We may change this policy from time to time by updating this page. You should check this page from time to time to ensure that you are happy with any changes. This policy is effective from 25th May 2018.
Under the EU’s General Data Protection Regulation (GDPR) personal data is defined as:
“any information relating to an identified or identifiable natural person ('data subject'); an identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person”.
How we use your information
This privacy notice tells you how we, TheCityUK, will collect and use your personal data. We require this information to understand your needs and provide you with a better service, and in particular for the following reasons:
• internal record keeping
• we may use the information to improve our products and services
• we may periodically send promotional emails about new products, special offers or other information which we think you may find interesting using the email address which you have provided
• from time to time, we may also use your information to contact you for market research purposes. We may contact you by email, phone, fax or mail. We may use the information to customise the website according to your interests.
What we collect
If you visit this website we will collect your computer's individual identification number, know as an "IP address", which is automatically logged by our web server and used to facilitate your access to the website. We do not use IP addresses to identify visitors to the website, however.
We may also collect the following information:
• name and job title
• contact information including email address, and telephone number
• demographic information such as postcode, preferences and interests
• other information relevant to customer surveys and/or offers.
We may collect special categories of personal data about you (such as related to your health, religious or philosophical beliefs) but only where it is relevant to the services we provide, for example with regard to the processing of special dietary requirements where catering is provided at an event organised by TheCityUK. If we wish to process your special category personal data, we will only do so once we have obtained your consent, unless we are legally required to do otherwise.
In the specific case of journalists, we have made the determination that some limited personal data processing may be required under the legitimate interests section of the GDPR legislation in order to serve the specific commercial interests of the media. This includes sending relevant information relating to news and events to journalists.
Why does TheCityUK need to collect and store personal data?
In order for us to provide you with our services we need to collect personal data for correspondence purposes and/or detailed service provision. In any event, we are committed to ensuring that the information we collect and use is appropriate for this purpose, and does not constitute an invasion of your privacy.
We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:
• Where we need to perform the contract we are about to enter into or have entered into with you.
• Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.
• Where we need to comply with a legal or regulatory obligation.
• To send you marketing communications where we have asked for your consent to do so. You have the right to withdraw consent to marketing at any time by contacting us.
Will TheCityUK share my personal data with anyone else?
We may pass your personal data on to third-party service providers contracted to TheCityUK in the course of dealing with you. Any third parties that we may share your data with are obliged to keep your details securely, and to use them only to fulfil the service they provide you on our behalf. When they no longer need your data to fulfil this service, they will dispose of the details in line with TheCityUK’s procedures.
If we wish to pass your Special Category personal data onto a third party, we will only do so once we have obtained your consent, unless we are legally required to do otherwise and only where it is required pursuant to the services TheCityUK provides.
How will TheCityUK use the personal data it collects about me?
TheCityUK will process (collect, store and use) the information you provide in a manner compatible with the EU’sGDPR. We will endeavour to keep your information accurate and up to date, and not keep it for longer than is necessary. TheCityUK is required to retain information in accordance with the law, such as information needed for income tax and audit purposes. How long certain kinds of personal data should be kept may also be governed by specific business-sector requirements and agreed practices. Personal data may be held in addition to these periods depending on individual business needs.
We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.
We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
Under what circumstances will TheCityUK contact me?
Our aim is not to be intrusive, and we undertake not to ask irrelevant or unnecessary questions. Moreover, the information you provide will be subject to rigorous measures and procedures to minimise the risk of unauthorised access or disclosure.
A cookie is a small file which asks permission to be placed on your computer's hard drive. Once you agree, the file is added and the cookie helps analyse web traffic or lets you know when you visit a particular site. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.
We use traffic log cookies to identify which pages are being used. This helps us analyse data about web page traffic and improve our website in order to tailor it to customer needs. We only use this information for statistical analysis purposes and then the data is removed from the system.
Overall, cookies help us provide you with a better website, by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.
You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website.
Links to other websites
Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.
Controlling your personal information
You may choose to restrict the collection or use of your personal information in the following ways:
• whenever you are asked to fill in a form on our website, we will make it explicitly clear how you can unsubscribe from our communications should you wish
• if you have previously agreed to us using your personal information for direct marketing purposes, you may change your mind at any time by writing to or emailing us at email@example.com (this will be clearly stated on our website).
We will not sell, distribute or lease your personal information to third parties unless we have your permission or are required by law to do so. We may use your personal information to send you promotional information about third parties which we think you may find interesting if you tell us that you wish this to happen.
Can I find out the personal data that the organisation holds about me?
TheCityUK, at your request, can confirm what information we hold about you and how it is processed. If we do hold personal data about you, you can request the following information:
• Identity and the contact details of the person or organisation that has determined how and why to process your data. In some cases, this will be a representative in the EU.
• Contact details of the data protection officer, where applicable.
• The purpose of the processing as well as the legal basis for processing.
• If the processing is based on the legitimate interests of TheCityUK or a third party, information about those interests.
• The categories of personal data collected, stored and processed.
• Recipient(s) or categories of recipients that the data is/will be disclosed to.
• If we intend to transfer the personal data to a third country or international organisation, information about how we ensure this is done securely. The EU has approved sending personal data to some countries because they meet a minimum standard of data protection. In other cases, we will ensure there are specific measures in place to secure your information.
• How long the data will be stored.
• Details of your rights to Access, Rectify, Erase, Restrict or Object to such processing.
• Information about your right to withdraw consent at any time.
• How to lodge a complaint with the supervisory authority.
• Whether the provision of personal data is a statutory or contractual requirement, or a requirement necessary to enter into a contract, as well as whether you are obliged to provide the personal data and the possible consequences of failing to provide such data.
• The source of personal data if it wasn’t collected directly from you.
• Any details and information of automated decision making, such as profiling, and any meaningful information about the logic involved, as well as the significance and expected consequences of such processing.
What forms of ID will I need to provide in order to access this?
TheCityUK accepts the following forms of ID when information on your personal data is requested:
Passport, driving licence, birth certificate, utility bill (from last 3 months).
Our full details are:
Company name: TheCityUK
Head of data privacy and compliance: David Mackey (Financial Controller)
Email address: firstname.lastname@example.org:
Address: TheCityUK, Fitzwilliam House, 10 St Mary Axe, London, EC3A 8BF
Telephone number: 020 3696 0100
You have the right to make a complaint at any time to the Information Commissioner's Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to understand and deal with your concerns before you approach the ICO so please contact us in the first instance.