie-policy

By registering for Proactis ReThink ’20 Online you are consenting to the use of cookies on the event platform.

Registration for the event

In order to access the event, delegates must register by completing the form hosted on the dedicated ReThink page of our website: https://www.proactis.com/uk/rethink20uk/ which will ask for the delegates:

  • First name
  • Last name
  • Job title
  • Company
  • Email address
  • Phone number
  • Country

Personal data submitted on this website will only be used for the purposes specified in this privacy policy. We may use your personal information to:

  • a) Send information (other than marketing communications) to you which we think may be of interest to you by post, by email or similar technology, but only if you consent to this. You can do so, or refresh your options, by clicking on this link.
  • b) Send to you marketing communications relating to our business which we think may be of interest to you by post or, where you have specifically agreed to this, by email or similar technologies. Again, you can change or refresh your options by clicking on this link.
  • c) Provide other companies who have no involvement with the event with statistical information about our users – but this information will not be used to identify any individual user.

Your personal information is kept private and stored securely by Proactis, under the conditions and requirements as detailed in the GDPR and UK Data Protection Bill (2018) or other EU country versions of the GDPR, collectively known as “Data Protection Legislation” throughout this Policy

Every effort has been made to ensure that a safe and secure email submission process exists, however we do advise those people who use such email forms that they do so at their own risk.

Data retention on the WorkCast event platform

The Proactis ReThink event runs over 3 days, from Tuesday 10 November 2020 to Thursday 12 November 2020, although the platform will be available for visitors for two months after this. The event will be formally closed on Monday 11 January 2021. Your personal data will be stored securely during this period. All personal data will be securely deleted from the event platform no later than 1 month after this final close date.

Data sharing with event exhibitors

Your personal data will be shared with our event exhibitors if you visit their exhibitor booths on the WorkCast platform.
Our justification for processing this is by legitimate interest and we have conducted a Legitimate Interest Assessment as per the GDPR requirements to ensure what we are doing is balanced and fair for both the event attendees and the event exhibitors.
If you wish to opt out of having your personal data being shared with our event exhibitors if you visit their exhibitor booths, we are happy to carry out this request. Please contact events@proactis.co.uk to request this.

Data sharing with our event platform provider WorkCast

WorkCast is a Software as a Service Platform, having developed software application and platforms which are used by its customers on a licenced basis, to host and deliver live online events.
The service provided by WorkCast will require the processing of personal data on Proactis’ behalf in order to perform its obligations as an event platform provider. By registering for Proactis ReThink ’20 Online all delegates are accepting the following:

  1. Proactis is the controller and WorkCast is the processor for the purposes of the Data Protection Legislation.
     

  2. Personal data may be transferred or stored outside the EEA or the country where Proactis and the Authorised Users are located in order to carry out the Services and WorkCast’s other obligations. In this event, Proactis and WorkCast will ensure that all requirements for lawful processing of personal data in such as country are met and assessed prior to this transfer, as per clause 3.3 below.
     

  3. WorkCast shall, in relation to any personal data processed in connection with the performance by WorkCast, in relation to its obligations:

    • (i) Process personal data only on the documented written instructions of Proactis, unless WorkCast is required to by law to process personal data. Laws here refer to the data protection laws of any member of the European Union or UK law (“Data Protection Legislation”)

    • (ii) Where WorkCast is relying on Data Protection Legislation as the basis for processing personal data, WorkCast shall promptly notify Proactis of this before performing the processing required by the Applicable Laws unless the Data Protection Legislation prohibit WorkCast from so notifying Proactis

    • (iii) Not transfer any personal data outside of the European Economic Area and the United Kingdom unless the following conditions are fulfilled:
      (a) Proactis or WorkCast has provided appropriate safeguards in relation to the transfer;
      (b) the data subject has enforceable rights and effective legal remedies;
      (c) WorkCast complies with its obligations under the Data Protection Legislation by providing an adequate level of protection to any personal data that is transferred; and
      (d) WorkCast complies with reasonable instructions notified to it in advance by Proactis with respect to the processing of the personal data;

    • (iv) Provide reasonable assistance to Proactis, in responding to any request from a data subject unless any such request becomes manifestly unreasonable and in ensuring compliance with its obligations under the Data Protection Legislation with respect to security, breach notifications, impact assessments and consultations with supervisory authorities or regulators.

    • (v) Comply with all other obligations and requirements in its’ position as Processor for Proactis, as defined in the GDPR.
       

  4. Proactis consents to WorkCast appointing Amazon AWS and Mailgun as sub-processors of personal data in order for WorkCast to fulfil its’ contractual obligations with Proactis in hosting this Event.

    WorkCast may only appoint other sub-processors in relation to hosting this Event, subject to providing the Proactis in advance with reasonable opportunity to object to the appointment. WorkCast confirms that it has entered or (as the case may be) contractual agreements which reflect the requirements of the Data Protection Legislation.