Privacy Policy for ASP - The Event Website Specialists

Last updated: 19 August 2024

Table of Contents

1. What does ASP do?
2. Personal data we collect and process
3. How we use your personal data (our purposes) and our legal basis for processing it
4. Who we share your personal data with
5. Cookies and similar tracking technology
6. How we keep your personal data secure
7. Data retention
8. Your data protection rights
9. Updates to this Privacy Notice
10. How to contact us

We recommend that you read this Privacy Notice in full to ensure you are completely informed about your personal data.

ASP Solutions Ltd ("ASP ") as controller respects your right to privacy. This Privacy Notice explains who we are, how we collect, share and use personal data about you and how you can exercise your privacy rights. This Privacy Notice only applies to personal data that we collect through our website at https://www.asp.events/ (“Website”).

If you have any questions or concerns about our use of your personal data, then please contact us using the contact details under the “How to contact us” heading below.

1. What does ASP do?

ASP is an events technology provider with headquarters in London, UK and a regional office in the USA. We provide digital marketing, website design and hosting expertise and services to event organisers globally. For more information about ASP, please see the “About Us” section of our Website.

2. Personal data we collect and process

a) The personal data we collect from you, either directly or indirectly, will depend on how you interact with us and with our Website. We collect personal data about you from the following different sources:

Information that you provide directly
We collect personal data directly from you when you choose to provide us with this information online. The 'Contact Us' part of our Website will ask you to provide personal data when you request us to get in touch with you.
Information that we collect indirectly
We collect your personal data indirectly, including through automated means from your device when you use our Website. Some of the information we collect indirectly is captured using cookies and other tracking technologies, as explained further in the "Cookies and similar tracking technology" section below.
Information from third parties
We also collect your personal data from third party sources, i.e. our service providers that provide analytics services. Information received from third parties will be checked to ensure that the third party either has your consent or is otherwise legally permitted or required to disclose your personal data to us.

b) The table below describes the categories of personal data we collect from and about you through our online services and activities on our Website.

Personal Data Description	Source
Identity and Contact Data such as your name, email address, company name, job title and phone number.	Directly from you online and offline
Account Data such as name, email address, company name, job title and phone number.	Directly from you online and offline
Transaction Data such as payment details, payment method, transaction statements, your billing address, orders and other details of service that you have purchased from ASP. We may process transaction data through online payments on our Website, or by invoices that we issue to you. We do not collect or store your full credit or debit card details (which are processed by payment service providers who are separate controllers of your data. Please refer to your payment service provider's privacy notice for further details on their data collection practices).	Directly from you online and offline
Device Data collected from (or as a result of your using) your device (including by means of cookies and similar tracking technology), including your device type, operating system and browser type.	Indirectly from you
Communications Data such as your communications in relation to our services or the performance of our Website and other communications with us (including when you interact with our customer service agents offline). This will include information as to how you contact customer services and the channel of communication that you use or any information that you send to us.	Directly from you online and offline
Advertising and Marketing Data such as information relating to your purchases of our services, promotions, preferences in relation to receiving marketing materials from us, communication preferences and your preferences for particular services.	Directly from you online and offline
Website Usage Data such as activity and Website interaction, information that we capture using cookies and similar technologies (see the "Cookies and similar tracking technology" section. This may include [device type, operating system, browser type, user geo-location, page views, scroll behavior, events e.g. video plays, form submissions and where consent is given data from other Google services, such as age, gender, interests and search history.	Indirectly from you

3. How we use your personal data (our purposes) and our legal basis for processing it

We use the personal data that we collect from and about you only for the purposes described in this Privacy Notice or for purposes that we explain to you at the time we collect your information. Depending on our purpose for collecting your information, we rely on one of the following legal bases:

Contract - we require certain personal data in order to provide the services you purchase from us;
Legal obligation – there may be instances where we must process and retain your personal data to comply with laws or to fulfil certain legal obligations;
Consent – in certain circumstances, we may ask for your consent (separately from any contract between us) before we collect, use, or disclose your personal data, in which case you can voluntarily choose to give or deny your consent without any negative consequences to you; and
Legitimate Interests– we will use or disclose your personal data for the legitimate interests of either ASP or a third party, but only when we are confident that your privacy rights will remain appropriately protected. If we rely on our (or a third party's) legitimate interests, these interests will normally be to: operate, provide and improve our business, including our Website; communicate with you and respond to your questions; improve our Website or use the insights to improve or develop marketing activities and promote our products and services. Where we require your data to pursue our legitimate interests or the legitimate interests of a third party, it will be in a way which is reasonable for you to expect as part of the running of our business and which does not materially affect your rights and freedoms. We have identified below what our legitimate interests are.

The following information provides more details on our purposes for processing your personal data and the related legal bases. The legal basis under which your personal data is processed will depend on the data concerned and the specific context in which we use it.

Purpose/Activity

Respond to your communications regarding our services, respond to your enquiries, requests or complaints.

Type of personal data

Identity and Contact Data
Account Data
Transaction Data
Communication Data

Lawful basis for processing

Performance of a contract with you.
Otherwise, as necessary for our legitimate interests (to operate, provide and improve our business; to communicate with you) – where our communications are not necessary to perform or enter into a contract with you.

Reviewing communications with you for customer support and quality assurance and training purposes, and related
recordkeeping.

Identity and Contact Data
Account Data
Transaction Data
Communications Data

Necessary for our legitimate interests (to operate, provide and improve our business; to communicate with you) – where our communications are not necessary to perform or enter into a contract with you.

To administer and maintain our Website and our IT systems (including monitoring, troubleshooting, data
analysis, testing, system
maintenance, repair and support, reporting and hosting of data).

Device Data
Website Usage Data

Our and our third parties' legitimate interests (to operate, provide and improve our business including our Website).

Manage our use of tracking
technologies such as cookies
(including enabling you to manage your cookie preferences) and analyse collected data to learn about our Website in order to improve our Website (for example, website analytics).

Device Data
Website Usage Data

Consent (where required under applicable law) – see the cookie consent tool on our website for more details.
We use CookieYes as a consent tool for cookies written on our website.
Otherwise (for strictly necessary cookies) our legitimate interests to operate, provide and improve our business, including our Website, to improve our Website and to promote our services.

Analyse data including metrics related to consumer behaviour to assess trends and the effectiveness of our advertising and marketing campaigns, to help us understand your needs and provide you with better service and offers, to drive customer engagement, promote our brand, and inform other business decisions by
understanding consumer behaviour.

Device Data
Website Usage Data
Marketing Data

Consent (where required under applicable law).
Otherwise our legitimate interests (to operate, provide and improve our business, including our Website, to improve our Website or use the insights to improve or develop marketing activities and promote our products and services).

Contact current and prospective customers (including Website visitors) about our services and promotions we think may be of interest, including marketing communications.

Account Data
Marketing Data

Consent (where required under applicable law).
Otherwise our legitimate interests (to operate, provide and improve our business; to communicate with you and to develop marketing activities and promote our products and services).

4. Who we share your personal data with

We share your personal data with third party service providers and partners who provide data processing services to us as necessary to provide you with our services (to support the delivery of, provide functionality on, or help to enhance the security of our Website), or who otherwise process personal data for purposes described in this Privacy Notice. The following table lists the main third party service providers we engage to process your personal data, the categories of services they provide, and the types of personal data they receive in order to provide these services to us:

Service Provider	Services	Personal Data
Google Analytics	Website analytics	Device type, operating system, browser type, website tracking & usage data
Matomo	Website analytics	Device type, operating system, browser type, website tracking & usage
Amazon Web Services	Hosting services for our platform	Name, email address, phone number, job title, company name, company address
Google reCAPTCHA	User verification	Device type
Salesforce	CRM	Name, email address, job title, billing address, company address, company name
Panda Doc	Sales contracts	Name, email address, job title, company name, company & billing address
Mailchimp	Marketing	Name, email address, job title, company name, marketing preferences
Xero	Accounting	Name, email address, job title, company name, billing address
Zendesk	Support	Name, email address, job title, phone number
Explori	Support & Surveys	Name, email address, company name
Ring Central	Communications	Name, email address, phone number, job title, company name, company address
Microsoft Office 365	Communications	Name, email address, phone number, job title, company name, company address

third party services when you use third party services linked through our Website, for example, third party payment services, your personal data will be collected by the provider of such services. Please note that when you use third party services, their own terms and privacy notices will govern your use of their services;
any competent law enforcement body, regulatory, government agency, court or other third party (such as our professional advisers) where we believe disclosure is necessary (i) as a matter of applicable law or regulation, (ii) to exercise, establish or defend our legal rights or so a third party can defend theirs, or (iii) to protect your vital interests or those of any other person; or
any other person with your consent to the disclosure (obtained separately from any contract between us).

5. Cookies and similar tracking technology

We use cookies and similar tracking technology (collectively, “Cookies”) to collect and use personal data about you. For further information about the types of Cookies we use, why, and how you can control Cookies, please see our Cookie Notice.

6. How we keep your personal data secure

We use appropriate technical and organisational measures to protect the personal data that we collect and process about you. The measures are designed to provide a level of security appropriate to the risk of processing.

7. Data retention

We retain the personal data we collect from you where we have an ongoing legitimate need to do so (for example, to provide you with a service you have requested or to comply with applicable legal, tax or accounting requirements). Details of retention periods for different aspects of your personal data are available from us on request by contacting us using the contact details provided under the “How to contact us” heading below.

8. Your data protection rights

Individuals located in the UK and EEA have the following data protection rights. To exercise any of them see specific instructions below or contact us using the contact details provided under the “How to contact us” heading below.

You may access, correct, update or request deletion of your personal data.

You can object to processing of your personal data, ask us to restrict processing of your personal data or request portability of your personal data.

You have the right to opt-out of marketing communications we send you at any time. You can exercise this right by clicking on the “unsubscribe” or “opt-out” link in the marketing e-mails we send you. To opt-out of other forms of marketing (such as postal marketing or telemarketing), please contact us using the contact details provided under the “How to contact us” heading below. If you choose to opt out of marketing communications, we will still send you non-promotional emails, such as emails about your account or our ongoing business relations.

If we have collected and processed your personal data with your consent, then you can withdraw your consent at any time by using the contact details provided under the “How to contact us” heading below. Withdrawing your consent will not affect the lawfulness of any processing we conducted prior to your withdrawal, nor will it affect processing of your personal data conducted in reliance on lawful processing grounds other than consent.

You have the right to complain to a supervisory authority about our collection and use of your personal data. For more information, please contact your local supervisory authority. Contact details for supervisory authorities in Europe are available here and for the UK here. Certain supervisory authorities will require that you exhaust our own internal complaints process before looking into your complaint.

We respond to all requests we receive from individuals wishing to exercise their data protection rights in accordance with applicable data protection laws.

9. Updates to this Privacy Notice

We may update this Privacy Notice from time to time in response to changing legal, regulatory, technical or business developments. When we update our Privacy Notice, we will take appropriate measures to inform you, consistent with the significance of the changes we make.

You can see when this Privacy Notice was last updated by checking the “last updated” date displayed at the top of this Privacy Notice.

10. How to contact us

If you have any questions or concerns about our use of your personal data, please contact us at legal@asp.events or via any of the methods listed here.

Privacy Policy