yourprivacy

Website Cookies

Our website uses cookies, small text files stored on the device you are viewing the website from, to improve your experience but also to monitor how the website is accessed, and for how long visitors remain on each page. We also use cookies for the live chat function and to show other content such as videos or twitter feeds.

What happens if I disable cookies?

In general the website may not operate properly if cookies are not activated.

Data we collect

If you register for our newsletter we collect personal information. We use that information exclusively to send you our newsletter. We don’t rent or trade email lists with other organisations or businesses and we will share it with no one unless we have a legal duty to do so.

We use a third-party provider, MailChimp, to deliver our newsletter. We gather statistics around email opening and clicks using industry standard technologies to help us monitor and improve our e-newsletter. For more information, please see MailChimp’s privacy notice. You can amend your preferences and unsubscribe to our newsletter at any time by clicking the unsubscribe link at the bottom of any of our newsletters.

The website contains forms to contact us and a live chat service. In order for us to be able to contact you, we may request personal information such as your name and email address.

Security

Our website uses a secure connection between the server and the device you are viewing it on. You can check this by looking for a padlock symbol and the prefix “https://” within your browser. No personal data is stored on the server.

Access to your personal information

Any data we hold about you is yours and not ours. As such you have the right to access, amend and remove any of the personal data we have about you. Please use the form below to do so and we will be happy to help.

Sales Information Process

Group Dynamics provide Business-to-Business (B2B) services for events and conferences.

When a person contacts Group Dynamics for information or a quotation, we require a business email address in order to be able to fulfill that request. We store that information in a database along with any other contact information that has been provided so that we can follow up on the initial conversation to see if any further information or help is required.

If more conversations are held, we may take notes and store these along with the initial request so that we can make informed follow ups and not waste anyone’s time by asking questions that have already been asked. We also keep any emails that have been exchanged and these are used simply to ensure we don’t contact anyone needlessly or miss contacting someone who specifically requested us to.

If we make a visit to a company to give them a demonstration of our services, we will also store details of that visit (time, place, attendees and notes) to help provide a better service to that client in any subsequent communications.

However, even if conversations (emails, calls etc.) do not lead to a requirement for our services, we continue to store that information for statistical purposes so that we can monitor our sales process and staff to ensure our clients received the best information possible and to avoid any unnecessary contacts.

New Business

To generate new business we use networking events, trade exhibitions and services such as LinkedIn to find event organisers and people who we feel may benefit from our services. These may be companies who organise similar events to ones existing clients use our services for or new contacts within companies we have ongoing relationships with. We store information about these contacts and conversations we have had with them in a database so we can monitor any developments, contact them only when necessary or when requested to, and also to quantify the success of any new business development strategy.

Marketing

If you register for our newsletter we collect personal information. We use that information exclusively to send you our newsletter. We don’t rent or trade email lists with other organisations or businesses and we will share it with no one unless we have a legal duty to do so.

We use a third-party provider, MailChimp, to deliver our newsletter. We gather statistics around email opening and clicks using industry standard technologies to help us monitor and improve our newsletters. For more information, please see MailChimp’s privacy notice. You can amend your preferences and unsubscribe to our newsletter at any time by clicking the unsubscribe link at the bottom of any of our newsletters.

Security

All data is stored on password protected databases and is not accessible to anyone outside of Group Dynamics. We do not share any information whatsoever with any third party unless we are legally bound to do so.

Access to your personal information

Anyone who has contacted Group Dynamics or has been contacted by us and wishes to see, edit or remove the data we have stored on them can do so free of charge and at any point. Please use the form below to do so and we will be happy to help.

What we do

We do not organise events, we provide digital services and solutions that facilitate processes within events. As such, we are a data processor at the events we support and receive data from an event organiser or data controller.

Where we store data

Any data that we are provided with by the event organiser, or by the attendees themselves during an event is stored in a secure online service that is not accessible outside of Group Dynamics and that itself is compliant with existing data protection laws. It may also be stored on a company laptop at the venue that is password protected and supervised by one of our employees.

What data we store

At many events, we are contracted by the event organiser or data controller to supply physical badges for the delegates, guests and staff. These badges may contain electronic RFID circuits that can also store data.

For this purpose, we are supplied with and store a list of attendees by the event organiser. We request we receive only the information we require to fulfill this purpose. For example, names, company names, and any additional data that is required for the badges.

Any surplus badges that have printed information on them and remain in our possession at the conclusion of an event are destroyed in the recycling process as soon as possible.

Within our portfolio of solutions, we sometimes require more personal information in order to provide these solutions correctly. This may include email addresses or photographs and biographies of presenters for example.

We may require email addresses in order to be able to send emails to delegates that contain the notes they have taken during the event, or links to documents they have requested for example. But we will only have access to this information if the event organiser has previously obtained explicit consent from the attendees upon registration that they can share that information with us.

If we do not have the email addresses, then we will request this information within our application only at the point where it becomes necessary and we will explain why we are collecting this data and how we are going to use it.

Additional information such as attendance to different sessions may also be generated and stored by our system.

We also store data relevant to any polling questions (voting) and questions sent in by delegates. Responses to surveys may also be generated and stored.

How we use the data

Personal information that we are supplied with or collect for the purpose of facilitating an event is only used for that event and no data is used for any other purpose or shared with any other person or company unless we are requested to do so by the event organiser or are legally bound to do so.

We provide reports and the raw data to the event organiser so that they can use it according to their own requirements and within their own data policies and consents.

Data retention

We continue to store personal data of the attendees at the events we support after the event has finished for varying amounts of time according to the specific requirements of the event and also to match any data retention policies of the event organiser.

However, unless otherwise instructed we remove personal information from the data we have been given or that was generated at the event two weeks after the event has completed.

Access to personal data

If you have used one of our services at an event and wish to see, edit or remove the data we have stored on you, you can do so free of charge and at any point. Please use the form below to do so and we will be happy to help.