How TTG Media uses your information
1 Who we are
We are TTG Media Limited, a company incorporated in England and Wales with registered number 08723341.
We are also registered with the Information Commissioner’s Office with registration number A8369782. This registration covers the uses of personal data set out below.
2 How we collect your personal data and why
TTG (we, us, our, TTG) may need to collect personal data about you, and there are different ways that we might do so; this privacy notice tells you what to expect when we collect personal data on:
a) visitors to our website, www.ttgmedia.com/;
b) anyone who interacts with us or contacts us through social media;
c) anyone who contacts us;
d) anyone who makes a purchase through our website;
e) anyone who enters a competition through our website; and
f) anyone who applies for a job through our website.
Under data protection legislation we are only permitted to use your personal data if we have a legal basis for doing so as set out in the data protection legislation.
In sections 2.2 – 2.8 below, we will specify one of following legal bases for each usage of your personal data:
2.2 Visitors to our website
Our website is managed by Affino. As part of the service provided by Affino, they will help to maintain the security and the performance of our website by (i) protecting user connections (ii) using third party scanning services to scan against known web attacks (iii) investigating site errors and (iv) providing secure hosting services through Affino.com. Affino’s privacy notice can be found at www.affino.com/privacy
Cookies are small files of letters and numbers that we store on your browser or the hard drive of your device. There are different types of cookies that we use for different purposes; however generally speaking cookies help us to distinguish you from other users of our website, which allows us to provide you a better experience and also allows us to improve our website. Like most websites, we use certain strictly necessary cookies on our website for our legitimate interests. For all other types of cookies, we will ask you for your consent to process them.
You can block cookies at any time by activating the setting on your browser that allows you to refuse some or all cookies. However, if you do block cookies there may be parts of our website that you will be unable to access or that will not function properly.
Our cookies help to:
2.2.2 Third party services
a) Whenever you visit our website, www.ttgmedia.com, TTG will use a third party service, Google Analytics, on our behalf and for our legitimate interests, to collect standard information about your website use, such as internet logs and details of your visitor behaviour patterns. The reason we use this service is so that we can find out how many people visit the website and the various parts of the website. This information helps us to find out how our website is working and how to improve it. We do not identify anyone, and we do not make or allow Google Analytics to (or attempt to) identify anyone visiting our website.
2.3 Social media
Our website contains links to our social media pages. Any information you provide to us via social media (including messaging, "liking", "following" and other communications) is controlled by the social media network. We currently use:
2.3.1 Facebook, which has its own privacy notice that can be located at www.facebook.com/privacy/explanation;
2.3.2 LinkedIn, which has its own privacy notice that can be located at www.linkedin.com/legal/privacy-policy;
2.3.3 Instagram, which has its own privacy notice that can be located at help.instagram.com/155833707900388;
2.3.4 Google+, which has its own privacy notice that can be located at www.google.co.uk/intl/en-GB/policies/privacy/; and
2.3.5 Twitter, which has its own privacy notice that can be located at twitter.com/en/privacy.
We recommend that you read their privacy notices and contact them directly if you have any concerns regarding their use of your personal data.
2.4 Contacting us
Our website provides you with different ways to contact us. All communications are handled, reviewed and responded to internally by us.
Please note, however, that email monitoring or blocking software may also be used and that you have a responsibility to ensure that any email you send to us is within the bounds of the law
As part of communicating with us, you will also submit personal data about you that we require in our legitimate interest. This includes your name, address and additional contact details.
Any personal data that is provided in and during communications with us is used only for the purpose of reviewing the communications and conducting the ongoing administration and management of communications. We will not use your personal data in an identifiable manner in any publication without your further explicit consent.
We will delete this personal data when we reasonably consider that we no longer need it for this purpose.
Please note that we may need to contact you about your enquiry through email or telephone. Please can you make sure that you keep us updated of any changes to your contact details.
2.5 Personal data collected through online purchases
On our website, the following items are available for purchase:
a) Tickets to various events including the TTG Travel Awards, the TTG Top 50 Travel Agencies, the TTG Luxury Travel Awards; the TTG LGBT Conference, the ttgluxury Summit.
b) An entry to the TTG Travel Awards.
c) Online recruitment credits.
If you visit our website to purchase something we will collect personal data about you for contractual necessity in order to complete the transaction. The personal data we collect includes billing, delivery and contact details. If you do not provide this information, we cannot process the transaction with you.
We use Worldpay for processing financial details relating to purchases. Worldpay does not share your payment details with us, but may share any contact details you provide to Worldpay that are different to what you have provided to us for the purpose of processing your purchase. Worldpay’s privacy notice can be found at www.worldpay.com/uk/worldpay-privacy-notice.
Any personal data we obtain through a purchase made on our website is destroyed immediately.
2.6 Personal data collected through competitions
We will collect your contact details (name and email address) in our legitimate interest and the legitimate interest of the provider of the relevant prize, if you have opted to enter a competition listed on our website. Any contact details collected will be used by us to administer the competition and will be passed on to the third party provider of the relevant prize who may contact you for marketing purposes. The identity of the third party recipient will always be stated to you when you apply to enter a competition. We only partner with respectable organisations for our competitions but please note any such organisation will be responsible for their own data protection compliance in respect of marketing communications.
If you have an account with us or we have collected your contact details in connection with a purchase or provision of services, we may contact you to inform you about our latest products and services. We will offer you the opportunity to opt out of such communications at the point of collection of information wherever possible.
We use a third party, Adestra to manage our marketing communications. If you ever decide you no longer wish to receive our marketing communications, you can do so at any time by unsubscribing from the mailing list, using the link provided in the marketing email, or by using the contact details below. You can also change your marketing preferences by logging into your account with us. If you do unsubscribe, please note that Adestra will still keep your email in a separate secure list on our behalf so that we can make sure that you do not receive our marketing materials again in the future.
2.8 Personal data collected through our jobs board
We will collect your contact details (name and email address) and any information contained on your CV in our legitimate interest and that of the organisations who post jobs on our website. Any contact details or CV information will be used by us to process your job application and will be passed on to the job poster for the purposes of contacting you in relation to the application.
3 Disclosure of personal data
We will not usually disclose your personal data other than as already explained in Section 2 above. However, there may be circumstances where we need to share personal data other than as anticipated in Section 2 above. These include:
3.1 where communication is made in a language other than English, we will use third party translation services to translate the communication or application and all of its content; the third party will not use the personal data for any other purpose;
3.2 where we are legally required to disclose the information. This includes sharing the personal data with tax authorities and law enforcement agencies for the purposes of the prevention and detection of crime;
3.3 where we need to disclose the personal data for the purpose of or in connection with any legal proceedings, or for the purpose of obtaining legal advice, or the disclosure is otherwise necessary for the purposes of establishing, exercising or defending legal rights;
3.4 disclosure is required to protect our interests, or someone else’s interests (for example, to prevent fraud);
3.5 disclosure is necessary to protect your vital interests (for example if you are unwell at our premises, we may need to seek medical assistance);
3.6 it is to a third party for the purposes of providing administrative or processing services on our behalf. If such disclosure is required we will take steps to ensure that the third party protects the personal data in the same way that we do and notify you of any changes to this privacy notice;
3.7 to any third party prize providers in connection with the competitions we run; and
3.8 to any prospective purchaser of our business assets or organisation.
4 Keeping personal data secure
We know that you provide your personal data in good faith and expect it to be looked after. This is why we take the security of your personal data seriously. This means that we have taken steps internally in order to ensure that our systems adequately protect your personal data. This includes:
a) locating all personal data that we control on internal servers located in the United Kingdom;
b) ensuring strict access controls on a need to know basis;
c) monitoring access to the personal data; and
d) double encryption of the personal data on our servers.
5 Your rights
You have rights in respect of your personal data and this Section explains a bit more about those rights that are applicable to what we do with your personal data and when you can exercise them. If you would like more information about any of your rights, please contact us on the details set out below.
5.1 Accessing your personal data
We want you to fully understand and be comfortable with how we use your personal data. If you register with us, you will be able to access and update some of the personal data we hold about you by logging into your account through our website. You can also fill in a form to request a copy of your personal data, which is available when you log in to your account.
If you do not hold an account with us, you can contact us at any time to ask whether we process any personal data about you. If we do hold or use your personal data in any way, you have the right to access that personal data. All we ask is that:
5.1.1 you make your request to access in writing to the contact details below;
5.1.2 you verify your identity; and
5.1.3 you are fair and reasonable with how often you make this kind of request.
Please allow us up to one month from receipt of your request in order to provide a response.
5.2 Requesting more information
We hope that you can understand that it is very difficult to cover all the possible ways in which we collect and use personal data. We have tried to be as clear and as open as we can and will continue to update this privacy notice as our use of personal data develops. However, if you have any questions regarding our use of your personal data, we will be happy to give you peace of mind by answering any questions or providing any additional information that we can. If you do have any specific questions, or need anything explaining, please get in touch on the contact details below.
5.3 Additional rights
You also have some additional rights that you may exercise as set out here. We may publish a policy, from time to time, to explain how we will handle such requests and what you can expect from us when you make a request to exercise your rights. If we do publish any such policy, we will provide a link to it here. In each instance we may ask you to make your request in writing to the contact addresses below and provide verification of your identity.
5.3.1 You have the right to request that we rectify any inaccuracy about you that we may hold, in which case we may ask you to verify the corrected information (for example, we may ask for a recent utility bill for proof of change of address)
5.3.2 You have the right to request that we erase your personal data. If you have an account with us, you can also fill in a form to request erasure of your personal data, which is available when you log in to your account. Please be aware that we can only comply with such a request if:
a) your personal data is no longer required for the purposes it was collected for (for example, we need your personal data to [respond to a communication];
b) the collection, storage or use of the personal data by us is prevented by law;
c) your personal data is not required for the purposes of establishing, exercising or defending a legal claim such as in the conduct of legal proceedings.
5.3.3 You have the right to request that we restrict or refrain from processing your personal data:
a) for the time it takes us to verify the accuracy of your personal data where you have disputed its accuracy;
b) where the collection, storage or use of the personal data by us is unlawful but you decide not to ask for erasure;
c) where we no longer need your personal data but you need them for the purposes of establishing, exercising or defending a legal claim;
d) or the time it takes to determine whether we have an overriding legitimate ground to continue to process your personal data, where you have exercised your right to object to processing.
5.3.4 You have the right to data portability in respect of information we have collected from you based on consent or for the reason of entering into a contract. If you exercise this right, we will transfer a copy of the information that you have provided to us at your request.
5.3.5 You have the right to object to our use of your personal data:
a) where we are using that information based on our legitimate interests, and where we do not have compelling overriding grounds to continue to use your personal data; or
b) at any time, where we use your personal data to send you the newsletter or any other type of direct marketing, in which case it will no longer be used for that purpose, but may use it for another lawful purpose.
5.3.6 You have the right to request that we cease making decisions about you based on automated means, including profiling, where a decision produces legal effects concerning you or affects you in a similarly significant way. If you have an account with us, you can also fill in a form to request that we cease automated decision-making concerning you, which is available when you log in to your account. Please be aware that we are not obliged to comply with such a request if the decision:
a) is necessary for entering into, or for the performance of, a contract with you;
b) is authorised by appropriate UK legislation; or
c) is based on your explicit consent.
You are important to us, and so is protecting your personal data. We have high standards when it comes to collecting and using personal data. For this reason, we take any complaints we receive from you about our use of your personal data very seriously and request that you bring any issues to our attention.
Where you are communicating with us for the purpose of making a complaint, we will only use your personal data to handle, investigate and respond to the complaint and to check on the level of service we provide. Where the complaint is about a member of our team, we may have to disclose your identity to whoever the complaint is about. You may let us know that you don’t want information that identifies you to be disclosed and we will try to respect your request; however, it may not be always possible to handle a complaint on an anonymous basis.
If you are unhappy, you can also contact the Information Commissioner’s Office to make a complaint directly.
7 Updating this privacy notice
We keep our privacy notice under regular review in order to ensure that it properly reflects our use of personal data. This privacy notice was last updated on June 18th 2018.
8 How to contact us
You can contact us by:
8.1 Post: TTG Media, Friars House, 160 Blackfriars Road, London SE1 8EZ
8.2 Email: email@example.com
8.3 Telephone: 020 3714 4101