Travel Weekly Privacy Policy

Last updated June 2024.

 

The Travel Weekly Group (a company registered in the United Kingdom with registered number 069277031) are committed to protecting and respecting your privacy.

 

This privacy policy (the “Policy”) sets out the types of personal data we collect and use when you access and visit any of the websites offered by the Travel Weekly group of companies (each a “Website” together the “Websites”) or when you interact with our group companies directly.

 

This policy also explains how we may use that information and, in certain circumstances, who we may share it with.

 

The Websites in the Travel Weekly Group are:

acornawards.co.uk

agentachievementawards.co.uk

aspiredigitalsummit.co.uk

aspireluxuryforum.co.uk

aspireluxuryforum.com

aspiretravelclub.co.uk

bestplacestoworkinhospitality.co.uk

bestplacestoworkinhospitality.com

britishtravelandhospitalityhalloffame.com

catererdigitalsummit.com

caterersubs.com

cateys.com

connectingtravel.com

foodservicecateys.com

gazetteers.com

globetravelawards.co.uk

hotelcateys.com

itcms.travel

jacobsmediagroup.com

northernball.co.uk

productexcellenceawards.co.uk

thecaterer.com

travelanswerz.com

travelgbi.co.uk

travelgbi.com

travelweekly.co.uk

travelweeklyjobs.co.uk

travelweeklyjobs.com

travolution.com

travolutionsummit.co.uk

touringandadventure.com

weareconnections.com

 

Introduction

 

This Policy covers our collection, processing and use of personal data when you use any of our Website. When you supply any personal data to us we have legal obligations towards you in the way we use that data.

• Introduction
• What is personal data and what do we collect
• How and why do we use/share your information
• For how long do we keep your information
• Security
• Your Rights
• Contact Details

It is important that you read this Policy together with any other privacy notice or fair processing notices that we may provide on the Website at or around the time that we collect or process personal data about you (for example, fair processing notices that we may display to you at the time that you sign up to receive e-mail updates from us) so that you are fully aware of how and why we are using that data.

 

This Policy supplements other notices including our Websites’ respective Terms and Conditions and Cookies Policies and is not intended to override or replace them (for this Website’s Cookies Policy please click here).

By visiting or otherwise using our Websites, you are agreeing to the practices set out in this Policy.  If, for any reason, you do not agree to the terms of this Policy, please stop using the Websites.

 

We reserve the right to revise or amend this Policy at any time to reflect changes to our business or changes in the law.

 

Where these changes are significant we will endeavour to let registered users of the Websites know. However, it is your responsibility to check this Policy before each use of our Websites – for ease of reference the top of this Policy indicates the date on which it was last updated. Please note that our Website is not directed at children under the age of 13 (each a "Child" together "Children") and we do not knowingly collect personal information about Children. If you believe we have collected personal information about your Child, you may contact us at marketing@jacobsmediagroup.com and request that we cease processing information about your Child.

 

What is Personal Data and what do we collect?

 

What is personal data?

Where this Policy refers to ‘personal data’ it is referring to data about you from which you could be identified – such as your name, your date of birth, your contact details and even your IP address. By law all organisations in the UK are obliged to process your personal data in certain ways and to ensure that you are given an appropriate amount of information about how they use it. You also have various rights to seek information from those organisations about how they are using your data, and to prevent them from processing it unlawfully. For more information about these rights, please see the ‘Your Rights’ section of this Policy.

 

Data we collect from you when you use the Websites

 

Voluntary Provision of Data

When you voluntarily supply your personal data to us, for example where you; use the Websites to upload or send personal data (by filling out a form, subscribing to a publication or newsletter, taking part in an online survey, posting a comment, entering a competition, or engaging in similar activities in which you volunteer data about yourself); contact us by post, telephone, email or SMS; report a problem with a Website; we may collect, store and use the personal data that you disclose to us. The information we collect from you may include your title, name, address, e-mail address, company, job title, birthday, phone number, financial and credit card information – but will depend on precisely what details you volunteer to us and the precise nature of the reason for your submission of that data.

 

Automated Collection of Data

We may also collect information about you when you visit the Websites through the use of technologies such as cookies. The following are examples of information we may collect:

• information about your device,
• browser or operating system;
• your IP address;
• information about links that you click and pages you view on our Website
• length of visits to certain pages;
• subjects you viewed or searched for;
• page response times;
• records of download errors and/or broken links;
• page interaction information (such as details of your scrolling, clicks, and mouse-overs);
• methods used to browse away from the page;
• and the full Uniform Resource Locators (URL) clickstream to, through and from this Website (including date and time).

We use the data described above for several different reasons. Firstly we use it to ensure that the Websites work properly (e.g. to manage technical functionality, such as enabling you to log in to sections that you access with a username and password) and that you are able to receive the full benefit of them. Second, we use the data to monitor online traffic and audience participation across the Website.

 

Cookies that relate to these functions will be deployed on your computer automatically, either as you access the Website or as you engage the relevant functionality. If you block these cookies then certain aspects of the site may not operate properly (as they rely on the cookies to work).We undertake these activities because we have a legitimate interest in doing so and, for most of the cookies in question, because we need to do so in order to deliver the parts of the Websites that you are trying to access to you.

 

Third Party Cookies and Resources

We also use the services of third parties to help us to collect various data about you and the way that you use the Website in order to enable us to better understand your interests – both so that we can produce and serve content to you that we think will be of interest to you, and so that we can ensure that you are shown adverts delivered by third parties which are more likely to be of interest to you.

 

Where we use cookies to deliver these kind of services, the delivery of those cookies will be subject to your consent and you will be given the opportunity to refuse those cookies prior to them being deployed to your computer. You are also able to remove cookies from your computer at any time.

 

For details of the cookies that we use on the Website, what those cookies do, and the privacy policies of the third parties which provide them (where relevant) please see our Cookies Policy.

 

Please note that, while you have to option to consent to specific individual cookies that, unless specifically set out in our Cookies Policy, we rely on our legitimate interests as our condition for processing your personal data on the basis set out in this section (specifically that, where you consent to receiving those cookies, that we have a legitimate interest in using the data that they provide to us to optimise the Websites’ content and to ensure that you are served with relevant commercial communications as you use them). You can stop providing us with that data at any time by removing the relevant cookies from your computer.

 

Lawful basis for processing your information

We will only use your personal data when the law allows us to.  Most commonly we will use your personal data in the following circumstances:

• Where you have asked us to do so, or consented to us doing so (although consent is not necessarily required for us to process your personal data);
• Where we need to do so in order to perform a contract we have entered into with you;
• Where it is necessary for our legitimate interests (or those of a third party) and your fundamental rights do not override those interests; and
• Where we need to comply with a legal or regulatory obligation.

 

Here are some examples about how we may use the information we collect about you and the lawful basis we rely on to do so.

Activity	Examples of the types of personal data we may collect	Lawful basis for processing
To register you as a customer and deliver goods and services to you	Identity, contact, financial, and transaction information	Performance of a contract with you
To allow you to purchase goods and services from our website	Identity, contact, financial, and transaction information	Performance of a contract with you
To allow you to contact us	Identity and contact  information	You have asked us to
To allow us to keep your contact details on our records	Identity and contact  information	We have a legitimate interest in doing this
To manage our relationship with you including notifying you of any changes to the Website or services provided on the Website.	Identity, contact, profile and marketing communications information.	Performance of a contract with you
To allow you to set up and maintain an account with us.	Identity, contact, profile and technical information.	Performance of a contract with you
To administer and protect our business and this Website (including troubleshooting, data analysis and system testing.)	Identity, contact and technical information.	We have a legitimate interest in doing this
To deliver relevant Website content and advertisements to you.	Identity, contact, profile, usage, marketing and communications and technical information.	We have a legitimate interest in doing this
To use data analytics to improve the Website, services, marketing, customer relationships and experiences	Technical and usage information.	We have a legitimate interest in doing this

 

 

How and why do we use/share your information

 

Core Services

 

We will use your personal data to provide various services that you request from us. Depending on which services you tell us that you want to receive this may include sending you printed publications, sending you e-mail updates and newsletters, enabling you to receive news of and apply for job vacancies, and enabling you to attend and participate in events.

 

Where an individual nominates you for an award which is to be presented at one of our events, or where you are suggested as a potential judge at such events, then we will process your data on the basis that we have a legitimate interest in doing so in order to ensure that awards are fairly awarded to the most worthy winners. Where we wish to process your personal data for more than a brief period of time (if, for example we decide to add your details to a short list of potential winners or judges) then we will notify you that this processing is taking place and give you the opportunity to ask us to stop if you are not happy for it to continue.

 

Where you provide us with your personal data in this way we will use it to the extent necessary to fulfill the terms of the contracts that we enter into with you.

 

Where you subscribe to receive e-mail updates from us which represent marketing communications we will use your personal data on the basis that you have consented to use using your data for this purpose. You can withdraw this kind of consent at any time – for more information see ‘Your Rights’ below.

 

Sharing your information

 

Depending on how and why you provide us with your personal data we may share it in the following ways: we may share your personal information with any member of our company group, which means our subsidiaries, our ultimate holding company and its subsidiaries, as defined in section 1159 of the UK Companies Act 2006;with selected third parties who we sub-contract to provide various services and/or aspects of the Website’s functionality, such as where third party plugins provide functionality such as message boards or image hosting services (see “Service Providers” below); and with analytics and search engine providers that assist us in the improvement and optimisation of this Website as described above.

 

We will not share your information with third parties in order for that third party to provide direct marketing communications to you, unless it relates to a specific activity which we are undertaking with a third party (e.g. a competition where a third party is providing the prize) and you have provided your consent for that use. Such activity may have its own terms and conditions relating to the way in which your information may be used, which you will be notified of at the relevant time.

 

We may also disclose your personal information to third parties in the following events:

• if we were to sell or buy any business or assets, in which case we might disclose your personal information to the prospective seller or buyer of such business or assets as part of that sale;
• if Travel Weekly or substantially all of its assets are acquired by a third party, in which case personal information 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 information in order to comply with any legal obligation, or if we are asked to provide your details to a lawful authority in order to aid in the investigation of crime or disorder;
• in order to enforce or apply our Website’s terms of use or terms and conditions;
• to protect the rights, property, or safety of our company, our customers, or others.
• This includes exchanging information with other companies and organisations for the purposes of fraud protection and credit risk reduction.

 

Service Providers

Our service providers provide us with a variety of administrative, statistical, and technical services. We will only provide service providers with the minimum amount of personal data they need to fulfill the services we request, and we stipulate that they protect this information and do not use it for any other purpose. We take these relationships seriously and oblige all of our data processors to sign contracts with us that clearly set out their commitment to respecting individual rights, and their commitments to assisting us to help you exercise your rights as a data subject.

 

The following is a list of our major service providers:

• Where you subscribe to one or more streams of e-mail communications from us (such as newsletters or other e-mails) we use Salesforce’s ‘Pardot’ system to store your details and to manage the sending of those communications to you.
•  Where you register to come to one of our events we are likely to use Version Two’s ‘Evessio’ platform to manage your registration and attendance details.
• Where you use any part of our Websites that involve job vacancies, your details (including details of any listings or applications that you make) will be stored on and processed via Madgex’s ‘Job Board’ system. Your details will also be passed to a company or individual to which you make any form of application.
• Our Websites are hosted on third party servers which are provided to us by a variety of hosting service providers, all of those servers are locate within the EEA (or where they are provided on a ‘cloud’ basis appropriate mechanisms are in place to ensure that your data is kept secure) for more information on these mechanisms see ‘Security’ below.
• Where you subscribe to receive a printed publication to you we will share your details with various fulfilment partners (which will depend on which publication you subscribe to) who handle tasks such as printing and distribution for us. We may also pass your details to organisations which handle telephone contacts for us, such organisations may be used to contact you if/when your subscription is due to lapse to remind you that you will need to renew that subscription if you wish to continue receiving the relevant publication.

 

Links to third party sites

Where we provide links to third party websites that are not affiliated with the Travel Weekly Group those sites will have their own privacy policies and will not be covered by this policy. Such sites are out of our control and if you access them using the links provided, the operators of these sites may collect information from you that could be used by them, in accordance with their own privacy policies.

Please check these policies before you submit any personal data to those websites.

 

For how long do we keep your information?

We will hold your personal information on our systems only for as long as required to provide you with the services you have requested or to perform the purpose for which that data was collected.

For more specific descriptions of how long we will retain your data for specific activities please see the details provided below in respect of certain key areas of processing:

 

Magazine Subscriptions

Where you subscribe to receive a printed publication from a member of the Travel Weekly group we will hold your details for the duration of your subscription. We will also keep your details for a period of up to six years after your subscription has lapsed as part of our books and records – which enable us to properly account for our business each year, and which we need to keep on file in order ensure that we are able to properly respond to any disputes which may arise relating to that subscription (or the fulfilment of it by our fulfilment agents).

 

Newsletter Subscriptions and other e-mail communications

Where you subscribe to receive a newsletter or similar e-mail communication we will hold your e-mail address for the full duration of that subscription in order to ensure that we are able to deliver that subscription to you. We may also hold other details about you which you provide to us (such as your name and title) to personalise those communications to you.If you unsubscribe from a publication (by way of sending us an ‘opt-out’ message telling us that you do not wish to receive it in the future) we will keep a record of your e-mail address indefinitely in order to ensure that we know that we must not send similar correspondence to it going forwards (this practice is often referred to as ‘supressing’ an e-mail address) – for more information see ’Your Rights’ below.

 

Use of Online Job Boards

Where you use online job boards featured on our Websites to advertise your availability for, or to apply directly to, job vacancies we will use that data to advertise your ability and to send any applications that you may make to the relevant recipients. That data will be held and made available on the job board for so long as you maintain an active profile. You can deactivate your profile at any time, either by ‘hiding’ your data or by deleting your profile entirely.

 

If you give us your consent to send you future updates about vacancies that may be relevant to you (which you may do we will use your details in the same way as described in ‘Newsletter Subscriptions’ above. Where we do this we will use the details that you have supplied to us in order to ensure that we are supplying you with details of jobs that are relevant to the interests/qualifications that you have described to us. You can unsubscribe from these e-mails at any time – however, please note that this is a separate service to hosting your profile, and that you will need to unsubscribe from these e-mails separately if you wish to stop receiving them. You can do this by using the ‘unsubscribe’ link contained in each e-mail – for more information see ’Your Rights’ below.

 

Applications to the Travel Weekly Group

Where you approach us to enquire about employment opportunities or to apply for an advertised vacancy at the Travel Weekly Group we will keep your details and your application on file irrespective of whether you are successful or not. We do this on the basis that we have a legitimate interest in ensuring that we are able to contact you should a suitable vacancy arise in the future.

 

Usually we will keep your details in this fashion for a period of twelve months or less. However, if you are a candidate who we consider has particularly specialist skills that may be relevant to our business in the future (or where you have gained additional experience or qualifications) then we may keep your details on file for several years.

 

You are always entitled to ask us not to do this, or to have us dispose of your data if you do not wish for us to retain it – for more information, please see the section on your rights below

 

Events and Awards

Where you attend one of our events (as a guest or as a judge) and/or are awarded an award at such an event then we will keep your details on file for up to six years to ensure that we are able to accurately record who attended. If you are awarded an award at such an event then we will keep your details in a similar fashion in order to ensure that we have an accurate record of previous winners. We will keep such details on file for so long as we continue to operate the same or similar events. We do this on the basis that we have a legitimate interest in being able to withhold a list of previous winners for reference purposes.

 

Please note that where you supply sensitive personal data to us as part of your attendance at an event (such as disclosing dietary preferences to us which indicate that you suffer from a particular health condition) we will retain that data on file for future reference to ensure that we respect those preferences in the event that you attend future events. You may ask us to stop holding that data at any time and we will always honour and respect those requests.

 

In some circumstances you can ask us to delete your data: see ’Your Rights’ below for further information.

In some circumstances we may anonymise your personal data (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.

 

Security