Privacy Policy

This is the Privacy Policy of Cascade Productions International Limited. We believe your personal information is private and should remain so; however, in order to complete our operations and provide the services we offer, we need to collect some personal information.

Cascade Productions International Limited (a company registered in England and Wales with registered office c/o First Floor East, Bridge Mills, Stramongate, Kendal, Cumbria LA9 4UB, with company number 03699332) (“Cascade”, “we", "us"), is the data controller of the data, unless otherwise stated, and determines the purposes and means of processing.

Please note that, we sometimes function as a data processor under the authority of another organisation. We describe below the instances where we may only be processing your personal data on behalf of another party, who will be the data controller in respect of that information.

This Privacy Policy applies to personal information processed where we act as a data controller.

Cascade takes all reasonable measures to protect personal information from unauthorised access, disclosure, alteration or destruction and keeps personal data accurate and up to date. Cascade respects your privacy and are transparent about how your data is collected, stored, processed, and shared.

Please read the following carefully to understand our practices regarding your personal information and how we will treat it.

All personal information that we collect or are provided with will only be held and stored in accordance with this Privacy Notice and the UK General Data Protection Regulation (“UK GDPR”), the Data Protection Act 2018 and any other legislation relating to the protection of personal information (data protection laws).

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 relationship with us.

In order to fulfil our contracts of service and to provide the best services, we may share your personal information with third parties, such as hotels and airlines, and the data will be transferred securely, in accordance with the data protection laws and as set out in this policy.

For any enquiries, please contact us at hello@cascadeproductions.co.uk

Registration: Cascade is registered with the Information Commissioner's Office, under registration number: ZA324025. We will also comply with any successor notification requirements.

Controlling and processing information: We are the controller of all personal information used in our business for our own commercial purposes. Sometimes though, we will process personal information on behalf of another data controller, such as one of our clients who asks us to organise an event. When this is the case, we will do so only in accordance with the instructions of that data controller and otherwise in accordance with the data protection Laws. If we are processing on behalf of another data controller, that data controller will provide relevant information to you about how your data is being shared.

Any changes we make to our Privacy Policy in the future will be posted on this page and, where appropriate, notified to you by e-mail.

Please check back frequently to see any updates or changes to our Privacy Policy.

Our website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements or policies. When you leave our website, we encourage you to read the Privacy Policy of every website you visit.

"Personal information" in the context of this Privacy Policy means any information relating to an identified or identifiable human being, i.e. one who can be identified, directly or indirectly, 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, biometric, mental, economic, cultural or social identity of that person.

In this Privacy Policy, when we use the term "sensitive personal information" we mean special categories of personal information that includes personal information revealing racial or ethnic origin, political opinions, religious or philosophical beliefs, or trade union membership, and the processing of genetic data, biometric data for the purpose of uniquely identifying someone, data concerning health or data concerning someone's sex life or sexual orientation. The types of data collected and the reason we collect them is broken down below.

We use different methods to collect information from and about you.

We collect personal information to provide you with services. We also collect personal information when you visit our website or contact us by email or social media.

We also collect personal information when you are a supplier or retailer, or we have a commercial contract with you.

Personal information we may collect, use, store, and transfer about you, which we have grouped together, are as follows:

Identity Data: such as your first name, maiden name, last name, username or similar identifier, marital status, title, date of birth and gender.

Contact Data: such as your billing address, delivery address, email address and telephone numbers.

Financial Data: relating to your means and methods of payment, such as your bank account and payment card details.

Transaction Data: relating to the transactions you have carried out with us, payments to and from you and other details of products and services you have purchased from us.

Technical Data: that we may obtain when you make use of our website, such as your I P address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform and other technology on the devices you use to access this website.

We use these details for responding to client and customer enquiries, maintaining client and customer relationships, providing services to you, providing client and customer support, responding to job applications, and sending non-marketing commercial communications.

This list is not exhaustive, and, in specific instances, we may need to collect additional data for the purposes set out in this Privacy Policy.

You can visit our website or an event-specific website without entering any personal information. Once you choose to provide us with any personal information it will only be used in accordance with this privacy policy

Information about your computer or device and about your visits to and use of this website (including your I P address, geographical location, browser type, referral source, length of visit and number of page views) may be collected.

Delegates, Guests and Attendees:

For each event which we are organising or managing, we will collect and process personal information provided to us in the event registration process and/or during the event — either from you directly or from anyone on whose behalf you are attending the event. Here are some examples of the types of data we may collect, although this will vary on an event by event basis:

• Your name, address, telephone number and email address
• Your role within your organisation, your length of service
• Details relating to any dependents (and to the extent you provide us with anyone else's personal data you are responsible for gaining their consent to share such data and for making them aware of this privacy policy)
• Date of birth
• Gender
• Photographs and video images
• Financial information
• Passport details
• Any information you make available, or transmit to us, via social media accounts
• Details of transactions you carry out through our website or by other means and any subsequent communications with you about any of these.

We use this information for the sole purpose of running and managing events. The data collected is used to make hotel reservations, book transport, arrange catering or to provide us with necessary information to manage your event journey or to ensure your safety whilst attending the event.

If you are an attendee, guest or speaker at an event or a participant in a video or media project we will seek consent to the extent that your image is to be processed in respect of that project

Children:

We will process personal data relating to children only where children attend events with their parent or guardian and only to the extent we are given such information by the parent or guardian. You are responsible for bringing this privacy policy to their attention at the time of sharing the child’s data with us.

If you provide information relating to anyone aged under 18, you must either be parent or guardian to that person or have the explicit consent of their parent or guardian. As a parent or legal guardian, please do not allow your children to submit personal information without your permission.

Please note that any information regarding children is deleted within 21 days from the date of the event they attended.

We may also collect, store and process the more sensitive personal information or special category of personal data.

We will collect information about your dietary requirement which may disclose your religious beliefs, any health conditions, race or ethnicity or sexual orientation to the extent we need to know the same in order to provide appropriate catering and/or accommodation at any event you attend

We will only collect and process the above information where you have provided us with your explicit consent. We also have in place an appropriate policy and safeguards which we are required by law to maintain when processing such data.

You are not under any obligation to consent to us processing your sensitive personal data. However, without your consent, we may not be able to provide the services to fulfil the terms of a contract we have with you or a your employer.

If you consent to our use of your sensitive personal data, you will also be able to withdraw your consent at any time. Please contact us should you wish to withdraw your consent.

We may process your personal information to process any payments made for the provision of services. The information may include information for identification and verification, such as your name, credit, debit or other card number, card expiration date, and CVV code.

Any payment transactions carried out by us, or our chosen third-party provider of payment processing services will be kept secure and encrypted where possible.

Where we need to collect personal information by law, legitimate interest or under the terms of a contract we have with you, and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example to provide you with your social value delivery). In this case, we may have to cancel a service you have with us, but we will notify you if this is the case at the time.

In some circumstances we process personal information provided to us by a third party. This is information that we receive from other organisations or public sources. We will only use this information and the combined information where we have a lawful basis.

We sometimes combine information received from other sources with information you give to us and information we collect about you. We work closely with third parties (including, for example, business partners, stake holders, sub-contractors in technical, payment and delivery services, advertising networks, analytics providers, search information providers, and/or credit reference agencies). We will notify you when we receive information about you from them and the purposes for which we intend to use that information.

Any data obtained from third parties will be kept in accordance this Privacy Policy, and with any additional restrictions imposed by the third party that shared your personal information.

If you provide us with any personal information relating to relatives, partners or other individuals it is your duty to make such persons aware that their personal information may be shared with us and to provide them with appropriate information about how their personal information may be processed by us.

How do we process your Personal Information?

We will only use personal information when the law allows us to do so and relying on a relevant basis for lawful processing in each instance. The lawful basis that we most commonly use to collect and process your personal information are:

• Where you have consented before the processing.
• Where we need to perform a contract, we are about to enter or have entered 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

In certain circumstances, we need your personal information to comply with our contractual obligations or to pursue our legitimate interests in a way which might be reasonably expected as part of our running our business.

We will use your personal information in the following circumstances, relying on the basis of processing indicated:

Please note that we may process your personal information without your knowledge or consent where required or permitted by law.

We may collect, use and share aggregated data such as statistical or demographic data for any purpose. Aggregated data may be derived from your personal information but is not considered "personal data" in law as this data does not directly or indirectly reveal your identity. For example, we may aggregate your website usage data to calculate the percentage of users accessing a specific website feature. However, if we combine or connect aggregated data with your personal information so that it can directly or indirectly identify you, we treat the combined data as personal information which will be used in accordance with this privacy policy.

Please note that we may process your personal information for more than one lawful basis depending on the specific purpose for which we are using your data. Please contact us if you need details about the specific legal basis we are relying on to process your personal information.

We will only use your personal information for the purposes for which we collected it (or were asked to process it on behalf of one of our clients), unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. Please contact us if you would like further details of any additional purposes of processing. If we need to use your personal information for an unrelated purpose, we will notify you and we will explain the legal basis that allows us to do so.

As indicated above, we may use your personal information to provide you with information about services that may be of interest to you and we may contact you about these by email, text message, post or telephone call. This is known as direct marketing.

Examples of direct marketing may include:

• sending promotional emails about special offers, customer events or other information which we think you may find useful or interesting using the email address which you have provided;
• contacting you for market research purposes (by email, text message, post or telephone call).

We strive to provide you with choices regarding certain personal information uses, particularly around marketing and advertising. If you have given your consent to receive marketing emails you can withdraw this at any time, or if we are relying on our legitimate interests to send you marketing you can object. In either case, just let us know. If you have received a direct marketing email from us and no longer wish to do so, the easiest way to let us know is to click on the unsubscribe link at the bottom of our marketing emails.

We never contact event attendees for the purpose of direct marketing.

We may also disclose your information to our subsidiaries, our ultimate holding company and its subsidiaries, but never to any third parties or marketing agencies for the purpose of direct marketing. Information about how to withdraw your consent is set out below. Please see "Data Sharing" below for further details.

In this Privacy Policy, where we have referred to needing your consent for any processing, we will make sure that the consent:

• is specific consent for one or more specified purposes; and
• is given by a clear affirmative act establishing a freely given, specific, informed and unambiguous indication of your agreement to the relevant processing of personal information.

Whenever you have given us your consent to use your personal information, you have the right to change your mind at any time and withdraw that consent. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent.

Protection for sensitive personal information:

Processing of sensitive personal information or special category personal data requires higher levels of protection. We need to have further justification for collecting, storing and using this type of personal information.

We may process sensitive personal information about an individual in the following circumstances:

Automated Decision Making

Automated decision-making takes place when an electronic system uses personal information to make a decision relevant to you without human intervention. You have the right to not be subject to solely automatic decisions (i.e., decisions that are made about you by computer without any human input) in relation to any processes that have a legal or similarly significant effect on you.

We do not envisage that any decisions will be taken about you using automated means, however we will notify you in writing if this position changes.

Personal information is processed only in order to carry out our operations. We only transfer personal information to carefully selected third parties such as hosting providers, data storage providers, and other third party suppliers providing a service necessary to fulfil our operations.

We only provide third parties with the information they need to know to perform their specific services. Where personal information is shared with a managed service provider or other third-party supplier, we work closely with them to ensure that your personal information is secure and protected at all times. We do not allow our third-party service providers to use your personal information for their own purposes and only permit them to process your personal information for specified purposes and in accordance with our instructions.

Our contracts with third parties make it clear that they must hold personal information securely, abide by the principles and provisions of data protection laws, and only use information as we instruct them to. We do not allow our third-party service providers to use your personal data for their own purposes. In all instances where we disclose your information to third parties, we will ensure that your information is appropriately protected. If we stop using their services, any of your personal information held by them will either be deleted or rendered anonymous.

We may also disclose personal information where such disclosure is necessary to protect the safety or security of any persons, and/or otherwise as permitted under applicable law.

We may also share personal information: (i) any member of our group, which means our subsidiaries, our ultimate holding company and its subsidiaries; and/or (ii) in the event that we sell or buy any business or assets, or sell the Company, we will disclose your personal data to the prospective seller or buyer of such business or assets.

We may also disclose personal information we hold to third parties if we are under a duty to disclose or share an individual's personal information in order to comply with any legal obligation, or in order to enforce or apply any contract with that individual or other agreements; or to protect our rights, property, or safety of our employees, customers or others. This includes exchanging personal information with other companies and organisations for the purposes of fraud protection and credit risk reduction.

We don't, and never will, sell or rent your information to any third party.

We use a range of suppliers from time to time in order to ensure we provide the best service to our clients. It is therefore impractical to list all suppliers that may process personal information but listed below are some examples of the types of supplier we use to process data:

Miscellaneous Suppliers

Suppliers that may provide services on an event specific basis that may require some elements of personal data in

order to provide their services, this may include but is not limited to:

• Freelance Professionals (such as Producers, Directors, Editors, Production assistants)
• Professional speakers and/or their managing agents
• Camera crew
• Team building companies
• Entertainers and/or their managing agents
• Childminding providers

Where do we process your personal information

Your personal information will be stored on systems with technical and organisational security measures and controls located within the UK.

Sometimes we will need to share your personal information with third parties and suppliers outside the UK such as Europe and the USA.

Transfer of personal information outside of the UK:

Where we transfer certain personal information that we hold provided that one of the following conditions applies:

• the country to which the personal information is transferred ensures an adequate level of protection for that individual's rights and freedoms;
• an individual has given their explicit and informed consent having had the risks explained to them;
• the transfer is covered by one of the derogations set out in the GDPR, including the performance of a contract between us and that individual, or to protect the vital interests of individuals;
• the transfer is legally required on important public interest grounds or for the establishment, exercise or defence of legal claims; or
• the transfer is authorised by the relevant data protection authority where we have checked adequate safeguards exist with respect to the protection of the individual's privacy, their fundamental rights and freedoms, and the exercise of their rights.

Subject to the requirements set out above, the personal information we hold may also be processed by individuals operating outside the UK who work for us or for one of our suppliers. Those individuals may be engaged in, among other things, the fulfilment of contracts with the relevant individual, the processing of payment details and the provision of support services.

Safeguards:

If we use a third party data processor to process personal information on our behalf, we will obtain contractual commitments to safeguard the security of the personal information to ensure that the third party only acts on our instructions when using that personal information and that the third party has in place appropriate technical and organisational security measures to safeguard the personal information.

Whenever we transfer your personal information out of the UK, we ensure a similar degree of protection is afforded to it by ensuring at least one of the following safeguards is implemented:

• We may transfer your personal information to countries that have been deemed to provide an adequate level of protection for personal data by the United Kingdom Government.
• Where we use service providers, we may use specific contracts approved by the European Commission which give personal information the same protection it has in Europe. Where we use service providers based in the US, we may transfer data to them if they are part of the EU to US Data Privacy Framework and / or the UK to US Data Bridge, which requires them to provide similar protection to personal information

Please contact us if you want further information on the specific mechanism used by us when transferring your personal information outside the UK.

We retain personal information for the period necessary to fulfil the purposes outlined in this policy unless a longer retention period is required by law. We will not keep personal information in a form which permits identification of individuals for longer than is necessary for the purpose or purposes for which they were collected.

We will take all reasonable steps to destroy, or erase from our systems, all data which is no longer required (or, where we are processing on behalf of another data controller, return their information to them). To determine the appropriate retention period for personal information, we consider the amount, nature, and sensitivity of the personal information, the potential risk of harm from unauthorised use or disclosure of personal information, the purposes for which we process information and whether we can achieve those purposes through other means, and the applicable legal requirements.

We will only keep personal information for as long as is necessary for the purpose or purposes for which that personal information is processed; and we will let anyone about whom we process data know how long that is or the criteria that go into deciding how long that is.

We may sometimes anonymise your personal information (so that it can no longer be associated with you) for research or statistical purposes, in which case we may use this information indefinitely without further notice to you.

Clients

We retain contact information about active clients, an active client is classed as anyone we have worked for in the past 6 years. Our client databases are subjected to an audit review to maintain accurate information is stored every 12 months.

Delegates / Guests / Attendees

Personal information stored in cloud software is deleted 21 days after the event date, a single copy of this data is kept on an encrypted server for 18 months after the event date, after which it is securely deleted. We keep the information for 18 months after an event because events most commonly repeat on an annual basis and we are often asked by clients to refer back to the list of attendees by clients. Any sensitive personal data is purged at the 21-day point.

We will take reasonable technical and organisational precautions to prevent the loss, misuse or alteration of, or unauthorised access to, your personal information.

We will always take appropriate technical and organisational precautions to prevent the loss, misuse or alteration of, or unauthorised access to, your personal information.

Keeping data safe is a huge responsibility and our top priority. We work hard to protect our customers' data from the latest threats. This is not a one-time effort, it's a continual process that we monitor and work on. All devices that are used to process or store personal data are encrypted at rest. Every employee has undertaking data protection training and achieved the minimum pass rate to graduate. Password management is in place to ensure company compliance with minimum password standards and that passwords are single use and multi-factor authentication is required for identification and password resets.

Security issues come to light through different means and activities, from articles in technical press, discovery during routine work, and through our internal reviews and vulnerability scans.

Where personal information is stored externally it is in carefully selected G-compliant cloud software systems, whose computers are housed in secure data centres with heavily restricted access with numerous levels of security to prevent unauthorised access to those services. Only employees who need to access to personal data in order to carry out their jobs are given access to these systems. Our employees may only process personal information in accordance with this privacy policy, and any employee who breaches this privacy policy may be subject to disciplinary action, up to and including dismissal.

How we deal with security issues:

Whilst we work hard to ensure that personal information processed is subject to appropriate security we cannot accept any responsibility for any loss, disruption or damage to your data or your computer system which may occur whilst using third party material derived from our websites.

When we discover a security threat we follow this process:

• Understand the nature of the threat.
• Assess the risk of the threat to our customers' data - bearing in mind the likelihood of breach and the impact of a possible breach.
• Scope the work required to mitigate or eliminate the risk.
• Prioritise any work according to the results of this risk assessment.

In the event of a security breach we will comply with our obligations under the data protection laws to notify you and/or the relevant supervisory authority, as applicable.

Under certain circumstances, you have rights under data protection laws in relation to your personal information, as summarised below.

You have the right to:

Request access to your personal information (commonly known as a "data subject access request" or “SAR”). This enables you to receive a copy of the personal information we hold about you and to check that we are lawfully processing it.

Request correction of the personal information that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.

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 successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal information to comply with local law. Note, however, that we may not always be able to comply with your request for erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.

Object to processing of your personal information where we are relying on a legitimate interest (of our own or of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal information for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.

Request restriction of processing of your personal information. This enables you to ask us to suspend the processing of your personal information in the following scenarios: (a) if you want us to establish the data's accuracy; (b) where our use of the data is unlawful but you do not want us to erase it; (c) where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or (d) you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.

Request the transfer of your personal information to you or to a third party. We will provide to you, or a third party you have chosen, your personal information in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.

The right not to be subject to automated decision making and profiling. You have the right to not be subject to solely automatic decisions (i.e., decisions that are made about you by computer without any human input) in relation to your treatments, care or other processes that have a legal or similarly significant effect on you.

Please see the section on Automated decision making for details about when we may make automated decisions.

If you wish to exercise any of the rights set out above, please contact us as detailed below. We aim to respond to all legitimate requests within one month (and if we are only processing the data in question on behalf of another party, the response may actually come from that other party as the relevant data controller). Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.

You will not have to pay a fee to access your personal information (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive, alternatively, we may refuse to comply with your request in these circumstances.

We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal information (or to exercise any of your other rights). This is a security measure to ensure that personal information is not disclosed to any person who has no right to receive it. We may also contact you to ask for further information in relation to your request to speed up our response.

Update Cookie Preferences

Our website uses cookies to distinguish you from other users of our website. This helps us to provide you with a good experience when you browse our website and also allows us to improve our website.

A cookie is a small file of letters and numbers that we store on your browser or the hard drive of your computer or device if you agree. Cookies contain information that is transferred to your computer or device. We use the following cookies:

Strictly necessary cookies. These are cookies that are required for the operation of our website. They include, for example, cookies that enable you to log into secure areas of our website.

Analytical/performance cookies. They allow us to recognise and count the number of visitors and to see how visitors move around our website when they are using it. This helps us to improve the way our website works, for example, by ensuring that users are finding what they are looking for easily.

Functionality cookies. These are used to recognise you when you return to our website. This enables us to personalise our content for you and remember your preferences (for example, your choice of language or region).

Targeting cookies. These cookies record your visit to our website, the pages you have visited and the links you have followed. We will use this information to make our website and any advertising displayed on it more relevant to your interests. We may also share this information with third parties for this purpose.

You can find more information about the individual cookies we use and the purposes for which we use them in the table below:

Functional and Required Cookies

Our websites use some necessary cookies because they allow visitors to navigate and use key features on your site. These cookies vary from site to site depending on the features it uses. For example, Functional and Required Cookies help these features work:

Analytics and Performance Cookies

We use Analytics and Performance cookies to collect information on your behalf about how visitors interact with our site(s).

Please note that third parties (including, for example, advertising networks and providers of external services like web traffic analysis services) may also use cookies, over which we have no control. These cookies are likely to be analytical/performance cookies or targeting cookies.

You can block cookies by activating the setting on your browser that allows you to refuse the setting of all or some cookies. However, if you block cookies you may not be able to access all or parts of our website.

Questions, comments and requests regarding this Privacy Policy are welcomed and should be addressed to hello@cascadeproductions.co.uk or by postal mail to Data Protection Office, Cascade Productions, 102 The Oaks Business Park, Wythenshawe, Manchester, M23 9BE

For further information on data protection please visit the Information Commissioner Office (ICO) website.

The Information Commissioner Office regulates data protection. If you feel that your data has not been handled correctly, or you are unhappy with our response to any requests you have made to us regarding the use of your personal information, you have the right to lodge a complaint with the Information Commissioner’s Office.

You can contact them by calling 0303 123 1113 or visit the website.