This policy was published on 14/3/23.
The type of personal information we collect
- We hold personal data on representatives of partner cities and others linked to the World Cities Culture Forum and its activities including the annual Summit, webinars, exchanges and other events. This includes names, email addresses, job titles, phone numbers, dietary and access requirements.
- In the course of research undertaken by WCCF and its partners we may collect additional information relevant to these research projects
- We also collect names and email addresses as part of our mailing list.
How we collect information and why we have it
Most of the personal information we process is provided to us directly by city partners for the purposes of running the activities and events of the Forum, such as the annual Summit. We also collect personal information when running events and webinars. This information allows us to contact attendees and provide them with details of our events.
We also receive personal information indirectly, from the following sources in the following scenarios:
- Where we have been contracted by another organisation to run an event and we need access to the guestlist.
We may share this information with other organisations for the purposes of communicating about our events and ensuring attendees get the best experience.
Under the UK General Data Protection Regulation (UK GDPR), the lawful bases we rely on for processing this information are:
(a) Your consent. You are able to remove your consent at any time. You can do this by contacting email@example.com.
(b) We have a contractual obligation.
(c) We have a legitimate interest.
How we store your personal information
Your information is securely stored.
We keep information on city partners for as long as they are involved with the Forum, held securely using Microsoft Office 365 servers and Zoho, a stakeholder management software.
Your data protection rights
Under data protection law, you have rights including:
- Your right of access - You have the right to ask us for copies of your personal information.
- Your right to rectification - You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
- Your right to erasure - You have the right to ask us to erase your personal information in certain circumstances.
- Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal information in certain circumstances.
- Your right to object to processing - You have the the right to object to the processing of your personal information in certain circumstances.
- Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.
You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.
Please contact us at firstname.lastname@example.org if you wish to make a request.
How to complain
If you have any concerns about our use of your personal information, you can make a complaint to us at email@example.com.
You can also complain to the ICO if you are unhappy with how we have used your data.
The ICO’s address:
Information Commissioner’s Office
Wycliffe House, Water Lane
Helpline number: 0303 123 1113
ICO website: https://www.ico.org.uk