Privacy Policy

Privacy Policy

1. Introduction and Scope

At DVD (referred to in this Privacy Policy as “DVD”, “we” or “us”) we take your privacy seriously. We see it as our duty of care to keep personal data safe and to ensure that all personal data is used and stored in accordance with applicable data protection laws. Our culture of respect means we do not misuse personal data in our possession.

We appreciate the interest you have shown in us and our services by visiting us at www.theevent.co.uk (the “Website”). This Privacy Policy explains what kind of personal data is collected and how it is used by DVD when you interact with us, such as through visiting our Website, contact with customer support, your subscription to receive information about future events, your participation in our event or any other interaction with DVD, including without limitation all online and offline collection of personal data, and your rights in respect of your personal data.

This Privacy Policy may be changed over time and was last changed on 01 June 2018. The most up-to-date Privacy Policy is published on our Website and we encourage you to periodically review the Website for any changes to this Privacy Policy.

2. Who we are

DVD is an event organised by Millbrook and jointly sponsored by the Army and DE&S Land Equipment, both part of the Ministry of Defence, for those involved in equipment and support for the UK’s Land Forces, showcasing equipment and technology to support the British Army bringing together the military, industry and the acquisition community for two days of informal discussions, engagement with users, briefings, seminars, demonstrations and live displays.

3. Who is responsible for your personal data?

Millbrook, based at Millbrook, Bedford, MK45 2JQ, UK, is the controller for the processing of personal data that falls within the scope of this Privacy Policy.

If you have any questions about this Privacy Policy, your use of the Website, our products, services, solutions, events or your dealings with us, in relation to our use of your personal data or your rights in relation to your personal data, you can contact us via DVD@millbrook.co.uk.

4. For which purposes do we process your personal data?

4.1 For answering your questions and following up on your requests

What does this purpose entail?

If you get in touch with us at DVD@millbrook.co.uk, at one of our other enquiries addresses, or via a contact form on our Website, we will respond to your enquiry using your personal data.

On what lawful basis do we process personal data?

We process your personal data on the basis of our legitimate interest in managing our relationship with existing and potential customers, suppliers, vendors and business partners.

Which personal data do we process for this purpose?

For this purpose, we process your name, contact details, your correspondence with DVD and any other personal data necessary for answering your question.

4.2 For processing your exhibition registration

What does this purpose entail?

We use your personal data to process your application for exhibition entry.

On what lawful basis do we process personal data?

We process your personal data on the basis that it is necessary for performing a contract between you and us. If you fail to provide the requested information, DVD will be unable to process your exhibition registration and/or provide customer services to you.

Which personal data do we process for this purpose?

For this purpose, we process your name, email/address/phone contact details, service area, job title/rank, your acceptance of our applicable terms and conditions and your correspondence with DVD.

4.3 For the development and improvement of DVD

What does this purpose entail?

We process your personal data in order to assess and improve our exhibition. We convert your personal data into statistical or aggregated data to analyse customer behaviour and to adjust our offerings. We also, on an aggregate basis (i.e. in a way that does not personally identify you), perform market trend research through statistical analysis to evaluate and adapt our offering to new developments.

On what lawful basis do we process your personal data?

We process your personal data on the basis of our legitimate interest in developing and improving the DVD exhibition to our customers, suppliers, vendors and business partners.

Which personal data do we process for this purpose?

For this purpose, we process your contact details, personal details (such as name), your demographic data (such as your country and preferred language), and your correspondence with us. We also process data generated from your usage of the Website such as IP address, webpages visited, your click-and-surf behaviour and the length of your session.

4.4 To deliver you our Website’s functionalities and for its technical and functional management

What does this purpose entail?

We process your technical data to offer you our Website’s functionalities and to allow our Website administrators to manage and improve our Website’s performance. If you enter data in our Websites to receive relevant information or functionalities, DVD processes this data to provide you with the requested information or functionalities.

On what lawful basis do we process your personal data?

We process your personal data on the basis of our legitimate interest in maintaining our Website’s functionality and being able to process applications to visit DVD via our Website.

Which personal data do we process for this purpose?

For this purpose, we process the personal data you have entered into our Website or that is generated from the functionalities you have used on the Website and the technical data from your device such as your IP address, the internet browser you use, pages visited on the Website, your click-and-surf behaviour and the length of your session.

4.5 For relationship management

What does this purpose entail?

DVD will send communications to you for the purpose of performing relationship and account management.

On what lawful basis do we process your personal data?

We process this on the basis of our legitimate interest in establishing and maintaining ongoing relationships.

Which personal data do we process for this purpose?

For this purpose, we process your name and contact details, personal details such as your name, contact preferences, whether or not you opt to receive emails regarding future DVD exhibitions and your correspondence with us.

4.6 For direct marketing purposes

What does this purpose entail?

DVD is constantly evolving to match the increasingly sophisticated markets in which we operate. For this purpose, we may provide you with information about the same or similar products, services, solutions, promotions and offers, to those which you have received or about which you have enquired and which may be of interest to you.

We may also invite you to take part in market research or request feedback on our events, services and solutions.

On what lawful basis do we process your personal data?

We usually process your personal data on the basis of your consent, which you may withdraw by opting out of receiving marketing messages at any time and free of charge. We may, however, in limited cases, send you marketing messages without your consent being required. You will always have the option to opt out of receiving these communications by following the instructions included in each communication. Should you wish to opt out, we will no longer send you direct marketing.

Which personal data do we process for this purpose?

We process your name and contact details, order and transaction history, data generated from market surveys.

4.7 For organisational analysis, management reporting, acquisition and divestitures and for the execution of business processes and internal management

What does this purpose entail?

At DVD, we process your personal data in the preparation and performance of management reporting and analysis using aggregated personal data. We also conduct customer, supplier and business partner surveys to learn more about your views and opinions as part of the reporting process. Additionally, your personal data may be processed in the context of mergers, acquisitions and divestitures, and in order to manage such transactions.

We process your personal data in the general performance and internal administration of our business, including in relation to order management. Furthermore, your personal data may be used when we conduct audits and investigations to comply with applicable legal obligations and/or DVD’s internal policies, implement business controls, and for managing our customer, supplier and business partner database.

We also process your personal data for finance and accounting, archiving and insurance purposes, legal and business accounting and in the context of dispute resolution.

On what lawful basis do we process your personal data?

We process your personal data in order to satisfy our legitimate interest in operating the day-to-day business of DVD and to develop and implement plans for strategic growth.

Which personal data do we process for this purpose?

For this purpose, we may process your contact details, personal details (such as your name), transaction data (including order history), your response to our surveys, data stored on DVD’s IT systems, data generated during the performance of your agreement with DVD and your correspondence with DVD.

4.8 To comply with the law

What does this purpose entail?

DVD processes your personal data to comply with laws and regulations (such as tax and business conduct-related and due diligence obligations including know your customer requirements) and this may involve disclosing your personal data to government or other supervisory authorities.

On what lawful basis do we process your personal data?

We process your personal data to comply with any legal or regulatory obligations to which we may be subject.

Which personal data do we process for this purpose?

For this purpose, we process your contact details, such as your address and email address, personal details, such as your name, transaction history (including your order history) and any other information requested by the relevant government or supervisory authority.

4.9 To protect health, safety, security and to ensure integrity

What does this purpose entail?

Where you visit DVD’s exhibition, we process your personal data in order to safeguard our employees, customers, suppliers and business partners as well as their assets. As such, we authenticate your access rights to our premises and may screen your personal data against publicly available government and/or law enforcement agency sanctions lists.

On what lawful basis do we process your personal data?

We process your personal data in line with our legitimate interest in safeguarding the health and safety of others, as well as in authenticating third party status and access rights whilst on our premises.

Which personal data do we process for this purpose?

For this purpose, we process your name, transaction history, and your visiting history to our premises.

5. For how long do we retain your personal data?

We will retain your personal data for as long as necessary for the purposes set out above and as communicated to you at the time of collecting your personal data.

The criteria we use to determine data retention periods include the following:

  • Retention in case of queries: we may retain your personal data for a reasonable period after you have enquired about events, products, services or solutions, in cases of follow up queries from you.
  • Retention in accordance with legal and regulatory requirements: we will consider whether we need to retain your personal data after the period of retention in case of queries (above) due to legal or regulatory requirements which may be subject to. Some or all of these criteria may be relevant to retention of your personal data collected from you in connection with our events, products, services, solutions and/or your use of our Website.
  • Retention permitted under applicable law: we will continue to retain your personal data where necessary to provide our services to you and the retention of such personal data is necessary for pursuing our legitimate interests or where it is necessary for public interest purposes.

6. Cookies

We also collect information through the use of cookies. Cookies are small files of information which save and retrieve information about your visit to our Website – for instance, your internet service provider’s domain name, pages you accessed and when. We may process data we collect to give you a more seamless, consistent and personalised experience such as providing you with personalised recommendations based on your use of the Website.

Read more about how we use cookies and how you can disable them in our Cookie Notice, which can be found here.

7. Who has access to your personal data?

7.1 Access to your personal data within DVD

Your personal data will be available within DVD to only those who need access to the data and only to the extent necessary to meet the purposes specified in section 4 “For which purposes do we process your personal data?” (above). We will take appropriate measures to ensure that your personal data is appropriately safeguarded.  

7.2 Access to your personal data by third parties

The following third parties have access to your personal data, where relevant:

  • Affiliates, contract suppliers, distributors or agents, for instance, if we deem this necessary for offering you a complete solution for the business needs presented by you, or with our agents for servicing the products you purchased
  • Banks
  • Insurance companies
  • IT suppliers, including website administrators
  • Accountants and forensic specialists
  • Governmental and regulatory bodies and other third parties to whom we must disclose information under applicable law, such as to comply with a court order or a request from a regulator or similar legal process, or otherwise where necessary to comply with a legal obligation or for the administration of justice
  • Third parties concerned or their professional advisers, in the event of a merger, acquisition or any form of sale of some or all of our assets.


Where third parties are given access to your personal data, DVD will take the required contractual, technical and organisational measures to ensure that your personal data are only processed to the extent that such processing is necessary. If your personal data is transferred to a recipient in a country that does not provide an adequate level of protection for personal data, DVD will conclude agreements with the relevant third parties involved, limiting the purposes for which your personal data can be used and disclosed, and requiring your personal data to be appropriately safeguarded.

7.3 Personal data obtained from third parties

We work closely with third parties (including business partners, sub-contractors in technical, payment and delivery services, advertising networks, analytics and search information providers) and may receive personal data about you from them. Such data obtained from third parties will be kept in accordance with the same duty of care as described in this Privacy Policy, and with any additional restrictions imposed by the third party that shared your personal data.

8. How is your personal data secured?

DVD has taken adequate safeguards to ensure the confidentiality and security of your personal data. DVD has implemented appropriate technical, physical and organisational measures to protect personal data against accidental or unlawful destruction or accidental loss, damage, alteration, unauthorised disclosure or access as well as all other forms of unlawful processing (including, but not limited to, unnecessary collection) or further processing.

Although we take reasonable security measures to protect your personal data when we receive it, you also need to ensure you take appropriate steps to protect your personal data.

9. Links to other websites

Our Website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over the other website. Therefore, we cannot be responsible for the protection and privacy of any information that you provide while visiting such sites and such sites are not governed by this Privacy Policy. You should exercise caution and look at the Privacy Policy applicable to the website in question.

10. Your rights

You have a number of rights under applicable data protection law in respect of our processing of your personal data. These include:

  • the right to request access to your personal data;
  • the right to request rectification of any personal data that we hold;
  • subject to certain conditions:

              -the right to request erasure of your personal data;

              -the right to request restriction of processing of your personal data;
              -the right to have your personal data transferred to another controller;

 

  • where we rely on your consent for processing, the right to withdraw such consent; and the right to lodge a complaint with a data protection authority (in the UK, this is The Information Commissioner’s Office). A list of other authorities can be found here.


Further details on the scope of these rights can be found in the Millbrook Data Subject Request Form. Should you wish to exercise your rights, please complete the Request Form and send (including any supporting documents) to the Information Security Lead: jock.addison@millbrook.co.uk. Note that, in order for us to respond to your request, we may require you to verify your identity.

Please be aware that some (or all) of these rights may not be available to you in your jurisdiction. Furthermore, we may reject requests that are unreasonably repetitive, require disproportionate technical effort (for example, developing a new system or fundamentally changing an existing practice), risk the privacy of others, or would be extremely impractical (for instance, requests concerning information residing on backup systems).


Date Issued: 1 June 2018