Our website address is: https://xtendlive.com.
This Policy was last updated: August 16, 2022
Privacy Statement Summary:
We are committed to safeguarding the privacy of our website visitors and service users. We will never sell, share, or use your personal information other than as described here.
|Who will use my data?
|XtendLive Inc. and Affiliated Companies and third party service providers.
|We will store and process your data necessary to provide our products and services. This includes collecting visitor registration data and tracking visitor activities throughout our events and websites.
If you grant us permission, we may also send you information that you might be interested in related to our suite of products and services. Upon their request, we may also share your information with regulators or legal bodies or any other organization that requires it by law.
|What will happen if I contact you?
|If you contact us by emailing privacy@XtendLivevirtual.com. we will provide you with copies of any data you requested that we have stored relating to your interactions with our events and/or websites.
|What data will be stored?
|We will store your personal details in order to provide our services and run our company. This includes event visitor registration data, activities tracking data, gamification tracking data, event exhibitor data, event host data, conference registration information stored in a GDPR compliant hosting data facility within the United States.
|What data will be shared?
|We will not share your data with any third parties other than as described here. Also, We may share your information with regulators or legal bodies or other organization that requires it by law.. We will only share any data that is required to provide the services that we offer. Where this is the case, we will ensure your data is kept secure and appropriate controls, agreements, risk assessments have been completed.
|Your data will be stored for a period of time, defined by the Event Organiser, following the last day of the hosted event, after which time your data will be deleted from our servers and transferred to the Event Organiser upon their request or deleted entirely. For more information please refer to our Data Retention Policy Retention Policy .
|Who can access my data?
|We will never sell, share or otherwise distribute your data to any other third party other than described here:
We will share your information with any regulator or legal body that requests it as well as any third party service providers that we have contracted with for the delivery of our products and services.
|How is my data kept secure?
|We will store your data on secure GDPR compliant based servers located in the United States We use industry standard security protocols/technology to secure your data.
We take your privacy seriously and will only use your personal information to provide the services you have requested from us and to send you information about services you may be interested in. We will never sell, share or use your personal information other than as described here.
This policy sets out how we will use and share the information that you give us. This policy describes your relationship with XtendLive Inc.
The General Data Protection Regulation (GDPR) describes how organisations must collect, handle, process, and store personal information.
These rules apply regardless of whether data is stored electronically, on paper or on other materials. To comply with the law, personal information must be collected and used fairly, stored safely and not disclosed unlawfully. GDPR is underpinned by eight important principles. These say that personal data must:
- Be processed fairly and lawfully
- Be obtained only for specific, lawful purposes
- Be adequate, relevant and not excessive
- Be accurate and kept up to date
- Not be held for any longer than is necessary
- Processed in accordance with the rights of the data subjects
- Be protected in appropriate ways
- Not be transferred outside the US  , unless that country or territory also ensures an adequate level of protection
We take these responsibilities seriously; this document describes our approach to data protection. This policy helps to protect us from data security risks, including:
- Breaches of confidentiality. For instance, information being given out inappropriately.
- Failing to offer choice. For instance, all individuals should be free to choose how the company uses data relating to them.
- Reputational damage. For instance, the company could suffer if hackers successfully gained access to sensitive data.
XtendLive Inc. is registered in the United States. You can contact the XtendLive, Inc. Data Protection Committee by emailing privacy@XtendLivevirtual.com.
OUR ARTICLE 27 REPRESENTATIVE
We have appointed EU and UK Representatives under Article 27 of the EU GDPR and UK GDPR respectively. Our appointed representatives are:
Our UK Representative:
Under Article 27 of the UK Data Privacy Act, we have appointed a UK Representative to act as our data protection agent. Our nominated UK Representative is: GDPR Local Ltd.
Tel +44 1772 217800
1st Floor Front Suite
27-29 North Street, Brighton
Under Article 27 of the GDPR , we have appointed an EU Representative to act as our data protection agent. Our nominated EU Representative is :Instant EU GDPR Representative Ltd.
INSTANT EU GDPR REPRESENTATIVE LTD
12A Lower Main Street, Lucan Co. Dublin
This policy relates to data subjects of XtendLive Inc. including clients, customers, employees, and all other individuals. Processing of your data is required in order to offer you our products and services. This policy applies to individuals who have shared their data with XtendLive Inc. as either a customer, client, employee, supplier or in any other capacity.
It applies to all data that the company holds relating to identifiable individuals, even if that information technically falls outside of the GDPR. This can include:
- Names of Individuals
- Contact details
- Postal addresses
- Email Addresses
- Telephone numbers
- And other information as required
What this policy applies to
This section describes the lawful basis for processing your data and applies to the information about yourself that you choose to provide us with or that you allow us to collect. This includes:
- The Information you provide when you contact us
- When you contact us in order to discuss using our services
- Information we collect about how you use the website
- Information relating to services we offer to you and other transactions including financial and other personal information required to complete these transactions
- Information that is given and stored as part of our ongoing relationship
We do not collect or process sensitive data about you.
How your information will be used
We will only use your personal data for the purposes for which we collected it and as you would reasonably expect your data to be processed and only where there is a lawful basis for such processing.
, for example:For example, we might collect all or a subset of the data below to provide our products and services:
|Type of data
|Lawful basis for processing
|To register you as a new customer
|(a) Identity, (b) Contact
|(a)Performance of a contract with you (b) Consent
|To process and deliver the products and services you request including conference or event registration, and product interest.
|(a) Identity, (b) Contact, (c) Financial, (d) Transaction, (e) Marketing and Communications
|(a) Performance of a contract with you, (b) Necessary for our legitimate interests to recover debts owed to us (b) Consent
|To communicate your participation with
|(a) Identity, (b) Contact (c) Profile, (d) Marketing and Communications
|(a)Performance of a contract with you (b) Necessary to comply with a legal obligation, (c) Necessary for our legitimate interests to keep our records updated and to study how customers use our services (d) Consent
|(a) Identity, (b) Contact, (c) Profile, (d) Marketing and Communications
|(a) Performance of a contract with you, (b) Necessary to comply with a legal obligation, (c) Necessary for our legitimate interests to keep our records updated and to study how customers use our services (d) Consent
|To administer and protect our business and our site (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data)
|(a) Identity, (b) Contact, (c) Technical
|(a) Necessary for our legitimate interests for running our business, provision of administration and IT services, network security, to prevent fraud and in the context of a business reorganisation or group restructuring exercise, (b) Necessary to comply with a legal obligation (c) Consent
|To use data analytics to improve our website, services, marketing, customer relationships and experiences
|(a) Technical, (b) Usage
|(a)Necessary for our legitimate interests to define types of customers for our services, to keep our site updated and relevant, to develop our business and to inform our marketing strategy (b) Consent
|To make suggestions and recommendations to you about services that may be of interest to you
|(a) Identity, (b) Contact, (c) Technical, (d) Usage, (e) Profile
|(a)Necessary for our legitimate interests to develop our services and grow our business (b) Consent
We may collect and process information about you, including your name, date of birth, address, contact details (including email address and mobile phone number), service details, purchase history and data collected as part of any finance application or payment (including previous addresses, employment details and bank account details). We may take personal information from:
- Information that you provide to us when visiting our website or using the contact mechanisms (including your email address, phone number, chat services, post etc…)
- Information that you provide to us when signing up to any distribution lists to receive correspondence from us
- Information relating to any services we provide you including any other transaction details made (including your address, telephone number and payment details)
We may also use your personal information to provide you with marketing information about services, promotions and offers that may be of interest to you. This document explains how you can change whether to receive this information. Please note that, even if you choose not to receive this information, we may still use your personal information to provide you with important services communications, including communications in relation to any services we provide to you.
How to change your preferences
We operate in line with UK GDPR data protection guidelines. We respect your rights and will respond to any request for access to personal information and requests to delete, rectify, transfer, data and to stop processing. We will also advise you on how to complain to the relevant authorities, namely the Information Commissioner’s Office [for UK companies]. Any requests or objections should be made in writing to the Data Controller, or you can visit our website, call, or email us to contact us to change your preferences at any time.
Scope of Agreement
We may from time to time use your information for marketing, account management or relationship management purposes. The main purpose of this is to provide you with information about services which we think may be of interest to you and/or to maintain any existing relationship we may have with you.
Opting out at a later date
Where you give your consent for us to process your data, for example when you agree to us sending you marketing information or where you agree to us processing financial data, you can contact us to amend or withdraw your consent at any time. You can also choose to object to processing and request deletion of your data. We respect all user rights as defined in GDPR. If you have any comments or wish to complain please contact us.
How we store and process your data
Your data will be collected, stored and processed primarily in the US in a GDPR compliant facility where we will ensure we take appropriate precautions to protect this data. Upon completion of a conference, any data such as participation and event analytics is transferred to the event organizer or host upon their request where it is processed according to their guidelines or it will be deleted entirely. Upon transfer, we will only store your data for up to 90 days.
We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to find out more about how the processing for the new purpose is compatible with the original purpose, please email us. If we need to use your personal data for a purpose unrelated to the purpose for which we collected the data, we will notify you and we will explain the legal ground of processing.
We may be legally obliged to disclose your personal information without your knowledge to the extent that we are required to do so by law; in connection with any ongoing or prospective legal proceedings; in order to establish, exercise or defend our legal rights (including providing information to others for the purposes of fraud prevention and reducing credit risk); to any person who we reasonably believe may apply to a court or other competent authority for disclosure of that personal information where, in our reasonable opinion, such court or authority would be reasonably likely to order disclosure of that personal information.
You will only receive marketing communications from us if you have:
- Requested information from us
- If you provided us with your details and ticked the box at the point of entry of your details for us to send you marketing communications
- You have not opted out of receiving marketing
We will get your express opt-in consent before we share your personal data with any third party for marketing purposes.
We are a Data Controller. In relation to the information that you provide to us, we are legally responsible for how that information is handled. We will comply with the GDPR in the way we use and share your personal data.
Under certain circumstances, you have rights under data protection laws in relation to your personal data. These include the right to:
- Request access to your personal data.
- Request correction of your personal data.
- Request erasure of your personal data.
- Object to processing of your personal data.
- Request restriction of processing your personal data.
- Request transfer of your personal data.
- Right to withdraw consent.
You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances.
We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.
We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.
We may have to share your personal data with the parties set out below for the purposes described in this document:
- Event organizers who host the conferences that you participate in.
- Service providers who provide IT and system administration services.
- Third parties including equipment providers, and other third parties as required to run our business
- Professional advisers including lawyers, bankers, auditors and insurers who provide consultancy, credit scoring, banking, legal, fraud protection, insurance and accounting services.
- HM Revenue & Customs, regulators and other authorities based in the United Kingdom and other relevant jurisdictions who require reporting of processing activities in certain circumstances  .
- Third parties to whom we sell, transfer, or merge parts of our business or our assets.
We require all third parties to whom we transfer your data to respect the security of your personal data and to treat it in accordance with the law. We only allow such third parties to process your personal data for specified purposes and in accordance with our instructions.
We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know such data. They will only process your personal data on our instructions, and they are subject to a duty of confidentiality.
We will report any breaches or potential breaches to the appropriate authorities within 24 hours and to anyone affected by a breach within 72 hours. If you have any queries or concerns about your data usage, please contact us.
This website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy notice of every website you visit.
A cookie is a small file which asks permission to be placed on your computer’s hard drive. Once you agree, the file is added, and the cookie helps analyse web traffic or lets you know when you visit a particular site. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences. We use traffic log cookies to identify which pages are being used. This helps us analyse data about webpage traffic and improve our website in order to tailor it to customer needs. We only use this information for statistical analysis purposes and then the data is removed from the system.
Overall, cookies help us provide you with a better website by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.
You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website.
Under the GDPR, we are also permitted to share some information with third parties who use such data for non-marketing purposes (including credit and risk assessment and management, identification and fraud prevention, debt collection and returning assets to you).
Contacting us, exercising your information rights and Complaints
If you remain dissatisfied, then you have the right to apply directly to the Information Commissioner for a decision. The Information Commissioner can be contacted at:
Information Commissioner’s Office