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Privacy Policy

Who we are 

Commercial Risk is owned by Rubicon Media Ltd, a specialist publishing and events company.

Rubicon Media Ltd is a member of Beacon International Group, Ltd, publishers of Business Insurance, Commercial Risk, Asia Insurance Review, Middle East Insurance Review, WorkCompCentral and Insurance Advocate.

Data and information is at the heart of what we so, and we take matters of data privacy seriously. We respect our relationships with customers, clients, visitors, sponsors, suppliers and colleagues, and the trust they place in us to hold their personal information.

Our Privacy Policy complies with both UK and European Union data protection requirements. We have structured our website so that you can visit without identifying yourself or revealing any personal information. Once you choose to provide us with any information by which you can be identified, it will only be used in accordance with this Privacy Statement.

What we collect 

This section tells you what personal information we may collect when you use our products and services, and what other personal information we may receive from other sources. 

Under the EU’s General Data Protection Regulation (GDPR) personal data is defined as: “any information relating to an identified or identifiable natural person (’data subject’); an identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person”. In this Privacy Policy,  personal information refers to the types of personal information that may be collected and used, including:

  • Contact details, such as name, email address, postal address and telephone number
  • Educational, nationality and professional information
  • Usernames and passwords
  • Payment information, such as a credit or debit card number or bank account details
  • Comments, feedback, posts and other content submitted, including survey information 
  • Interests and communication preferences including marketing permissions where appropriate
  • Location information such as provided through a mobile app
  • Identity verifying information such as passport details to comply with legal obligations in certain countries and to provide visa invitation letters where requested 
  • Website and communication usage information, such as correspondence and details of your use of our website and services obtained through cookies or other tracking technologies.

This personal information relates to the following categories of people:

  • Prospects, customer contacts, subscribers and users in respect of our services and products;
  • Visitors, sponsors and speakers at our events;
  • Professionals featured in digital and print products such as senior executive details made available through intelligence products, research, publications
  • Authors, editors, and reviewers in respect of our publications
  • Contacts of our service providers and business partners

How and why personal information is used 

This section explains how and why we use personal information.

In product enquiries, sales and administration.

If you have made an enquiry about us or our products or services, either online or over the phone, your personal information will be used to respond to the enquiry or to take other steps at your request, prior to you entering into a contract with us. 

If you have purchased or registered for one of our products or services, including on a trial basis, we will use your personal information, including bank or card details, to provide you with the product or service, communicate with you about it, handle payments and recover any debts.

To include professional information in our products

If your professional personal information is relevant to our products and is freely available through public sources, such as a website related to your work or profession, listed directories, press releases, industry publications, or if you provide it to us, to the extent permitted by applicable data protection laws, we may use such personal information in the products we provide to customers, for example in subscription products, research, industry analysis and insights. 

For event management

If you participate in one of our events as a speaker, sponsor or attendee, your personal information will be used in connection with the running of the event.

We may also use your personal information to maintain databases that allow us to assess your qualities as a speaker or sponsor, promote events and encourage further engagement at our events. 

In addition, photos and videos are taken at our events, which may feature attendees, speakers or sponsors. Where we have taken photos and videos at our events that feature you as an attendee, speaker or sponsor, to the extent permitted by applicable data protection laws, those photos and videos may be used for promotional purposes. 

Where we are hosting and managing a virtual event Rubicon Media Ltd (and any third party platform provider acting on our behalf) will use your personal information provided during the registration process to host and manage this digital event and for analyzing visitor interactions and traffic with a view to improving the event experience for visitors and provide you with a personalized experience.

When you enter a virtual space, zone or room such as an exhibition booth your personal information may be shared with the sponsor and exhibitor to allow them to engage with you subject to the attendee privacy notice you may have been provided during the registration and login process.

For marketing 

We may use your personal information to send you newsletters, offers or other marketing emails that keep you up to date with our news, events and products that may be of interest. Depending on the nature of your interaction with us and applicable data protection laws, you may have actively given us your consent (i.e. opted in) or we may be entitled to rely on your implied consent or legitimate interests to market to you with relevant content. The opportunity to opt out of future marketing will always be provided and you have the right to amend your marketing preferences at any time. 

Many of our events and products are co-branded with joint venture partners or sponsored by third party sponsors. We may share your details with these third party partners. Where this happens, a clear notice will be provided that gives the opportunity to opt out or opt in to such sharing as required by applicable data protection laws. The third party partner’s use of your details will be in accordance with the notice provided and its privacy policy and is not covered by this Privacy Policy.

For customer and prospects management

The personal information held about you, combined with other personal information legitimately obtained and shared with us by third parties or publicly available data, may be used to better understand our customers and their preferences and to improve the products and services delivered. This may include automated profiling and campaign management techniques.

Data may also be used in advertising campaigns on social media platforms such as LinkedIn, Instagram and Facebook in order to provide information about upcoming events or new products and to ensure you only receive relevant advertising about our products and services.

For mobile applications and website analytics

We may combine visitor session information or other information collected through tracking technologies, whether you are logged in or not, with personally identifiable information to understand and analyse your online experiences and determine which events, products and services are likely to be of interest to you.

Where you consent to the use of your location data, certain mobile applications may use location data to assist you to navigate around events and bring sponsors’ products to your attention whilst you are using the app.

Our marketing related emails contain a single, campaign-unique “web beacon pixel” to tell us whether emails are opened, and combined with other technology, to verify any clicks through to links within the email. We may use this information for purposes including determining which emails are of more interest to you and to query whether users who do not open our emails wish to continue receiving them. The pixel will be deleted when you delete the email. 

Where you subscribe to an online service, the accompanying emails similarly include a pixel. We track interaction with these emails and our online services to validate attendance for accreditation purposes, to help determine which information is of interest to you and to customise the advertisements you see.

While we strive to offer choice when using our website and mobile applications, we do not promise that we will be able to receive or honour web browser Do Not Track signals.

Within online membership communities, bulletin boards and chat areas

You may choose to participate in online membership communities on our site or activities such as events that we host on third party vendor sites that allows you to create and publish a profile and other personal information. These communities may provide privacy controls that allow choice in how much of your profile and other information to make public or to share with others within the community.

Privacy controls are usually found on the page on which you edit your profile, and each individual is responsible for understanding how those controls work, including default settings, and choosing how the information provided is shared and protected. By participating in these online membership communities you may be contacted by other participants using the information provided.

When you disclose personal information on any public community boards or chat areas of this website, or any other website used as a result of use of this website, such personal information can be collected and used by anyone who views that board or area. This may result in unsolicited messages from other participants or other parties, which are outside of our control or responsibility.

For newsletter alerts

The information collected when you sign up for newsletter alerts is used only to provide that service, and to understand the background and interests of our registration/subscriber list.

In providing the service we gather statistics about how many emails are opened, using industry standard technologies including image downloads. This is to help us monitor and improve the news alerts service and information is collected and analysed at an aggregate level only.

For fulfilling legal obligations including anti-fraud measures and screening 

We and other organisations may also access and use certain personal information to prevent fraud as may be required by applicable law and regulation and best practice at any given time. If false or inaccurate information is provided and fraud is identified or suspected, details may be passed to fraud prevention agencies and may be recorded by us or by them.

To ensure we comply with international trade sanction laws and regulations, where appropriate customers, vendors and suppliers are screened against US, OFAC, BIS, UN, EU and UK sanctions lists. 

How we protect personal information 

We recognise the importance of protecting and managing personal information. Any personal information provided will be treated with the utmost care and security. This section sets out some of the security measures in place.  

We use a variety of physical and technical measures to keep personal information safe and prevent unauthorised access to, or use or disclosure of it.  Electronic data and databases are stored on secure computer systems with control over access to information using both physical and electronic means. Our colleagues receive data protection training and there is a set of detailed security and data protection policies which colleagues are required to follow when handling personal information.

While we take all reasonable steps to ensure that personal information will be kept secure from unauthorised access, we cannot guarantee it will be secure during transmission by you to a website or other services, as we do not control that transmission. 

International transfer of personal information

Due to the international nature of business and the technologies required, personal information may be accessed by our colleagues and third-party service providers from locations all around the world whose data protection laws may not be as extensive as those in regions such as the European Union. 

We put in place appropriate protection to make sure your personal information remains adequately protected and is treated in line with this policy and applicable data protection laws.

Cookies 

A cookie is a small text file containing a unique identifier that is automatically placed on a user’s computer or other device when the user visits a website.  For more information, please visit our Cookie Policy.

Third-party links

This website may contain links to other websites. We are not responsible for the privacy practices of these websites and do not accept any liability in connection with their content. We recommend reviewing the privacy policy of any third-party site linked from this website to determine its use of your personal information.

Who personal information is shared with 

To provide you with services and products, your information may be shared for specific reasons. This section explains how and why personal data is shared.

Sharing with Beacon International Group, Ltd companies

We may share your personal information with certain other companies within the Beacon International Group for specific purposes. For example, other Beacon companies may assist in providing our products and services, carry out internal analysis of the usage of our and their products and services, or where permitted under applicable data protection law offer relevant products and services which might be of interest you.

Sharing with Service Providers

We may share your personal information with third parties who assist in providing our products and services and administering our business. These include IT and marketing technology host suppliers, web and data hosting providers, mailing houses, ad servers, logistics and general services contractors, debt collection agencies, onsite health and safety partners, event registration partners, sales platform providers, communication tool providers, stand designers/builders/fitters, suppliers of sponsorship/marketing/PR collateral and other event collaboration partners. Personal information will only be shared with third parties if and to the extent it is necessary for them to provide our products and services to you.

Sharing with other Organisations

We may share your personal information with trusted partner organisations for their marketing purposes in accordance with local data protection laws and where required, with your permissions. 

If you use one of our virtual products, such as a virtual event or chose to allow your badge to be scanned at an event, we may pass the information you provide to third parties. Generally, this will be via a process whereby you, as the user, visit or interact with a third party such as by visiting an online exhibition booth, having your badge scanned or clicking an asset branded and provided by a third party. In other instances, our virtual and physical products are sponsored or produced as join-ventures and in these cases, the data provided may be given to the sponsor or joint-venture partner.

To reorganise or make changes to our business

In the event that we are subject to negotiations for the sale of all or a part of our business to a third party, are sold to a third party or undergo a re-organisation, we may need to transfer some or all of your personal information to the relevant third party or its advisors. Any information that is transferred to that re-organised entity or third party will be used for the same purposes as set out in this policy.

In connection with legal or regulatory obligations

We  may  process your personal information to comply with our legal and regulatory requirements or to respond to regulators where applicable. This may include disclosing your personal information to third parties, the court service and/or regulators or law enforcement agencies in connection with enquiries, proceedings or investigations.

How long information is kept 

We will only retain personal information for as long as is necessary and as permitted by applicable laws. 

We will retain personal information while we are using it, as described in the section above.  We may continue to retain it after we have ceased such uses for certain legitimate business purposes.  For example, if you have opted out of marketing communications from us, we will retain limited details about you to ensure we can honour your opt-out request. We may also continue to retain your personal information to meet our legal requirements or to defend or exercise our legal rights. 

The length of time for which we will retain your personal information will depend on the purposes for which we need to retain it. After we no longer need to retain your personal information, it will be deleted or securely destroyed. 

Your rights 

Rubicon Media Ltd operates in countries with data protection laws that provide different rights to individuals in respect of access, deletion, rectification and limiting processing of personal information.

Updating your information and marketing preferences 

We want to ensure you remain in control of your personal information. We try to ensure the personal information held about you is accurate and up-to-date. We will always provide the opportunity to unsubscribe or opt out of future marketing communications.

Information on how to unsubscribe or opt out is provided on every marketing email we send you. 

Contacting us  

For any questions about this Privacy Policy you can email our Data Protection Officer (link to Annies email address) or write to us at Data Protection Officer, Rubicon Media Ltd, Unit 5, Parsonage Farm Business Centre, Church Lane, Ticehurst, East Sussex, TN5 7DL, United Kingdom.

Changes to this Privacy Policy

To keep up with changing legislation, best practice and changes in how we process personal information, we may revise this Privacy Policy at any time without notice by posting a revised version on this website. To stay up to date on any changes, check back periodically.   

This Privacy Policy was last updated on 30th June 2021.

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