Q2Q Communications Limited and Q2Q UK LLP (hereafter referred to as “Q2Q”) is committed to protecting your data and your privacy. This is the Privacy Notice of Q2Q which explains what Personal Information Q2Q collects from you, the purpose for which the data is being collected and the period which the data is retained.

Q2Q is an Event Management company that supports our delegates and our clients in the organisation and management of events, meetings, conferences and online training. References to Q2Q services in this notice include Q2Q products, websites, apps, software, servers and devices. This notice applies to Q2Q’s interactions with you and the services we provide.

Personal data we collect

Q2Q collects data to provide you with the best experience relating to the events that you register to attend.
The data is initially provided to us by our clients with whom you or your organisation have signed contractual agreements.
We obtain additional data from your interactions with us, via our registration websites, email or phone.
We collect data using technologies like cookies and IP addresses which may be used to remember visitor preferences when interacting with our websites.

The data we collect via the registration process, includes data related to your travel, including passport information, which is required to make logistical arrangements for you. We also collect information in order to process your event related expenses..

• Title
• Other Titles
• First Name
• Middle Name
• Surname
• Company
• Gender
• Role in Study
• NPI Number or Country Identifier (required for open payment reporting)
• Telephone Number
• Fax Number
• Mobile/ Cell Phone Number
• Email Address
• Institution or Hospital
• Street
• City / Town
• State
• Postal / ZIP Code
• Country
• Emergency Contact Name
• Emergency Contact Phone Number
• Emergency Contact Relationship

• Airport of travel to / from
• Frequent Flier Number
• Nationality
• Date of Birth
• Passport Number
• Country of Issue
• Valid From
• Expiry Date

• IBAN/ Account Number
• SWIFT/ BIC Code
• Bank Name
• Bank Address
• Additional Bank Account Numbers
• Payment Address

In order to process your event related expenses, we will request that you ‘opt in’ to confirm that you are happy for us to process this data.

• Contact details
• Any other information you provide to us

In some instances, we collect Special Category data (also known as sensitive data), such as religious beliefs, when for example, a delegate specifies they require certain food to be served at one of our events (e.g. kosher or halal).

For any special category data, we will seek additional consent from you, and you will be requested to ‘opt in’ in order to confirm that we can process this Special Category data.

Q2Q uses cookies (small text files placed on your device) and similar technologies to provide our websites and online services and to help collect data. Cookies allow us, among other things, to store your preferences and settings, enable you to sign-in, and for us to analyse how our websites and online services are performing.

We may use data analytics to improve our website, services, customer relationships and experiences.

You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. If you disable or refuse cookies, please note that some parts of this website may not function properly.

We also receive data from interactive technology used at our events, which in some instances is obtained from third parties.

How we use personal data

We process your Personal Information to fulfil our contractual obligation to our clients, to enable us to effectively organise and manage the event to which you are invited to attend.

We also have a legitimate interest in obtaining and processing data from you in order to support you in your effective participation at the event, or the online training, in which you are involved.

We use the data to personalise your experience and also to improve our products and services.

Your Personal Information is never sold, rented or leased to third parties.

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 relationship with us (e.g. a change of address, etc.).

Reasons we share personal data

We have a legitimate interest in providing your data to contracted suppliers that will facilitate your attendance and experience at the event. These suppliers include but are not limited to travel agents, hotels and venues, caterers, airport transfer companies, technology providers among others.

Q2Q have contractual arrangements in place with these suppliers in order that the data processed by them is managed in the same way as indicated in this Privacy Notice and all relevant Data Protection Laws.

We also share data with our clients, with whom you have contracted agreements already in place.

We share data when required by to do so by law or to respond to a legal process.

We would also share data to protect you, protect our clients, maintain security, and to protect the rights or property of Q2Q.

International transfers of data

Due to the global nature of the events we manage, it may be that we need to transfer your data internationally, outside the European Economic Area (EEA) to perform our contractual obligations to our clients. Our reasons for transferring data outside of the EEA would be to perform our contract and manage the event, or on a legitimate basis to facilitate arrangements for you to attend an event outside of the EEA. As above, Q2Q have contractual agreements with any suppliers outside of the EEA, incorporating GDPR compliant data protection clauses.

Where possible we will use other appropriate data privacy safeguards. Where we are required to transfer data internationally, we will maintain an inventory of data transferred and the mechanism used for the transfer.

How we store your Personal Information

Q2Q uses reasonable organisational, technical and administrative measures to protect your Personal Information. These measures include but are not limited to password protection, SSL encryption on registration websites, and appropriate anti-virus, anti-malware and firewall protection. We also conduct regular privacy training and security measure testing and to ensure the effectiveness of our data privacy measures.

No data transmission or storage system can be guaranteed to be 100% secure, therefore if you have reason to believe that your data is no longer secure please notify us immediately via the Contact Information section below.

We hold all Personal Information provided to us on a server based in our London offices in a secure internal management system as well as on a server based in Germany. We may transfer Personal Information to servers based in the United States of America. We ensure that the server providers are Privacy Shield certified or that that the server providers have adequate safeguard measures in place or that there is a mechanism in place to ensure that the Personal Information is protected to EU standards.

How long we store your Personal Information

We will not hold onto your Personal Information for longer than is necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

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 your Personal Information, the purposes for which we process your Personal Information and whether we can achieve those purposes through other means, and the applicable legal requirements. We maintain a rolling and on-going process of cleaning up data archives and deleting data in accordance with the time frames indicated below.

Due to the nature of the industry we operate in, it is often required for us to provide data on attendance at training events (face-to-face and online events) as part of the audit process. We will therefore save data on your attendance at the event for 6 years on the basis that we have a legitimate interest for doing so.

We recognise that there is a greater risk for certain types of data that we collect. We will therefore delete all passport information following the close out of the event that you have attended, typically 3 months after the event has ended.

We will also delete any Special Category data following the close out of the event.

For financial data related to your event related expense claims, we will save this data for 6 years, in accordance with UK company law.

If you select the option to save your registration details, these contact details will be saved and can be used if you register for other events organised by Q2Q. We will not save Special Category data.

How to access and control your Personal Information

You have the following rights:

If you would like to access to your Personal Information please contact us. These subject access requests will be responded to within 1 month.

You also have the right to object to or restrict data processing. If you object to or wish to restrict data processing, please contact us via the contact information section below.

If you would like your Personal Information to be erased, please contact us and we will remove it where there is no good reason for us continuing to process it. Please note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.

If you would like us to transfer your Personal Information to you or to a third-party, please contact us via the contact information section below. 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.

Where we are relying on consent to process your Personal Information, you can withdraw your consent at any time. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.

We do not use automated decision making, or profiling.

Our Data Protection Policy includes our procedure to detect, report and investigate any Personal Information breaches. Should such a breach occur, you will be advised within 72 hours.

You can choose whether you wish to receive promotional email, SMS messages, telephone calls and postal mail from Q2Q. You can also opt out from receiving any marketing from Q2Q by clicking the opt out / unsubscribe link.

Data you provide to Q2Q through Q2Q Event Apps is not combined with data from other Q2Q services or used for other purposes without your explicit consent. For example, Q2Q does not use your data to market or advertise to you without your opt-in consent.

Contact information

If you would like to communicate with us about any of the rights mentioned above, or if you have any other queries about the matters mentioned in this privacy notice, please contact us using one of the following options:

• Website: https://www.q2q.co.uk/
• Email: mary@q2q.co.uk (Mary Parr)
• Post: Q2Q Communications Ltd, Greyfriars Studios, 25e The Quadrant, Richmond, Surrey, TW9 1DJ, United Kingdom
• Telephone: +44 (0)20 856 99 444 or +1-833-238-3438 (from the USA and Canada)

Complaints

You have the right to complain to the Information Commissioner about the way in which we collect and use your Personal Information: www.ico.org.uk/concerns or telephone +44 303 123 1113.

Changes to this privacy notice

We may change this privacy notice from time to time by updating this webpage.

Children under the age of 13

Our Services are not intended for children under 13 years of age. We do not directly solicit or collect Personal Information from children under 13. If you are under 13, do not use or provide any information on these Services or on or through any of its features or register to use any of our Services or provide any information about yourself, including your name, address, telephone number or e-mail address.

Definitions
(for the purpose of this Privacy Notice)

European Economic Area (EEA): The countries included in the EEA are: Austria, Belgium, Bulgaria, Croatia, Cyprus, Czech Republic, Denmark, Estonia, Finland, France, Germany, Greece, Hungary, Iceland, Ireland, Italy, Lichtenstein, Latvia, Lithuania, Luxembourg, Malta, Netherlands, Norway, Poland, Portugal, Romania, Slovakia, Slovenia, Spain, Sweden, United Kingdom. While Switzerland is not a member of the EEA, it is included in this definition.

International Transfer: A transfer involves sending personal information from a country in the EEA to someone or an entity in another country outside of the EEA. It is also deemed a transfer when personal information is posted on a website within the EEA, and it is intended that someone outside the EEA can access that personal information.

Opt-In: A process that requires a Data Subject to choose to participate in an activity that involves the collection or use of their personal information. Opt-In processes must keep a formal record of the Opt-In consent. Opt-In activities always include an Opt-Out process that allows the Data Subject to quit participation.

Opt-Out: A process that allows a Data Subject to stop the use of their personal information in an activity. This is always a complement to an Opt-In process, but may also be a feature of a process that does not require an Opt-In for the use of a Data Subject’s personal information. An Opt-Out process must keep a formal record of the Opt-Out request.

Personal Information (PI): “Personal Information”, which includes both regular PI and “Sensitive Personal Information”, means any information provided by Q2Q and/or collected by Q2Q:

• That identifies, or when used in combination with other information provided by Q2Q or processed by Q2Q on behalf of its clients, an individual; or
• From which identification or contact information of an individual person can be derived.
• Personal Information can be in any media or format, including computerised or electronic records as well as paper-based files.

Personal Information includes (without limitation):

1. A first or last name or initials
2. A home or other physical address, including street name and name of city or town and postal code
3. An email address or other online contact information, such as an instant messaging user
4. Identifier or a screen name that reveals an individual’s email address
5. A telephone number
6. A social security number, tax ID number or other government-issued identifier
7. An internet protocol (“IP”) address or host name that identifies an individual
8. A persistent identifier, such as a customer number held in a “cookie” or processor serial
9. Number, that is combined with other available data that identifies an individual
10. Facial image viewed in person or via digital or tape medium, or
11. Full date of birth or full date of treatment

Additionally, to the extent any other information (such as, but not necessarily limited to, clinical trial identification codes, personal profile information, IP addresses, other unique identifier) is associated or combined with Personal Information, then such information also will be considered Personal Information.

Special Category Data (also known as sensitive data) include the following:

• Racial or ethnic origin;
• Political opinions;
• Religious or philosophical beliefs;
• Trade union membership;
• Data concerning health;
• Genetic data; and
• Biometric data, where processed in a manner that will uniquely identify a person.

Q2Q Communications Limited is a company registered in England and Wales (number 02967311) whose registered address is Greyfriars Studios, 25e The Quadrant, Richmond, Surrey, TW9 1DJ.

Q2Q UK LLP is a limited liability partnership registered in England and Wales (number OC348747) whose registered address is Greyfriars Studios, 25e The Quadrant, Richmond, Surrey, TW9 1DJ.