Your Data Matters

PRIVACY POLICY 

  • We take your privacy very seriously. Please read this privacy policy carefully as it contains important information on who we are and how and why we collect, store, use and share your personal data. It also explains your rights in relation to your personal data and how to contact us or supervisory authorities in the event you have a complaint.
  • We collect, use and are responsible for certain personal data about you. When we do so we are subject to the UK General Data Protection Regulation (UK GDPR). We are also subject to the EU General Data Protection Regulation (EU GDPR) in relation to goods and services we offer to individuals and our wider operations in the European Economic Area (EEA). 

Key terms 

  • It would be helpful to start by explaining some key terms used in this policy:
    • We, us, our
    • Ultima Media Ltd, part of the Süddeutscher Verlag group of companies
    • Data Protection Manager
    • Justyna Wanczyk 
    • Personal data
    • Any information relating to an identified or identifiable individual
    • Special category personal data
    • Personal data revealing racial or ethnic origin, political opinions, religious beliefs, philosophical beliefs or trade union membership
    • Genetic data
    • Biometric data (where used for identification purposes)
    • Data concerning health, sex life or sexual orientation
    • Data subject
    • The individual who the personal data relates to

     

Personal data we collect about you 

 

  • The personal data we collect about you depends on the particular services we provide to you. We will collect and use the following personal data about you:
  • your name and contact information, including email address and telephone number and company details such as, job title and information related to your position within the company like seniority, principal responsibilities, budget authority
  • location data, if you choose to give this to us,
  • your billing information, transaction and payment card information
  • your personal, or professionalinterests
  • your professional online presence, eg LinkedIn profile  

your contact history, purchase history and saved items 

  • information from accounts you link to us, eg Facebook however only intended for professional use
  • information to enable us to undertake credit or other financial checks on youwhen processing orders or sponsorships
  • information about how you use our website, IT, communication and other systems
  • your responses to surveys, competitions and promotions
  • dietary requirements solely for the specific use on our events catering if you choose to give it to us 

How your personal data is collected 

  • when you register for an event (including live streamed events), an awards programme or competition
  • when you contact us for information
  • when you work with us in a commercial capacity, either as a sponsor or partner
  • when you sign up for a newsletter
  • when you subscribe to a paper or digital magazine
  • when you download an app
  • when you use the website
  • through cookies
  • if you choose to reveal information in postings
  • if you complete your details on research questionnaires, and
  • when you enter sales promotions and competitions. 

How and why we use your personal data 

  • Under data protection law, we can only use your personal data if we have a proper reason, eg:
  • where you have given consent;
  • to comply with our legal and regulatory obligations;
  • for the performance of a contract with you or to take steps at your request before entering into a contract; or
  • for our legitimate interests or those of a third party.
  • A legitimate interest is when we have a business or commercial reason to use your personal data, so long as this is not overridden by your own rights and interests. We will carry out an assessment when relying on legitimate interests.
  • The table below explains what we use your personal data for and why. 
What we use your personal data forOur reasons
  • Providing services to you
  • To perform our contract with you or to take steps at your request before entering into a contract
  • Preventing and detecting fraud against you or us
  • For our legitimate interest, ie to minimise fraud that could be damaging for you and/or us
  • Conducting checks to identify our customers and verify their identity
  • Screening for financial and other sanctions or embargoes
  • Other activities necessary to comply with professional, legal and regulatory obligations that apply to our business, eg under health and safety law or rules issued by our professional regulator
  • Depending on the circumstances:
  • —to comply with our legal and regulatory obligations
  • —for our legitimate interests
  • To enforce legal rights or defend or undertake legal proceedings
  • Depending on the circumstances:
  • —to comply with our legal and regulatory obligations;
  • —in other cases, for our legitimate interests, ie to protect our business, interests and rights
  • Gathering and providing information required by or relating to audits, enquiries or investigations by regulatory bodies
  • To comply with our legal and regulatory obligations
  • Ensuring business policies are adhered to, eg policies covering security and internet use
  • For our legitimate interests, ie to make sure we are following our own internal procedures 
  • Operational reasons, such as improving efficiency, training and quality control
  • For our legitimate interests, ie to be as efficient as we can so we can deliver the best service to you at the best price
  • Ensuring the confidentiality of commercially sensitive information
  • Depending on the circumstances:
  • —for our legitimate interests, ie to protect trade secrets and other commercially valuable information;
  • —to comply with our legal and regulatory obligations
  • Statistical analysis to help us manage our business, eg in relation to our services and overall efficiency
  • For our legitimate interests, ie to be as efficient as we can so we can deliver the best service to you at the best price
  • Preventing unauthorised access and modifications to systems
  • Depending on the circumstances:
  • —for our legitimate interests, ie to prevent and detect criminal activity that could be damaging for you and/or us;
  • —to comply with our legal and regulatory obligations
  • Protecting the security of systems and data used to provide the services
  • To comply with our legal and regulatory obligations
  • We may also use your personal data to ensure the security of systems and data to a standard that goes beyond our legal obligations, and in those cases our reasons are for our legitimate interests, ie to protect systems and data and to prevent and detect criminal activity that could be damaging for you and/or us
  • Updating customer records
  • Depending on the circumstances:
  • —to perform our contract with you or to take steps at your request before entering into a contract;
  • —to comply with our legal and regulatory obligations;
  • —for our legitimate interests, eg making sure that we can keep in touch with our customers about existing orders and new products
  • Statutory returns
  • To comply with our legal and regulatory obligations
  • Ensuring safe working practices, staff administration and assessments
  • Depending on the circumstances:
  • —to comply with our legal and regulatory obligations;
  • —for our legitimate interests, eg to make sure we are following our own internal procedures and working efficiently so we can deliver the best service to you
  • Marketing our services and those of selected third parties to:
  • —existing and former customers;
  • —third parties who have previously expressed an interest in our services;
  • —third parties with whom we have had no previous dealings.
  • For our legitimate interests, ie to promote our business to existing and former customers
  • Credit reference checks via external credit reference agencies
  • For our legitimate interests, ie to ensure our customers are likely to be able to pay for our products and services
  • External audits and quality checks
  • Depending on the circumstances:
  • —for our legitimate interests, ie to maintain our accreditations so we can demonstrate we operate at the highest standards;
  • —to comply with our legal and regulatory obligations
  • To share your personal data with members of our group and third parties that will or may take control or ownership of some or all of our business (and professional advisors acting on our or their behalf) in connection with a significant corporate transaction or restructuring, including a merger, acquisition, asset sale, initial public offering or in the event of our insolvency
  • In such cases information will be anonymised where possible and only shared where necessary
  • Depending on the circumstances:
  • —to comply with our legal and regulatory obligations;
  • —in other cases, for our legitimate interests, ie to protect, realise or grow the value in our business and assets

How and why we use your personal data—Special category personal data 

  • Certain personal data we collect is treated as a special category to which additional protections apply under data protection law:
  • information related to special dietary requirements for event registration and attendance to ensure we follow protocol
  • Where we process special category personal data, we will also ensure we are permitted to do so under data protection laws, eg:
  • we have your explicit consent;
  • the processing is necessary to protect your (or someone else’s) vital interests where you are physically or legally incapable of giving consent; or
  • the processing is necessary to establish, exercise or defend legal claims. 

  • Use of children’s data; We only collect or store any personal information about children under the age of 16 in the context of the GM Interactive Competition. This is applicable to young people aged 14-16 where permission is obtained directly from a legal adult guardian to collect this information. 

Marketing and Advertising 

  • We may share anonymised behavioural data with advertising partners, including commercial organisations that fund content labelled ‘Supported by’, ‘Paid content/Paid for by’ or ‘Sponsor content/from our sponsors’.
  • This may mean that when you are on other websites, you will be shown advertising based on your behaviour on an Ultima Media website. 

  • We may also show you advertising on our site based on your behaviour on other sites. 

  • If you want to opt out of receiving online behavioural advertising, this does not mean that you will no longer receive advertising when you are using our sites. It just means that the advertising you see will not be customised for you. 

  • If you would like more information and how to opt out of it, please visit youronlinechoices.com or networkadvertising.org (if accessing from the US.) 

  • Advertising on mobile devices may require the collection and sharing of the unique device ID with companies who purchase advertising space on the mobile application. 

  • We will use your personal data to send you updates (by email, text message, telephone or post) about our services, including exclusive offers, promotions or new services.
  • We have a legitimate interest in using your personal data for marketing purposes (see above ‘How and why we use your personal data’). This means we do not usually need your consent to send you marketing information. If we change our marketing approach in the future so that consent is needed, we will ask for this separately and clearly.
  • You do, however, have the right to opt out of receiving marketing communications at any time by:
  • contacting us ;
  • using the ‘unsubscribe’ link in emails or ‘STOP’ number in texts.
  • We may ask you to confirm or update your marketing preferences if you ask us to provide further services in the future, or if there are changes in the law, regulation, or the structure of our business.
  • We will always treat your personal data with the utmost respect and never sell it with other organisations outside the group for marketing purposes. 

Who we share your personal data with 

  • We routinely share personal data with:
  • third parties we use to help deliver our services to you, eg payment service providers, warehouses and delivery companies;
  • other third parties we use to help us run our business, eg marketing agencies or website hosts;
  • third parties approved by you, eg social media sites you choose to link your account to or third party payment providers;
  • credit reference agencies;
  • our insurers and brokers;
  • our bank[s]
  • We or the third parties mentioned above occasionally also share personal data with:
  • our external auditors, eg in relation to the audit of our accounts, in which case the recipient of the information will be bound by confidentiality obligations;
  • our and their professional advisors (such as lawyers and other advisors), in which case the recipient of the information will be bound by confidentiality obligations;
  • law enforcement agencies, courts, tribunals and regulatory bodies to comply with our legal and regulatory obligations;
  • other parties that have or may acquire control or ownership of our business (and our or their professional advisers) in connection with a significant corporate transaction or restructuring, including a merger, acquisition, asset sale, initial public offering or in the event of our insolvency—usually, information will be anonymised but this may not always be possible. The recipient of any of your personal data will be bound by confidentiality obligations. 

Who we share your personal data with—in more detail 

  • Your personal information may be shared with the Süddeutscher Verlag group of companies that are based in the UK or Germany. For example, when there is direct crossover between products and services.
  • We will not share your personal information with others for marketing purposes unless you have given us your permission. If we have your permission, we will share your information only with other organisations we have chosen carefully.
  • We may make other organisations’ services available, through our sites, although we are not necessarily operating these sites.
  • We process any information which we collect when you access a service provided by another organisation under this privacy policy. Information these other organisations collect is governed by their own privacy policies.
  • We can access and release personal information to keep to relevant laws and government requests, to operate our systems properly and to protect both us and our users.
  • Any other organisations who access your information in the course of providing services on our behalf will be governed by strict contractual restrictions to make sure that they protect your information and keep to data-protection and privacy laws which apply.
  • We may also independently audit these service providers to make sure that they meet our standards.
  • We may use service providers to help us run these sites (or services available on the sites), some of whom may be based outside the EEA or countries deemed adequate by the EDPB. 

Where your personal data is held 

  • Personal data may be held at our offices and those of our group companies, third party agencies, service providers, representatives and agents as described above (see above: ‘Who we share your personal data with’).
  • Some of these third parties may be based outside the UK [andEEA]. For more information, including on how we safeguard your personal data when this happens, see below: ‘Transferring your personal data out of the UK [and EEA]’. 

How long your personal data will be kept 

  • We will not keep your personal data for longer than we need it for the purpose for which it is used.  

Transferring your personal data out of the UK [and EEA] 

  • It is sometimes necessary for us to transfer your personal data to countries outside the UKand EEA. In those cases we will comply with applicable UK and EEAlaws designed to ensure the privacy of your personal data.
  • We will transfer your personal data to:
  • our service providers located outside the UK
  • Under data protection laws, we can only transfer your personal data to a country outside the UK [and EEA] where:
  • the UK government has decided the particular country ensures an adequate level of protection of personal data (known as an ‘adequacy regulation’) further to Article 45 of the UK GDPR. We rely on adequacy regulations for transfers to the following countries: US
  • there are appropriate safeguards in place, together with enforceable rights and effective legal remedies for you; or
  • a specific exception applies under relevant data protection law.
  • Where we transfer your personal data outside the UK or EEA, we do so on the basis of an adequacy regulation. In the event we cannot or choose not to continue to rely on either of those mechanisms at any time, we will not transfer your personal data outside the UK [and EEA] unless we can do so on the basis of an alternative mechanism or exception provided by UK data protection law and reflected in an update to this policy.
  • Any changes to the destinations to which we send personal data or in the transfer mechanisms we rely on to transfer personal data internationally will be notified to you in accordance with the section on ‘Changes to this privacy policy’ below. 

Your rights 

  • You have the following rights, which you can exercise free of charge: 
    • Access
    • The right to be provided with a copy of your personal data
    • Rectification
    • The right to require us to correct any mistakes in your personal data
    • Erasure (also known as the right to be forgotten)
    • The right to require us to delete your personal data—in certain situations
    • Restriction of processing
    • The right to require us to restrict processing of your personal data in certain circumstances, eg if you contest the accuracy of the data
    • Data portability
    • The right to receive the personal data you provided to us, in a structured, commonly used and machine-readable format and/or transmit that data to a third party—in certain situations
    • To object
    • The right to object:
    • —at any time to your personal data being processed for direct marketing (including profiling);
    • —in certain other situations to our continued processing of your personal data, eg processing carried out for the purpose of our legitimate interests unless there are compelling legitimate grounds for the processing to continue or the processing is required for the establishment, exercise or defence of legal claims
    • Not to be subject to automated individual decision making
    • The right not to be subject to a decision based solely on automated processing (including profiling) that produces legal effects concerning you or similarly significantly affects you
    • The right to withdraw consent
    • If you have provided us with a consent to use your personal data you have a right to withdraw that consent easily at any time
    • You may withdraw consent by contacting us. Withdrawing consent will not affect the lawfulness of our use of your personal data in reliance on that consent before it was withdrawn
  • For more information on each of those rights, including the circumstances in which they apply, please contact us (see ‘How to contact us’ below) or see the Guidance from the UK Information Commissioner’s Office (ICO).
  • If you would like to exercise any of those rights, please:
  • complete a data subject request form—available on our website at: https://insights.ultimamedia.com/p/7OIQ-6E5/data-subject-request-form ; or
  • email, call or write to us—see below: ‘How to contact us’; and
  • provide enough information to identify yourself and any additional identity information we may reasonably request from you;
  • let us know what right you want to exercise and the information to which your request relates. 

Keeping your personal data secure 

  • We have appropriate security measures to prevent personal data from being lost accidentally, or used or accessed unlawfully. We limit access to your personal data to those who have a genuine business need to access it. Those processing your personal data will do so only in an authorised manner and are subject to a duty of confidentiality.
  • We also have procedures to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so. 

Changes to this privacy policy 

  • A privacy notice was published on January 2018 and this updated version on October 16, 2024.
  • We may change this privacy notice from time to time therefore we suggest you check back occasionally for updates 

Updating your personal data 

  • We take reasonable steps to ensure your personal data remains accurate and up to date. To help us with this, please let us know if any of the personal data you have provided to us has changed, eg your surname or address—see below ‘How to contact us’. [You can also update your personal data yourself via our online customer portal]. 

Legal information and how to contact us 

  • Under the Data Protection Act 2018 we have to say who the ‘data controller’ is for Ultima Media products and services provided via our websites, our magazines, events and other products and services.
  • The data controller is the organisation responsible for protecting information and, in our case, is Ultima Media Ltd, 401 King Street, London W6 9NJ. 

If you would like access to or a copy of the personal information we hold about you, to request a correction, or have any questions about how we may use it or to make a complaint, please contact the Data Protection Manager Justyna Wanczyk at the address shown above or email Justyna.Wanczyk@ultimamedia.com or telephone +44 20 8987 0964. 

Requests will be dealt with by the Data Protection Manager, and will be responded to within a reasonable period, not longer than 30 days. If you are not satisfied with the way your request was handled, you have the right to lodge a complaint with the supervisory authority – details of which are given below: Information Commissioner’s Officehttps://ico.org.uk/concerns/Telephone: +44 303 123 1113