Personal data we collect
Why do we collect this information?
Use of your personal data
Disclosure of Information
Promotions & Marketing
Personal information is information that you give us about yourself in order to benefit from our services. As such, it may include details such as:
We collect personal information about you in the following ways:
Information you give to us. You may give us information about you by completing and submitting a contact form on our website or by corresponding with us by phone, email or otherwise.
Information from third parties. When you submit an enquiry, or book an event through an online listings website or event planning agency, your details will be shared with us.
Much of this information is optional. Where you do provide it, it will enhance your use of the website and our services. Where information is not compulsory, this will be clearly marked.
To provide the services requested, the Society will collect your personal information, to deliver these services. Typically, we will use your personal information to:
Personal data usage will be advised of at the time of the collection and extend to what is covered within this Policy. Your personal data is kept on a secure system and staff with access are contractually bound to keep this information confidential.
When interacting with the Society we will always require an email address for either confirmation of the required service or administrative purposes. Upon recording your email address, we will provide you with the opportunity to opt-in to No.4 Hamilton Place news and information. If you choose not to opt-in we will then only communicate with you on the basis of servicing your event requirements.
The Society will only share your data with third party suppliers, such as our caterer, a florist, an entertainer or production company if requested by you and in order to administer our full event services.
At events we will sometimes use video, photograph or other medium, and we will advise you of this in advance of the event taking place. These images / videos or other medium will be used by the venue team to share content / output across the meetings & events industry, in various marketing material which include brochures, websites, social media. It may not always be possible to receive consent for such usage and therefore we will in this instance, through attending the event, have your consent. If you will like to be specifically excluded, you should contact the relevant event organiser prior to the event.
Sharing / selling data to third parties: Your data is never sold or made available to a third party, without your permission.
The Society takes security and data privacy of all our stakeholders of utmost importance. We take the necessary steps (within our control) to ensure we protect your information, either done online or offline. You should keep your log-in details and password secure, as you are responsible for maintaining the confidentiality of this information.
We are always looking at ways to improve our data security at the Society, however, if you have any questions relating to the website, you can email firstname.lastname@example.org.
Cookies may be retained on your device once you have exited the Society’s website, which are facilitated by external organisation and usually referred to as third party cookies. You can read more about the types of cookies operated by the Society and more information on how to deactivate cookies on our Cookies Policy.
The Society aims to keep your personal data up-to-date and accurate. If you wish to update your details please contact us via email on email@example.com
If you wish to opt out of certain preferences or for further use of your personal data please also contact us using the details above.
We will always give you the option to opt out of any communications in the future. You can do this by clicking on the subscribe link, contacting the Venue Hire team at firstname.lastname@example.org for assistance or you can also unsubscribe to email communications by clicking the unsubscribe link at the bottom of all emails.
At any point while we are in possession of or processing your personal data, you have the following rights:
In order for the Society to service your requests under the “right of access”, we request that that you specify what the data you wish to access and you can email your request or write to:
Governance and Compliance Manager
Royal Aeronautical Society
No.4 Hamilton Place
London, W1J 7BQ
The Society will only retain your personal data for as long as it is necessary for the stated purpose, taking into account also our need to answer queries or resolve problems, provide improved and new services, and comply with legal requirements under applicable laws. This means that we may retain your personal data for a reasonable period after your last interaction with us. In each case, the length of time that we keep the information may be different, but we will only keep the information for as long as we need it.
In some circumstances we may anonymise your personal information so that it can no longer be associated with you, in which case we may use such information without further notice to you.
The Royal Aeronautical Society is registered with the UK information Commissioner’s Office – Registration No. Z9643149