Data Privacy Policy

We are FLEXPRO LIMITED (Trading as The Inclusive Workplace) Registered Company number 14588887. We are committed to protecting and respecting your privacy. This policy sets out the basis on which any personal data we collect will be processed by us. Please read this privacy policy carefully to understand our views and practices and your rights regarding your personal data. When you visit our websites www.theinclusiveworkplace.com and www.theinclusiveworkplaceconference.com, attend our events and use related apps after you register to attend our events, or by otherwise providing us with your personal information, it will be processed as described in this policy.

What information we collect from you

Personal data, or personal information, means any information about an individual from which that person can be identified.

We will collect and process the following data about you:

Information you give us. This is information about you that you give us by filling in forms on our websites, at our events or by corresponding with us by phone, email or otherwise. The information you give us may include your name, company name, job title, company address, email address, phone number and your reasons for attending. Please let us know if any of this information changes so we can update our records.

Information we collect from your use of our websites or apps. With regard to each of your visits to our websites/apps:

  • we will automatically collect technical information, such as the Internet protocol (IP) address used to connect your device to the Internet, whereabouts you connected to our service, your internet service provider (ISP), and what type of device you are using to access our services;
  • we use cookieson our site. With your consent, we use analytics cookies to learn how visitors engage with our websites.

Information we collect at our events. This is information relating to how you interact with us, such as which events and specific sessions you attend. This information is collected by scanning the code on your visitor badge and is used to help us understand visitor behaviour at our events so we can improve the content at future events.

Information we receive from other sources. We obtain information from third parties about individual’s professional details. This basic professional information is used to identify individuals who may be interested in engaging with our services based on their job title, company profile and business sector.

Why we collect this information

We process your personal information for the following reasons:

  • Pursuant to a contract in order to:
    • process information at your request to take steps to enter into a contract;
    • provide you with our services, products and events;
    • maintain business and service continuity;
    • send service communications so that you receive a full and functional service and so we can perform our obligations to you. These may be sent by email, phone or post. These will include notifications about changes to our events or services; and
  • On the basis of your consent:
    • Where we rely on your consent for processing this will be brought to your attention when the information is collected from you;
    • If we contact you with direct marketing communications on the basis of your consent to us doing so, you have the right to withdraw consent at any time. See the What are your rights? section below for more information.
  • In our legitimate interests of providing the best service and improving the services we provide we will process information in order to:
    • invite you to events;
    • understand our audience, community and industry trends;
    • share relevant and valuable news and information;
    • provide you with a personalised service;
    • improve our services, products and events;
    • keep our websites and systems safe and secure;
    • defend against or exercise legal claims and investigate complaints; and
    • understand the effectiveness of our marketing.
  • To comply with legal requirements relating to:

    • the provision of products and services;
    • data protection;
    • health and safety;
    • anti-money laundering;
    • fraud investigations;
    • assisting law enforcement; and
    • any other legal obligations placed upon us.

We will carry out analytics to improve our products and services as set out above.

We will share information with strategic sponsors and exhibitors in our and their legitimate interests of improving our businesses for the purposes set out above.

You have the right to object to processing carried out for our legitimate interests. See the What are your rights? section below for more information.

How long we keep your information

We will keep information you have shared with us about you for a maximum of 6 years after the end of our relationship with you unless we are required remove such data from our records.

Who we might share your information with

For the purposes set out in the ‘Why we collect this information’ section above, we will share your personal information with:

  • the following categories of third parties, some of whom we appoint to provide services, including:
  • business partners, suppliers and sub-contractors for the performance of any contract we enter into with you (e.g. service providers, event venues, caterers, exhibitors, speakers);
  • analytics and search engine providers that assist us in the improvement and optimisation of our websites, events and apps;
  • research organisations for the sole purpose of receiving feedback so we can improve our services and products;
  • marketing organisations and partners who we appoint to plan, design and deliver invitations, digital marketing campaigns and provide analytics on our marketing activity;
  • sponsors, exhibitors, partners and speakers at our events for them to process the data for their own purposes as data controllers. For more information, see the privacy policy of the relevant third party which should be communicated to you at the latest at the time of their first communication.

Additionally, we will disclose your personal information to the relevant third party:

  • In the event that we sell or buy any business or assets, in which case we will disclose your personal data to the prospective seller or buyer of such business or assets.
  • If we are acquired by a third party, in which case personal data held by us about our customers will be one of the transferred assets.
  • If 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 terms of use and other agreements; or to protect the rights, property, or safety of our customers or others.

How your data is stored and kept secure

We take your safety and security very seriously and we are wholly committed to protecting your personal and financial information. All information kept by us is stored on secure servers. Where we have given you (or where you have chosen) a password that enables you to access certain parts of our service, you are responsible for keeping this password confidential. We ask you not to share a password with anyone.

Once we receive your information, we use strict procedures and enhanced security features to try to prevent unauthorised access to your information.

International Transfers

We do not transfer your data outside the European Economic Area (“EEA”). If in future we do need to transfer your data outside the EEA, we will only do so if adequate protection measures are in place in compliance with data protection legislation.

Your rights

Where processing of your personal data is based on consent, you can withdraw that consent at any time.

You have the following rights. You can exercise these rights at any time by contacting us at Flexpro Limited, 40/41 Great Castle Street, London W1W 8LU.

You have the right:

  • to ask us not to process your personal data for marketing purposes;
  • to ask us not to process your personal data where it is processed on the basis of legitimate interests provided that there are no compelling reasons for that processing;
  • to request from us access to personal information held about you;
  • to ask for the information we hold about you to be rectified if it is inaccurate or incomplete;
  • to ask for data to be erased provided that the personal data is no longer necessary for the purposes for which it was collected, you withdraw consent (if the legal basis for processing is consent), you exercise your right to object, set out below, and there are no overriding legitimate ground for processing, the data is unlawfully processed, the data needs to be erased to comply with a legal obligation;
  • to ask for the processing of that information to be restricted if the accuracy of that data is contested, the processing is unlawful, the personal data is no longer necessary for the purposes for which it was collected or you exercise your right to object (pending verification of whether there are legitimate grounds for processing);
  • to ask for data portability if the processing is carried out by automated means and the legal basis for processing is consent or contract.

Should you have any issues, concerns or problems in relation to your data, or wish to notify us of data which is inaccurate, please let us know by contacting us using the contact details above. In the event that you are not satisfied with our processing of your personal data, you have the right to lodge a complaint with the relevant supervisory authority, which is the Information Commissioner’s Office (ICO) in the UK, at any time.  The ICO’s contact details are available here: https://ico.org.uk/concerns/.

Changes to our privacy policy

This policy may be updated from time to time. Please check back frequently to see any updates or changes to our privacy policy.

Contact us

We welcome questions and requests regarding this privacy policy, which should be addressed to Flexpro Limited, 40/41 Great Castle Street, London W1W 8LU.

For the purpose of data protection legislation, the data controller is Flexpro Limited, 40/41 Great Castle Street, London W1W 8LU.