Privacy policy

The following terms will be used throughout this document.

‘Rail Wellbeing Live’

A company registered in England offering Event Production Services including delegate registration on behalf of a client.

‘Client’

A company or organisation who has entered into a contract with Rail Wellbeing Live for the provision of Event Production services

‘User’

An individual who has access to and uses our delegate booking systems to register their attendance at an event managed by us on behalf of a Client

‘Connected Event’

The name given to a cloud hosted event booking system which is wholly owned by Rail Wellbeing Live

‘Site’

A reference to the Connected Event Website

‘Personal Identification Information ’or ‘Personal Information’

Information provided which is personal to a User of the Connected Event Site

‘Event’

A conference, awards dinner, or other occasion organised by our Client in connection with their business or an associated business and / or an individual occurrence of a website within Connected Event specifically related to an individual Client Event project

‘Delegate’

An individual who is registering or has registered to attend an Event. In this context they will be a User of Connected Event

‘Registration’

The process of entering Personal and other information and confirming your attendance at an Event

‘Administration Section’

The part of the Connected Event Site that is used for the creation, editing and administration of individual Events and User information

‘Authorised User’

A User with access to the Administration Section of the Site

‘Authorised Client Contact’

A person working for or with the approval of the Client on a specific Event that has the permission of the Client to have access to relevant Personal Information

This Privacy Policy governs the manner in which Rail Wellbeing Live on behalf of its Clients collects, uses, maintains and discloses information collected from Users who register their attendance at an Event using the Rail Wellbeing Live ‘Connected Event’ website.

The Site is a system for the creation of bespoke event websites which allow Delegates to register their attendance at an event and our client to communicate information about the event. A formal contract / purchase order for the provision of event services will exist between Rail Wellbeing Live and our Client in all cases where Users are invited to submit Personal Information.

All use of Connected Event is based on individual Client Event projects and the Site can host more than one Event concurrently. All information, including Personal Information, is stored and managed on an individual Event basis.

This Privacy Policy applies to the Site and all communication connected to the Site. This Site is for the sole use of our Clients and their Delegates to facilitate attendance at an event for which we have been engaged to provide delegate management services. It is not intended for the general public.

We may collect Personal Identification Information from Users in a variety of ways, including, but not limited to, when Users visit our Site, register on the Site, respond to a survey, fill out a form, and in connection with other activities, services, features or resources we make available on our Site.

Users may be asked for, as appropriate, name, email address, mailing address, phone number, personal information and preferences and relevant business information. We will collect Personal Identification Information from Users only if relevant to the Event and approved by our Client and if they voluntarily submit such information to us. Users can always refuse to supply Personal Information, except that it may prevent them from engaging in certain Event related activities.

We may collect non-personal identification information about Users whenever they interact with our Site. Non-personal identification information may include the browser name, the type of computer and technical information about Users means of connection to our Site, such as the operating system, the Internet service providers utilised and other similar information.

Our Site may use “cookies” to enhance User experience. User’s web browser places cookies on their hard drive for record-keeping purposes and sometimes to track information about them. A User may choose to set their web browser to refuse cookies, or to alert you when cookies are being sent. If they do so, note that some parts of the Site may not function properly.

Rail Wellbeing Live may collect and use Personal Information for the following purposes:

To facilitate an invitation to a specific Event for a Client of Rail Wellbeing Live.

To send emails to the User about the specific Event.

We may use their email address to invite them to the Event, confirm their attendance, answer their enquiries, questions, and/or other requests.

We adopt appropriate data collection, storage, processing practices and security measures to protect against unauthorized access, alteration, disclosure or destruction of your Personal Information, username, password, transaction information and data stored on our Site. Sensitive and private data exchange between the Site and its Users happens over a SSL secured communication channel and is encrypted and protected with digital signatures. Access to the Administration Section of the Site, and therefore Personal Information stored within, is restricted to Authorised Users whom are employees, or approved contractors of Rail Wellbeing Live.

All Authorised Users have their own unique log-in credentials. Additionally an Authorised Client Contact may be given access to the Administration Section of the Site for the purpose of event administration. Where this is the case they only have access to the specific Event they are involved with and have no access to any other client Events or data.

We do not sell, trade, distribute, or rent Users Personal Identification Information to others in any circumstances. All Personal Information is collected solely for the purposes of enabling a User to register their attendance at an Event.

For planning purposes we will share details of attendees with the Authorised Client Contact or any approved supplier at the request of the Authorised Client Contact.

Each Event hosted within our Connected Event system is for a finite period encompassing a period of time before, during and after the event has taken place. During this period your Personal Information will be used solely in connection with your attendance or participation at the Event concerned.

After the Event and in all cases within 6 months of the last Event date all Personal Information will be deleted from our systems. Prior to this Rail Wellbeing Live will supply, if required, the registration data including Personal Information relating to the Event by means of a password protected excel spreadsheet to an Authorised Client Contact. Rail Wellbeing Live has no responsibility for the storage and security of data that has been communicated to and is held by our clients.

You have certain legal rights to obtain information about whether we hold Personal Information about you, to access Personal Information we hold about you, and to obtain its correction, update, amendment or deletion in appropriate circumstances. Some of these rights may be subject to some exceptions or limitations. We will respond to your request to exercise these rights within a reasonable time (and in all cases within 30 days of receiving a request).

• Data access rights
• Right to restrict processing
• Right of Rectification
• Right to Erasure (Right to be Forgotten)
• Right to object to processing
• Right to withdraw consent
• Data portability rights

Users will not find any commercial advertising on this website. Users may find links to the sites and services of our partners, suppliers, sponsors, licensors and other third parties if relevant to an Event and only when approved by the client for whom Rail Wellbeing Live have been contracted.

We do not control the content or links that appear on these linked sites and are not responsible for the practices employed by websites linked to or from our Site. In addition, these sites or services, including their content and links, may be constantly changing. These sites and services may have their own privacy policies and customer service policies. Browsing and interaction on any other website, including websites which have a link to our Site, is subject to that website’s own terms and policies.

Protecting the privacy of the very young is especially important. For that reason, we never collect or maintain information at our Site from those we actually know are under 18, and no part of our website is structured to attract anyone under 18 or any member of the general public.

Rail Wellbeing Live will ensure that:

• It has a Data Protection Officer with specific responsibility for ensuring compliance with Data Protection
• Everyone processing personal information understands that they are contractually responsible for following good data protection practice
• Everyone processing personal information is appropriately trained to do so
• Everyone processing personal information is appropriately supervised
• Anybody wanting to make enquiries about handling personal information knows what to do
• It deals promptly and courteously with any enquiries about handling personal information
• It describes clearly how it handles personal information
• It will regularly review and audit the ways it hold, manage and use personal information
• It regularly assesses and evaluates its methods and performance in relation to handling personal information
• All staff are aware that a breach of the rules and procedures identified in this notice may lead to disciplinary action being taken against them

Rail Wellbeing Live has the discretion to update this Privacy Policy at any time. When we do, we will revise the updated date at the bottom of this page. We encourage Users to frequently check this page for any changes to stay informed about how we are helping to protect the Personal Information we collect. You acknowledge and agree that it is your responsibility to review this Privacy Policy periodically and become aware of modifications.

By using this Site, you signify your acceptance of this policy. If you do not agree to this policy, please do not use our Site. Your continued use of the Site following the posting of changes to this policy will be deemed your acceptance of those changes