This Privacy Notice applies to and sets out how we use the personal information of visitors to our website, those who engage with us via our website or social media, recipients of our newsletter and other communications and our members. It is important that you read these additional details so that you are aware of how and why we are using the personal information we are collecting, storing and using about you.

For more information on our use of cookies, please see our cookie policy.

If you contact us via our website, or make an initial enquiry about becoming a member, we will collect your name, email address, the name of your organisation, and any further information you choose to give us. If you contact us via social media we will also collect the information shared with us by that platform, such as your username and photo. We will use this information to:

• respond to your query, and

• where requested, make arrangements to set you up as a member.

What is our legal basis for using your personal information?

The legal basis for using the personal information you give us for the purposes set out above is that it is in our legitimate interests as a business to be able to contact you to respond to your queries. We have considered our legitimate interests carefully and have balanced our legitimate interests against your rights under data protection law. We consider that this use is proportionate because it is relevant and appropriate to our relationship with you, it is in your reasonable expectations that we would need to use your personal information to contact you in this way and we only use your business contact details for matters which relate directly to our relationship with the organisation for which you work.

If you sign up to our newsletter or agree to receive other news and information from us (such as events, updates and reports) we will collect your name, title, email address, organisation and, where you choose to tell us, your interests as they relate to our work. We will use this information to:

• sign you up to our newsletter and to receive other news, and

• provide further information about our activities and services to you.

What is our legal basis for using your personal information?

Our legal basis for this use of your personal information is that you have given your consent to receive these communications from us. You can withdraw your consent at any time by contacting us (see below for contact details) or via the link in our communications.

If you sign up for one of our events, we will collect your name, title, email address, organisation and other personal information you choose to give us that is relevant to that specific event (such as your interests as they directly relate to the theme of the event). We may collect and use images through documentation. We will use this information to:

• provide our event to you, and

• adapt our events offering to our audience.

We will only use this information for marketing purposes where you have at the same time additionally opted in to receive marketing communications from us. Where applicable, please see the section above (“Where you sign up to our newsletter or to receive other news from us”).

What is our legal basis for using your personal information?

The legal basis for using the personal information you give us for the purposes set out above is that it is in our legitimate interests as a business to provide events and adapt such events to our audience. We have considered our legitimate interests carefully and have balanced our legitimate interests against your rights under data protection law. We consider that this use is proportionate because it is relevant and appropriate to our relationship with you and the events services you request from us and it is in your reasonable expectations that we would use your personal information in this way.

What personal information do we collect and how do we use it?

If you apply for your organisation to become a member, we will collect the information you give us, including your name, your contact details including your email address and telephone number, and details of the organisation on behalf of which you are making the application.

We will also collect information from other sources (which may or may not contain personal information), such as public company records.

We will use this information to:

• process your membership application,

• verify you and your organisation and carry out due diligence (including any identity checks and other compliance checks as we consider necessary for our compliance purposes),

• issue invoices for annual membership contributions,

• contact you and keep you informed about your application and membership,

• send you an invitation to register for our membership platform,

• contact you with opportunities offered by your membership, such as partnership, networking, learning and training opportunities, and

• keep you informed of our activities.

What is our legal basis for using your personal information?

We collect and use the personal information that you give to us when you are applying for membership on the legal basis that it is in our legitimate interests as a business to verify and keep a record of who is applying for membership, ensure you are suitable to be a member and to contact you in relation any issues or queries we may have. We have considered our legitimate interests carefully and have balanced our legitimate interests against your rights under data protection law. We consider that our use is reasonable and proportionate as we are responding to your application and do not consider that the use of your personal information has a disproportionate effect on your rights because the use of this personal information is within your reasonable expectations in relation to what is required to assess and process your application. We do not use this information for any other purpose.

We will not keep your personal information for longer than we need it for the purposes we have explained in this privacy notice.

We will keep your personal information supplied when you make an enquiry but do not sign up for membership for a period of three years after your enquiry.

We will keep your personal information relating to your membership whilst your membership is active and for a period of seven years after you cancel your membership.

If a dispute arises between us, we will keep your personal information for the purposes of responding to and dealing with this dispute and this may mean that we keep your personal information for longer than we normally would, to enable us to deal with the dispute.

We will ensure that your personal information is securely deleted after the retention periods stated above have expired.

If you would like further details please contact us (see below for contact details).

We will only share the personal information that you give us with the following third parties and for the following reasons:

• With organisations for the purposes of managing our business, invoices and payments: We will share relevant member information with our outsourced service provider(s), currently Crowe U.K. LLP, for the purposes of managing relevant aspects of our business, issuing invoices and managing payments.

• With organisations for the purposes of carrying out due diligence (where applicable): Where we carry out due diligence in relation to our member organisations and their representatives we may share your personal information with organisations and agencies for establishing the financial standing and credit of our potential members in order to safeguard our reputation.

• With our members: We will share the member information you choose to share openly on our membership platform with other members, and limited contact information for our shared contact list.

• With software providers: We use software providers to support our offering to our members, including (subject to change):

  • GetResponse to manage our newsletter distribution,

  • EventBrite to organise and communicate events,

  • Zoom.us to host our online member meetings and events,

  • LinkedIn and Bluesky to engage with our members and other interested parties,

  • Circle.so to run our membership platform, and

  • Vimeo and YouTube to upload videos.

• With companies who provide us with or support our website and IT systems: We use reputable third parties to provide us with our website, IT systems and support for them. They may access your personal information to the extent that they need to in order to provide their services. These providers include:

  • Squarespace to create our website,

  • Google Workspace for our office applications and emails,

  • Google Analytics to monitor traffic and engagement with our website,

  • AWS to host our website.

• With a company that we merge with or transfer our business assets to: In the event that we sell all or part of our business, or merge with another company, we may transfer personal information that we have collected as described in this notice, along with our other business assets, to the company that we are selling to or merging with.

• With entities, companies or individuals outside our group for legal reasons: We will share your personal information with entities, companies or individuals outside our group where this is necessary to: comply with any law, rule, regulation, legal procedure or governmental request that is applicable to us.

• With entities, companies or individuals outside our group to obtain advice: We also share your personal information with external professional advisors such as lawyers or accountants in order to take advice or enforce the terms of our agreements.

We store your personal information in the United Kingdom and with international data storage organisations with servers based in the United Kingdom.

We will only transfer your personal information outside the UK where our third party service providers who we share personal information with (as set out above) are based outside the UK, have support services located outside the UK or host personal information outside the UK. Where we do transfer your information internationally we will employ suitable transfer protections as required under applicable data protection laws. This includes transfers to those of our third party services providers listed above based in the United States.

If you would like further details about our third party service providers and any transfers outside of the UK please contact us (see below for contact details).

You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK regulatory body for data protection issues (seeico.org.uk). We would appreciate the chance to deal with your concerns before you approach the ICO so, if you are happy to do so, please contact us in the first instance and we will try to resolve your issues.

You also have a number of additional rights over your personal information, which are:

• the right to ask us what personal information we have about you and to receive a copy of your personal information from us,

• the right to ask us to correct any errors in your personal information,

• the right to ask us to review and explain our legitimate interests to you,

• the right to ask us to delete your personal information where: (i) we don’t need your personal information anymore; (ii) you withdraw your consent to our use of your personal information and we have no other legal basis to keep your personal information; (iii) you have asked us to review and explain our legitimate interests to you and we don’t actually have a valid legitimate interest to do what we are doing; (iv) our use of your personal information is illegal; (v) we have to delete your personal information to comply with our legal obligations,

• the right to ask us to restrict the use that we are making of your personal information where: (i) you don’t think the personal information we have about you is correct, so that we can check if it is correct; (ii) what we are doing with your personal information is illegal but you would rather we stop using your personal information rather than delete it; (iii) we don’t need your personal information anymore, but you need us to keep it so that you can exercise any legal rights; and (iv) you have asked us to review and explain our legitimate interests to you, so that we can check whether we actually have a valid legitimate interest to do what we are doing, and

• the right to ask us to transfer your personal information in certain circumstances.

If you would like to exercise any of your rights over your personal information, please contact us.

We keep our privacy notice and additional details under regular review. Any changes we make to our privacy notice and additional details in the future will be posted on this page and if the changes will affect you or the way we use your personal information we will bring them to your attention by email where appropriate. Please check frequently to see any updates or changes to our privacy notice.

If you have any questions about these additional details or about the ways we use your personal information, please contact us at info@2xglobal.org.