Clients and Software Users

Digital Ticketing Systems respects your privacy and is committed to protecting your personal data.

In order to comply with the Data Protection Act 2018 and the UK General Data Protection Regulation, We must provide you with the following information about the personal data you supply to us or we receive from third parties as recommendations.

The information set out in this privacy notice aims to inform you as to how we collect and look after your personal data when make use of our software. It will also tell you about your privacy rights and how the law protects you.

It is important that you read this privacy policy together with our Cookie Policy our Terms of Use and any other privacy policy or fair processing notice we may provide on specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your data. This privacy notice supplements the other notices and is not intended to override them.

It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.

Our software 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.

It is the responsibility of our clients to determine how their customers' personal data is processed and to ensure there is a lawful basis for its use. If you are one of our clients' customers and you have any specific queries or concerns about how your personal data is being handled you should contact the relevant client in their capacity as data controller.

DigiTickets is a processor on behalf of our clients in respect of personal information we process in relation to our software.

By accessing and continuing to use our software, you accept the terms of this privacy notice.

What information do we collect?

Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data) or data relating to a corporate entity.

If you are a customer making use of our software via one of our clients' branded and customised ticketing solutions, we may collect, use, store and transfer different kinds of personal data about you, which we have grouped together as follows:

• Identity Data includes first name, last name, title, company position, date of birth, gender and photographs.
• Contact Data includes business or home address, billing and delivery address(es), email address(es), telephone number(s) and fax number(s).
• Financial Data includes our clients' customers' card holder details (CHD), bank account details (account name, number, and sort code).
• Transaction Data includes details about payment patterns and payment instructions (including details related to subscription payments for memberships) made by you to our clients.
• Technical Data includes internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform, use of cookies or other devices to store and sometimes track information about you (more details on our use of cookies is set out in our Cookie Policy) and other technology on the devices you use to access this website or our software.
• Profile Data includes your username and password, purchases and orders made by you, any membership or event history, account preferences, feedback and survey responses.
• Usage Data includes information about how you use our website and/or software.
• Marketing and Communications Data includes your preferences in receiving marketing from us, or from our clients or other third parties and your communication preferences.
• Aggregated Data. We also collect, use and share aggregated data such as statistical or demographic data for any purpose. Aggregated data may be derived from your personal data but is not considered personal data in law as this data does not directly or indirectly reveal your identity. For example, we may aggregate your Usage Data to calculate the percentage of users accessing a specific software feature. However, if we combine or connect Aggregated Data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this privacy policy.

Special Categories of Personal Data

We do not actively collect any special category of personal data about you. This includes details about your racial or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, genetic or biometric data, health, sex life or sexual orientation. However, we may process certain special categories of personal data when our clients' have provided their customers with the opportunity to share such information which the client then collects via our software as part of the client's branded and customised ticketing solution (for example where our clients ask you for health or disability information during the use of our software).

We do not actively collect data relating to children; however, our software provides our clients with the opportunity to allow their customers to collect and process personal data related to children, particularly related to managing family and/or educational related events and memberships.

What if you don’t provide personal data?

Where we need to collect personal data by law, or under the terms of a contract we have with you and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to provide you with our products or services or open up a customer account). In this case, we may have to suspend or cancel a product or service you have with us but we will notify you if this is the case at the time.

How do we collect your personal data?

We use different methods to collect data from and about you including through:

Direct interactions.

You may give us your Identity, Contact, Profile, Marketing and Communications Data by filling in forms or by corresponding with us by post, phone, email, social media or otherwise. This includes personal data you provide when you:

• Set up a client account with us (as a sole trader or on behalf of a corporate entity).
• Make contact with our support team.
• Subscribe to our newsletter; or
• Give us some feedback.

Automated technologies or interactions.

As you interact with our software we may automatically collect Technical or Usage Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies and other similar technologies. Please see our Cookie Policy.

Third parties or publicly available sources.

When you are a customer making use of our software via one of our clients' branded and customised ticketing solutions we may receive personal data about you or we may receive information about you from our website or various other third parties and public sources as set out below:

• Identity and Contact Data from individuals recommending, in a business-to-business context, that we make contact with you to introduce our products and services to you;
• Identity, Contact (and possibly Special Categories of Personal), Financial, Transaction, Technical, Profile, Usage and Marketing & Communication Data from our clients' based on the information they obtain from you (and capture in our software) during your booking and purchasing journey as a customer; and
• Technical and Usage Data from analytics providers, such as Google, based outside the EU.

How do we use your personal data?

Please note this section only summarises the purposes for which we use personal data where we are acting as a controller of personal data. Our clients are responsible for determining the purposes for which they use our software and will be responsible for providing you information in that respect.

We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:

• Performance of Contract means processing your personal data where it is necessary for the performance of a contract to which you are a party or to take steps at your request before entering into such a contract.
• Legitimate Interest means the interest of our business in conducting and managing our business to enable us to give you the best product or service and the best and most secure experience. We make sure we consider and balance any potential impact on you (both positive and negative) and your rights before we process your personal data for our legitimate interests. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law). You can contact us for further information about how we assess our legitimate interests against any potential impact on you in respect of specific activities.
• Consent means where we have obtained your agreement to process your personal data. Consent must be freely given, specific, informed and be an unambiguous indication of your wishes for us to process your personal data (this may be collected by you ticking a box). Generally, we do not rely on consent as a legal basis for processing your personal data other than in relation to sending our newsletters and/or marketing material to you via email, post, phone, text message and social media. You have the right to withdraw consent to newsletters and/or marketing at any time by contacting us.
• Comply with a legal or regulatory obligation means processing your personal data where it is necessary for compliance with a legal or regulatory obligation that we are subject to.
• Prospecting. In a business-to-business context we may make contact with you to provide or seek information in connection with our products and/or services. The legal basis we rely on for making contact with you and processing your personal data is our shared legitimate interests in doing business together. When we make contact with you, you can exercise your right to object to such contact from us.
• Marketing. We strive to provide you with choices regarding certain personal data uses, particularly around marketing and advertising. We have established personal data control mechanisms for our business including an unsubscribe link displayed on every email newsletter and marketing communication.

Marketing from Us

If you provide your express, opt-in consent, we may use your Identity, Contact, Technical, Usage and/or Profile Data to form a view on what we think you may want or need, or what may be of interest to you. This is how we decide which products, services and offers may be relevant for you (we call this marketing).

You may receive marketing communications from us after you have requested information from us or opened a client account and, in each case, you have opted-in to receiving that marketing.

You can withdraw your consent at any time.

In some limited circumstances, we may contact you about similar products and/or services where you have purchased products or services from us, and you have not opted-out of receiving this information. The legal basis on which we process personal data for these purposes is our legitimate interest to develop our products and services and grow our business.

You can ask us to stop sending you marketing communications at any time.

Third-Party Marketing

We will get your express opt-in consent before we share your personal data with any company outside DigiTickets for marketing purposes.

Opting Out / Unsubscribing

You can ask us to stop sending you marketing messages at any time by following the unsubscribe links on any marketing message sent to you or by contacting us at any time. You can adjust your communication preferences in respect of our clients in our software by logging into your account and checking or unchecking relevant boxes to adjust your communication preferences or by following the opt-out / unsubscribe links on any pre, during or post visit emails sent to you from our software by our clients or by contacting our clients at any time.

Where you opt out of receiving these marketing messages, you may still receive messages for other purposes (such as providing the services to you).

Cookies.

A cookie is a small file of letters and numbers that we store on your browser or the hard drive of their computer. If you disable or refuse cookies when browsing our website or using our software, please note that some parts of our website or software may become inaccessible or not function properly. For more information about the cookies we use, please see our Cookie Policy.

Change of Purpose.

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 get an explanation as to how the processing for the new purpose is compatible with the original purpose, you can contact us.

If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.

Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.

Who do we share your data with?

We may have to share your personal data with the following parties:

• Internal Third Parties such as other companies within the DigiTickets group, which includes subsidiaries and the ultimate DigiTickets holding company and its subsidiaries.
• Service providers and suppliers based in (and outside) the UK who provide IT and system administration services.
• Professional advisers including lawyers, bankers, auditors and insurers based in the UK who provide consultancy, legal, banking, accounting insurance and services.
• HM Revenue & Customs, regulators, law enforcement bodies, police and other authorities based in the UK who require reporting of processing activities in certain circumstances (such as criminal activity, suspected or actual fraud or tax evasion).
• Marketing and PR providers where you have agreed to a publication or article with us.
• Third parties to whom we may choose to sell, transfer, or merge parts of our business or our assets. Alternatively, we may seek to acquire other businesses or merge with them. If a change happens to our business, then the new owners may use your personal data in the same way as set out in this privacy policy. We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.
• Specific Third Parties with whom we have some level of integration with for providing our software and where one or more of the following conditions is/are met:
  • Send. We send information, including personal data, to the third party.
  • Receive. The third party sends information, including personal data, to us.
  • Expose. The third party pulls information, including personal data, from us.

If you require further information on specific third party integrations in relation to your personal data, please get in contact.

We do not process your personal data in any country outside the European Union (EU).

Our clients may request that we transfer their customers' personal data to a third party with whom the client contracts directly and where such a third party may process the personal data outside the EU, but our clients as controllers would be responsible for these arrangements.

How do we protect your data?

We have put in place appropriate security measures (including SSL technology) 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. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.

We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

How long do we keep your data?

We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

We will generally retain our clients' data for a period of 7 years after a contract has ended, to ensure that we are able to assist you should you have any questions or feedback in relation to our products or services or to protect, or defend our legal rights, or for tax purposes.

Where you are a customer of one of our clients and your personal data is processed via our software, we refer you to the relevant client's retention policy. Your rights in respect of that client are also set out below. On termination of any client arrangement, the client's data, including any of your personal data, are securely exported to our client and then permanently deleted from our software by us.

Where we have processed your personal data to provide you with marketing communications with consent, we may contact you at least every 12 months to ensure you are happy to continue receiving such communications. If you tell us that you no longer wish to receive such communications, your personal data will be removed from our marketing lists (but will be added to a "do not contact" list).

In some circumstances you can ask us to delete your data; please see section Request erasure of your personal data for further information.

In some circumstances we may anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes in which case we may use this information indefinitely without further notice to you.

Your rights

Under certain circumstances, you have rights under data protection laws in relation to your personal data. These rights are detailed below:

• Request access to your personal data (commonly known as a “data subject access request”). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.
• Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.
• Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.
• Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.
• Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios:
  • (a) if you want us to establish the data’s accuracy.
  • (b) where our use of the data is unlawful, but you do not want us to erase it.
  • (c) where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or
  • (d) you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.
• Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.
• Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.

If you wish to exercise any of the rights set out above and you are the customer of our clients, you should direct your request to that client. If you wish to exercise any of the above rights in respect of the personal data we are responsible for, please contact us directly at [email protected], Alternatively, you can make a subject access request by completing a Subject Access Request Form available on DigiTickets website, www.digitickets.co.uk

Complaint resolution

If you believe that we have not complied with this privacy notice or your data protection rights, you have the right to file a complaint with the UK Information Commissioner’s Office, however, we hope that you will attempt to resolve the complaint with us first.

If you have any questions or concerns about the handling of your personal data, or about our privacy practices please contact our HR & Compliance Manager at [email protected]

Changes to this privacy notice

We reserve the right to change this notice policy at any time as we may deem necessary from time to time or as may be required by law. We will provide you with a new privacy notice when we make any substantial changes. We may also notify you in other ways from time to time about the processing of your personal data.