Privacy Policy For Hosts

About this policy

This policy describes how we use your personal data when we add you to our books as one of our hosts. We have provided this policy to ensure that you understand what personal data we may collect and hold about you, what we may use it for, who we share it with, and how we keep it safe.  You have legal rights to access the personal data that we hold about you and to control how we use it which are also explained. This policy does not form part of our contract with you. We reserve the right to update this policy from time to time.

It is important that you read this notice, together with any other privacy notice we may provide on specific occasions when we are collecting or processing personal information about you, so that you are aware of how and why we are using such information.

You can read, print and save this whole policy or click on the links below to see specific information about:

Who we are and how you can contact us

What personal data we collect about you

What we use your personal data for

When we need your consent to use your personal data

Personal data you are legally obliged to provide

Your rights to know what personal data we hold and to control how we use it

Automated decision making and profiling

When we will share your personal data with others

How we keep your personal data safe

When we will send your personal data to other countries

How long we keep your personal data

How you can make a complaint

How we keep this policy up to date

Who we are and how you can contact us

We are Event Hosts Limited a UK registered company.  Our company number is 09489554 and our registered address is at 71-75 Shelton St, Covent Garden, London, WC2H 9JQ .

You can contact us in writing at insert main correspondence address or by emailing info@event-hosts.com.  If you would like to speak to us please call us on 020 893 55587.

Please refer to the sections on Your rights to know what personal data we hold and to control how we use it and How to make a complaint for further contact information.

What personal data we collect about you

We collect:

  • personal data that you provide to us. This will include your name, address, e-mail address, telephone number, location, languages you can speak, height, dress size, headshot and full length photograph, details of relevant skills, qualifications, experience and bank account details. We may also require a copy of your passport and/or driver’s license as proof of identification and also in the event that you are required to drive a vehicle or travel outside of the UK for an event.  We may also collect and store some special categories of personal data about you including your race or ethnicity, religious beliefs, sexual orientation, political opinions, information about your health, any disabilities and information about any criminal convictions you have.
  • personal data that we receive from third parties. As part of the application process, we will seek references from two previous employers. If you attend an event as a host for one of our clients, we will request feedback from them. We may also receive feedback from anyone who has attended the event.
What we use your personal data for

We use your personal data in the following ways:

  • personal data that you provide to us is used:
  • to assess your application and make a decision as to whether to enter into a contract with you as one of our event hosts
  • to determine the terms on which you will work with us
  • to check you are legally required to work in the UK
  • to administer the contract we enter into with you
  • to create a website profile for you, which will be placed on our website and provided to customers and potential customers who request details of event hosts. Your profile will include your first name, photograph, details of previous events you have worked at and of any relevant skills, qualifications and interests.
  • To create a full profile for you, which will contain the same details as your website profile, along with further photographs and details including your height and dress size.
  • on our promotional materials
  • to assess your suitability for a particular job
  • to make decisions about our continued engagement with you
  • to make arrangements for the continuation of our working relationship
  • to comply with our health and safety obligations
  • for equal opportunities monitoring
  • to pay you for your services
  • to manage and administer our business
  • to review and improve our service
  • How we use particularly sensitive information
  • We will use information about your race or national or ethnic origin, religious, philosophical or moral beliefs, or your sexual life or sexual orientation, to ensure meaningful equal opportunity monitoring and reporting.
  • personal data that we receive from third parties is combined with the personal data that you provide to us and used for the purposes described above.
When we need your consent to use your personal data

Whilst we always want you to be aware of how we are using your personal data, this does not necessarily mean that we are required to ask for your consent before we can use it.  In the day to day running of our business we may use your personal data without asking for your consent because:

  • we are entering into and carrying out our obligations under a contract with you
  • we need to use your personal data for our own legitimate purposes (such as the administration and management of our business and the improvement of our services) and our doing so will not interfere with your privacy rights

In exceptional circumstances we may wish to use your personal data for a different purpose which does require your consent.  In these circumstances we will contact you to explain how we wish to use your data and to ask for your consent.  You are not required to give consent just because we ask for it.  If you do give consent you can change your mind and withdraw it at a later date.

Personal data you are legally obliged to provide

You are not legally obliged to provide us with any personal data, however, if you fail to provide certain information when requested, we may not be able to perform the contract we have entered into with you (such as arranging work for you or paying you), or we may be prevented from complying with our legal obligations.

Change of purpose

We will only use your personal information for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If we need to use your personal information for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.

Please note that we may process your personal information without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.

Your rights to know what personal data we hold and to control how we use it

You have a legal right to know what personal data we hold about you – this is called the right of subject access.  You can exercise this right by sending us a written request at any time. Please mark your letter “Subject Access Request” and send it to us on the details set out in the section on Who we are and how you can contact us

Your duty to inform us of changes

It is important that the personal information we hold about you is accurate and current. Please keep us informed if your personal information changes during your working relationship with us.

Your rights in connection with personal information

Under certain circumstances, by law you have the right to:

  • Request correction of the personal information that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected.
  • Request erasure of your personal information. This enables you to ask us to delete or remove personal information where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal information where you have exercised your right to object to processing (see below).
  • Object to processing of your personal information where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground. You also have the right to object where we are processing your personal information for direct marketing purposes.
  • Request the restriction of processing of your personal information. This enables you to ask us to suspend the processing of personal information about you, for example if you want us to establish its accuracy or the reason for processing it.
  • Request the transfer of your personal information to another party.

If you want to review, verify, correct or request erasure of your personal information, object to the processing of your personal data, or request that we transfer a copy of your personal information to another party, please contact us in writing using the details set out in the Who we are and how you can contact us section.

You can find full details of your personal data rights on the Information Commissioner’s Office website at ww.ico.org.uk.

Automated decision making and profiling

We do not make use of automated decision making or profiling.

When we will share your personal data with others

We share your data with the following people in the day to day running our business:

  • visitors to our website event-hosts.com will be able to see your website profile (see What we use your personal data for further details).
  • Clients and potential clients who request details of possible hosts for their event will be provided with a more detailed profile, which includes the same information as your website profile, but also more photographs and your height and dress size
  • any other business partners, suppliers and sub-contractors we work with

We may also share your personal information with third parties on a one-off basis, for example, if:

  • we sell or buy any business or assets (including our own), in which case we will disclose your personal data to the prospective seller or buyer of such business or assets
  • we are under a duty to disclose or share your personal data in order to comply with any legal obligation, or in order to enforce or apply our website terms of use or our terms and conditions of supply  other agreements; or to protect the rights, property, or safety of our customers, ourselves or others. This includes exchanging information with other companies and organisations for the purposes of fraud protection and credit risk reduction
How we keep your personal data safe

We take every care to ensure that your personal data is kept secure.  The security measures we take include:

  • only storing your personal data on our secure servers
  • ensuring that the personal data provided to our clients about our hosts is kept to a minimum, and only that which is reasonably required so that the client can decide whether to book a particular host
  • if our client does book one of our hosts, we will only provide them with the personal data of that host that they reasonably require for the purposes of that event
  • not giving out contact details of our hosts to anyone, including our clients. All contact goes via Event Hosts.
  • keeping paper records to a minimum and ensuring that those we do have are stored in locked filing cabinets on our office premises
  • restricting access to personal data that we hold
  • maintaining up to date firewalls and anti-virus software to minimise the risk of unauthorised access to our systems
  • enforcing a strict policy on the use of mobile devices and out of office working

Unfortunately, sending information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of personal data sent to our website; you send us personal data at your own risk. Once we have received your personal data, we will use strict procedures and security features (some of which are described above) to try to prevent unauthorised access.

When we will send your personal data to other countries

Your personal data may be transferred to, and stored at, a destination outside the European Economic Area (“EEA”).  Where we, or our sub-contractors, use IT systems or software that is provided by non-UK companies, your personal data may be stored on the servers of these non-UK companies outside the EEA.  We will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this privacy policy.

These are the organisations (outside of the EEA) with whom we may currently may share your personal data:

Organisation Reason for transferLocationSafeguard
Dropbox IncSharing large files and presentations with clientsUSARegistered with EU – US Privacy Shield
MailChimp

(The Rocket Science Group LLC d/b/a MailChimp)

Marketing to clients/potential clientsUSARegistered with EU – US Privacy Shield

There may some situations where our client is based outside of the EEA, or where we have a client who wishes to book hosts for an event which is based outside of the EEA. In both of these situations, by providing our client with your personal data it will be transferred outside of the EEA. In these circumstances, we will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this privacy policy.

How long we keep your personal data

We only keep your personal data for as long as we actually need it.  In practice this means that we will keep:

  • a copy of your file (containing all details included in your website profile and full profile and details of jobs you have worked on for us) until you are removed from our books as one of our hosts and for a period of 3 years afterwards.

Please note that we may anonymise your personal data or use it for statistical purposes.   We keep anonymised and statistical data indefinitely but we take care to ensure that such data can no longer identify or be connected to any individual.

How you can make a complaint

If you are unhappy with the way we have used your personal data please contact our Data Compliance Manager to discuss this using the contact details set out in the Our Data Compliance Manager section above.

You are also entitled to make a complaint to the Information Commissioner’s Office which you can do by visiting www.ico.org.uk.  Whilst you are not required to do so, we encourage you to contact us directly to discuss any concerns that you may have and to allow us an opportunity to address these before you contact the Information Commissioner’s Office.

How we keep this policy up to date

We will review and update this policy from time to time. This may be to reflect a change in the goods or services we offer or to our internal procedures or it may be to reflect a change in the law.

The easiest way to check for updates is by looking for the latest version of this policy on our website (https://www.event-hosts.com/) or you can contact us (see Who we are and how you can contact us) to ask us to send you the latest version of our policy.

Each time we update our policy we will update the policy version number shown at the end of the policy and the date on which that version of the policy came into force.

This is policy version 2 which came into effect on 20th July 2018