This Privacy Policy was last updated on 14/02/2025 and applies to citizens of the United Kingdom.

1. Introduction 

The Hazards Forum understands that your privacy is important to you and that you care about how your information is used and shared, both on and offline.  We respect and value the privacy of everyone who engages with us and will only collect and use information in ways that are useful to you and in a manner consistent with your rights and our obligations under UK data protection law.

This Privacy Notice applies to our use of any and all data collected by us in relation to your engagement with us. Please read this privacy notice carefully and ensure that you understand it.  You will be required to read and accept this privacy notice when signing up for an account.

2. Who we are

We are the Hazards Forum, a registered charity number 1047047, whose registered address is One Great George Street, Westminster, London SW1P 3AA. If you have any queries about how we process your personal information, please contact admin@hazardsforum.org

The Data Protection Authority for The Hazards Forum is the Information Commissioner’s Office, Wycliffe House, Walter Lane, Wilmslow, Cheshire SK9 5AF, (ico.org.uk). If you feel that your data is not being managed in an appropriate manner, you may raise a concern with the Information Commissioner’s Office, however we would prefer you to discuss any concerns with us in the first instance, so that we can resolve or allay your concerns. 

3. What personal information do we collect about you when you engage with us?

Depending upon how you engage with us, we may collect some or all of the following data: 

•  
• Organisation name.
• Job title.
• Contact information such as email addresses and telephone numbers.
• IP address (automatically collected).
• Web browser type and version (automatically collected).
• Operating system (automatically collected).
  • A list of URLs starting with a referring site, your activity on our site, and the site you exit to (automatically collected).

Where data is collected automatically by our site, please see our detailed cookie policy. 

4. How and why do we use your data? 

We use your data to provide the best possible services to you.  This includes:

• Providing and managing your account.
• Administering your attendance at our events.
• Providing and managing your access to our site.
• Personalising and tailoring your experience on our site.
• Personalising and supplying our services to you.
• Responding to communications from you.
• Sending you email newsletters, event invitations, alerts etc. that you have subscribed to. You may unsubscribe or opt-out at any time by clicking the unsubscribe link in any newsletter you receive.
• Analysing your use of our site and gathering feedback to enable us to continually improve our site and your user experience 

5. How may we use your information lawfully?

Under the UK GDPR and DPA 2018, we must ensure that your personal data is processed lawfully, fairly, and transparently.  This privacy notice helps to explain how we meet that requirement.

Consent: In the main, we rely on your Consent to process your information for example when you sign up to our newsletters or an event. 

Legitimate Interest: This is where we consider we have a justifiable purpose to use your information and where it does not pose any significant risk to your privacy rights. If, for example, you attend one of our events we may share your information with the venue for registration and administration purposes, and keep you advised of further events as it is our legitimate interest to promote events that may be of interest to you.

Where we co-sponsor an event, it is in both our and your legitimate interest for us to share your data with event and venue coordinators.

6. How and where do we store your data? 

Like many organisations we utilise the expertise of third-party suppliers to help administer and process your personal information, and to help deliver our services to you.  In all instances we have robust contractual arrangements in place with our suppliers and execute appropriate due diligence to ensure that they meet UK GDPR standards.

Our key suppliers are:

Do we transfer your data outside of the UK?

Some or all of your data may be stored or transferred outside of the European Economic Area (“the EEA”).    If we do store or transfer data outside the EEA, we will take all reasonable steps to ensure that your data is treated as safely and securely as it would be within the EEA and under the UK GDPR.  

7. How do we keep your data safe?

Data security is of great importance to us, and to protect your data we have put in place appropriate physical, electronic and managerial procedures to safeguard and secure data collected through our website and stored with our suppliers.

Notwithstanding the security measures that we take, it is important to remember that the transmission of data via the internet may not be completely secure and that you are advised to take suitable precautions when transmitting to us data via the internet.

8. Do we share your data with other organisations?

Where we run events in conjunction with other event sponsors, we may share your information with that sponsor in order to ensure your access to event venues and provide you with a seamless and enjoyable experience.

In rare circumstances we may be legally required to share certain data held by us, which may include your personal information, for example, where we are involved in legal proceedings, where we are complying with the requirements of legislation, a court order, or a governmental authority.  We do not require any further consent from you in order to share your data in such circumstances and will comply as required with any legally binding request that is made of us.

9. How long do we keep your data for?

We only keep your data for as long as we need to in order to maintain your account and deliver event services that you attend or may be interested in. All financial transactional information is retained for seven years for financial and audit purposes, and if you have subscribed to our newsletter, we will retain you contact details for two years after your last engagement with us.

10. What happens if our charity merges with another charity?

Should we merge with another charity, your personal data will, where it is relevant to any part of our charity be transferred along with that part. The new Trustees will, under the terms of this privacy notice, be permitted to use the data for the purposes for which it was originally collected by us.

In the event that any of your data is to be transferred in such a manner, you will be contacted in advance and informed of the changes.  When contacted you will be given the choice to have your data deleted or withheld from the newly merged charity.

11. Your data protection rights

We want to ensure that your rights are upheld in respect of any personal information we process. These rights include: 

The right to be informed: You have the right to be informed about the collection and use of your personal information. This privacy notice advises you of what we use your information for. 

The right of access: You can request a copy of the information that we have about you. This is called a ‘subject access request’. Information will be provided free of charge in most cases. Please let us have details of the personal data you want to see and proof of your identity. You can make this request by emailing admin@hazardsforum.org.uk

The right to rectification: You can ask us to correct any of your personal information that is out of date, incomplete or incorrect. 

The right to erasure: You can ask us to delete your personal information. Please note, for legal reasons we may be required to keep certain information (e.g. financial details that we are duty-bound to keep for 6 years). 

The right to restrict processing: In certain circumstances, you have the right to limit the way we use your personal information. For example, when you have advised us that information is incorrect and we are in the process of verifying this. 

The right to data portability: You have the right to receive personal information you’ve provided to us in a structured, commonly used and machine-readable format, and to request that we transmit thi information to another data controller. 

The right to object: You have the right to object to the processing of your personal information if it is for direct marketing purposes or under the basis of legitimate interest. If your information is being processed for other purposes or lawful bases this right is not an absolute right and we will comply with your request other than in exceptional circumstances where, for example, we are processing data in defence of a legal claim. 

Rights related to automated decision-making: We do not carry out any automated decision-making of any kind.

To enforce any of these rights or if you have any other questions how we use your personal information, please contact us at admin@hazardsforum.org.uk

12. What cookies do we use and what for?

Like many websites, our site may place and access certain first party cookies on your computer or device. First party cookies are those placed directly by us and are used only by us. We use cookies to facilitate and improve your experience of our site and to provide and improve our services.  We have carefully chosen these cookies and have taken steps to ensure that your privacy is protected and respected at all times.

To manage the cookies and similar technologies used (tracking pixels, web beacons, etc.) and related consents, we use the consent tool “Real Cookie Banner”. Details on how “Real Cookie Banner” works can be found here.

We also use hCaptcha. hCaptcha is a security service that protects websites from bots, spam, and abuse by presenting challenges that are easy for humans but difficult for automated systems. When you interact with our website, hCaptcha may collect data to determine if you are human, ensuring the integrity and security of our services.

The data collected includes information about your device, browser, and interaction patterns, used solely for security purposes. Our use of hCaptcha complies with privacy regulations like the GDPR. For more details, please visit hCaptcha’s privacy policy here

By using our site, you may also receive certain third-party cookies on your computer or device. Third party Cookies are those placed by websites, services, or parties other than us such as Google Analytics, Twitter and LinkedIn.  Third-party cookies are not integral to the functioning of our site.  Details of third-party cookies that may be placed on your computer or device can be found in our detailed cookie policy.

13. Contacting us

If you have any questions about our site or this privacy notice, please contact us by email at admin@hazardsforum.org or by post at One Great George Street, Westminster, London SW1P 3AA.  Please ensure that your query is clear, particularly if it is a request for information about the data that we hold about you.

14. Changes to our privacy notice

We may change this privacy policy as we may deem necessary from time to time, or as may be required by law.  Any changes will be immediately posted on our site and you will be deemed to have accepted the terms of the privacy policy on your first use of our site following the alterations.  We recommend that you check this page regularly to keep up to date.