Whova terms and conditions

Warwick District Council’s Ignite & Spark Events Privacy Policy

Our contact details

Name:                         Johnathan Branson, Projects and Development Manager
Phone Number:          01926 456351
E-mail:                         johnathan.branson@warwickdc.gov.uk

The type of personal information we collect

As part of our Ignite and Spark events, we use an event management app called Whova. The app allows us to connect delegates and share information about events with users. Whova currently collect and process the following information:

Personal identifiers and characteristics (for example, name and contact details including email address)
Information about your usages. This may include information about any IP address used to access Whova Services and your activities on Whova Services. This is intended to help Whova Services give users a better experience.
Information you provide in creating an account at Whova Services. This may include information such as your name, email address, social network sign- in. Whova do not provide your information to any third party.
Certain functionalities of Whova Services require you to enter Personal Data to access your accounts with third-party websites, such as third-party social networks and websites. Your third-party login credentials will be stored for your convenience of continuously accessing the third party information upon your requests. Whova do not use this information for any other purpose. Your third-party login credentials are hashed and stored with the strictest security standards. Whova do not provide your information to any third party.

Further information about what Whova collects can be found here: https://whova.com/pages/data-security-and-privacy/

How we get the personal information and why we have it

Most of the personal information Whova process is provided directly by you to promote you and/or your business to delegates who are attending Warwick District Council’s Ignite and/or Spark events and have agreed to use the event management app. The information that you provide is used to build an online profile on their platform. The information you share with Whova is hosted by their provider; Amazon Web Services, which is a subsidiary of Amazon that provides on-demand cloud computing platforms and APIs to individuals, companies, and governments, on a metered, pay-as-you-go basis.

Under the UK General Data Protection Regulation (UK GDPR), the lawful bases we rely on for processing this information are:

(a) Your consent. You are able to remove your consent at any time. You can do this by contacting support@whova.com. After verification (they will need you to verify that you are removing your own information instead of others), they remove your information from Whova Service.

Further information on Amazon Web Services data protection policy can be found here: https://aws.amazon.com/compliance/gdpr-center/

How Whova store your personal information

Your information is securely stored. Whova maintains active SOC 2® Type 2 compliance under an independent third-party examination process. Whova uses strong encryption to make sure all data is protected:

All data in transit is encrypted with the strongest industry-standard cryptographic protocol SSL so all connections between networks and servers are secure.
Whova’s SSL certification is renewed every year.
No credit card information is stored in Whova after transaction authorization.

Whova’s servers are hosted by Amazon Web Services (AWS):

Whova’s servers and data centers are physically located in USA and hosted by the world’s leading high-security cloud systems provided by Amazon Web Services (AWS).
AWS has certification for compliance with ISO/IEC 27001:2013, 27017:2015, 27018:2019, and ISO/IEC 9001:2015 and CSA STAR CCM v3.0.1.
PCI-DSS Level 1 Service Provider
SAS-70 Type II and SSAE16
For more details, please visit the AWS security site and AWS PCI compliance site.

Furthermore:

Whova is compliant with EU-US Privacy Shield regarding the collection, use, and retention of personal information transferred from the EU and Switzerland.
Whova is compliant with General Data Protection Regulations (GDPR).
Active consent must be given by European attendees in order to store their data.
Whova does not sell the personal information of our customers to third parties.
Whova have a full-time legal and security team focused on privacy and security issues.
More details about the privacy terms can be found here.

Further details on the above can be found here: https://whova.com/pages/data-security-and-privacy/

Your data protection rights

Under data protection law, you have rights including:

Your right of access - You have the right to ask us for copies of your personal information.
Your right to rectification - You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
Your right to erasure - You have the right to ask us to erase your personal information in certain circumstances.
Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal information in certain circumstances.
Your right to object to processing - You have the the right to object to the processing of your personal information in certain circumstances.
Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.

Please contact us at support@whova.com if you wish to make a request.

Please refer to section 9.2.5. Data Access and Data Deletion at Privacy Policy | Whova for further information.

How to complain

If you have any concerns about our use of your personal information, you can make a complaint to us at Warwick District Council, Milverton Hill, Leamington Spa.

You can also complain to the ICO if you are unhappy with how we have used your data. The ICO’s address:

Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF

Helpline number: 0303 123 1113

ICO website: https://www.ico.org.uk