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Privacy & Cookies Policy

Sarah Fleming Associates Limited (SFA) is a company registered under number 07857574 in England with its registered office at 65A London Road, Alderley Edge, Cheshire, United Kingdom and a website www.sarahflemingassociates.com.

At SFA, we take the security and privacy of data very seriously. SFA is committed to protecting your privacy. We will only use the information that we collect about you lawfully in accordance with the Data Protection Act 1998 and the General Data Protection Regulation 2016.

We are a member of the Information Commissioner’s Office, the Professional Convention Management Association (PCMA) and the International Congress and Convention Association (ICCA).

Please find an overview of our security measures which are continuously maintained and adhered to along with our privacy policy below.

Information Collected

We collect information from publicly accessible sources and from email messages you may send to us. We only use your personal data on relevant lawful grounds as permitted by the General Data Protection Regulation 2016, the Data Protection Act 1998 and the Privacy of Electronic Communication Regulations 2003.

SFA ensures that personal data is collected and processed only for specific, explicit and legitimate purposes and not further processed in a manner that is incompatible with those purposes.

Use of Personal Information

SFA’s primary area of business is to assist destination marketing organisations, conference venues and professional conference organisers with Qualified Leads. A Qualified Lead means the contact details of a person or company who is willing to bid for or otherwise hold an international conference in a destination or who has expressed an interest in doing so or further exploring the possibility of doing so.

We therefore collect information about you for two reasons: firstly, for the purpose of legitimate interest contact by SFA and/or our Clients in order to identify appropriate and relevant Leads for our Clients except where such interests are overridden by your interests, rights or freedom.  Also, to process any email enquiries we receive. We will give you the chance to refuse any email from us by following the unsubscribe action.

The information we will collect about you is as follows:

  • your name and job title
  • your work address
  • your work email address
  • your work phone number
  • your work website address

Details of specific data that we collect about you based on whether you are a Supplier, a Client or a Lead are as follows:

SUPPLIER DATA: We need a small amount of information from our Suppliers to ensure that things run smoothly. We need contact details of relevant individuals at your organisation so that we can communicate with you. We also need other information such as your bank details so that we can pay for the services you provide (if this is part of the contractual arrangements between us).

CLIENT DATA: If you are an SFA client we need to collect and use information about you, or individuals at your organisation, in the course of providing you with Lead Generation and Research services as detailed on our website and notifying you of Leads and Research supplied by SFA which is likely to be relevant and useful to you.

QUALIFIED LEAD DATA: In order to provide Qualified Lead opportunities for our Clients that are tailored to them and have a qualified interest in their product or services, we need to process certain information about you. We research details that will genuinely help us to ensure this interest such as:

  • your professional qualifications;
  • any professional and/or trade associations that you are a member of;
  • historic information on conferences and international association meetings that you may be associated with;
  • historic information on our contact and correspondence with you.

We will never collect additional information about you without informing you of this beforehand.

We do not collect any sensitive personal data as defined by the General Data Protection Regulation or Data Protection Act.

The data we hold will be accurate and up to date. You can check the information that we hold about you by emailing us. If you find any inaccuracies, we will delete or correct it promptly.

We will not share your information with any third party, other than authorised employees of SFA and our Clients. Examples of clients we work with are:

  • Destination marketing organisations such as Convention Bureaux and Tourist Boards, NGOs and Inward Investment Agencies;
  • Conference and exhibition venues and hotels;
  • Professional conference organisers and event management agencies.

Data Storage and Security

Personal data is processed in a manner that ensures appropriate security of the personal data, including protection against unauthorised or unlawful processing and against accidental loss, destruction or damage, using appropriate technical or organisational measures.

Data minimisation

SFA processes only data that is adequate, relevant and limited to what is necessary in relation to the purposes for which they are processed.

Storage period

Personal data will be kept no longer than is necessary. Keeping of personal data can be necessary for SFA to perform its core duties or to comply with legal obligations.

Controlling your personal information

We are fully committed to maintaining the data subject rights outlined in GDPR listed below:

  • The right to be informed;
  • The right of access;
  • The right to rectification;
  • The right to erasure (also known as the ‘right to be forgotten’);
  • The right to restrict processing;
  • The right to data portability;
  • The right to object;
  • Rights with respect to automated decision-making and profiling.

If you want to enact any of these rights, please write to our Privacy Manager, Sarah Fleming Associates Limited, 65A London Road, Alderley Edge, Cheshire, SK9 7DY or email our Privacy Manager at privacymanager@sarahflemingassociates.com.

If you believe that any information we are holding on you is incorrect or incomplete, please write to or email us as soon as possible at the above address. We will promptly correct any information found to be incorrect.

Cookies

Cookies are text files containing small amounts of information which are downloaded to your device when you visit a website.  Cookies are then sent back to the originating website on each subsequent visit, or to another website that recognises that cookie.  Cookies are useful because they allow a website to recognise a user’s device and do many different jobs, such as letting you navigate between pages efficiently, remembering your preferences and generally improving the user’s experience..  You can find more information about cookies at www.allaboutcookies.org.

The cookies we use collect information about how visitors use a website, for instance which pages visitors go to most often.  These cookies don’t collect information that identifies a visitor to us.  The information is only used to improve how a website works.  Our cookies also manage your shopping cart, so that you can add products and go through the checkout process successfully.

Persistent cookies remain on your device and are activated each time you visit the website that created that particular cookie.

Session cookies allow a website operator to link the actions of a user during a browser session.  A browser session starts when a user opens the browser window and finishes when they close the browser window.  Session cookies are created temporarily.  Once you close the browser, all session cookies are deleted.

By using our website, you agree that Sarah Fleming Associates can place these types of cookies on your device.

Cookie name: vc_widget_generic-expert; Purpose: manages our secure contact form; Type of cookie: persistent.

Cookie name: wp-settings-1; wp-settings-time-1; Purpose: manages our blog, job vacancy and news pages; Type of cookie: persistent.

Cookie name: PHPSESSID; Purpose: identifies your current web session to our server; Type of cookie: session.

Cookie name: _utma; Purpose: we access the data in an anonymous form via Google Analytics, which measures data such as how many visitors use each page and how they accessed the site; Type of cookie: persistent.

Cookie name: _utmb; Purpose: we access the data in an anonymous form via Google Analytics, which measures data such as how many visitors use each page and how they accessed the site; Type of cookie: session.

Cookie name: _utmc; Purpose: we access the data in an anonymous form via Google Analytics, which measures data such as how many visitors use each page and how they accessed the site; Type of cookie: session.

Cookie name: _utmz; Purpose: we access the data in an anonymous form via Google Analytics, which measures data such as how many visitors use each page and how they accessed the site; Type of cookie: persistent. We will not use cookies to collect personally identifiable information about you.  However, if you wish to restrict or block the cookies which are set by our website, you can do this through your browser settings.  The AboutCookies.org website contains comprehensive information on how to disable cookies on a wide range of browsers.

Questions about our Privacy Policy

If you have any questions or comments about your privacy and this policy, you should contact us at the above address. You also have the right to contact the Information Commissioner’s Office (ICO) if you have any questions about Data Protection. You can contact their help line 0303 123 113 or at ico.org.uk

This Privacy Policy was last updated on 24th May 2018.

Sarah Fleming Associates Limited (SFA) a company registered under number 07857574 in England with its registered office at 65A London Road, Alderley Edge, Cheshire, United Kingdom and a website www.sarahflemingassociates.com .

At SFA, we take the security and privacy of data very seriously. SFA is committed to protecting your privacy. We will only use the information that we collect about you lawfully in accordance with the Data Protection Act 1998 and the General Data Protection Regulation 2016.

We are a member of the Information Commissioner’s Office, the Professional Convention Management Association (PCMA) and the International Congress and Convention Association (ICCA).

Please find an overview of our security measures which are continuously maintained and adhered to along with our privacy policy below.

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