Magenta Star Privacy Policy

This Privacy Policy explains what we do with your personal data, whether you are applying for a role with us, we are providing you with a service or receiving a service from you, you are purchasing a ticket to one of our Events or you are visiting our website.

It describes how we collect, use and process your personal data, and how, in doing so, we comply with our legal obligations to you. At Magenta Star Ltd. your privacy is important to us and we are committed to protecting and safeguarding your data privacy rights. We will only ever use your personal data when the law allows us to.

The Privacy Policy is specifically divided to explain how we treat the personal data of our Job Applicants, Clients, Suppliers, Website Users, and Ticket Booking Customers i.e. if you purchase tickets to visit an Event via our Booking System. To be clear, if you are a member of Magenta Star’s staff, you should refer to the Magenta Star’s Staff Handbook which contains the Staff Privacy Policy which is available on the company intranet.

It is important to point out that we may update this Privacy Policy from time to time. Please just visit this site if you want to stay up to date to ensure you are aware of any changes we may have made.

What kind of personal data do we collect?

JOB APPLICANT DATA: In order to provide the best possible employment opportunities that are tailored to you, we need to process certain information about you. We only ask for details that will genuinely help us, such as your name, age, contact details, education details, employment history , emergency contacts, we may also collect information related to your health, and details of any criminal convictions. Depending on the type of personal data in question and the grounds on which we may be processing it, should you decline to provide us with such data, we may not be able to fulfil our contractual requirements or, in extreme cases, may not be able to continue with our relationship.

CLIENT DATA: If you are a Magenta Star client, we need to collect and use information about you, or individuals at your organisation, in the course of providing you services.

SUPPLIER DATA: We need a small amount of information from our Suppliers to ensure that things run smoothly. We requie contact details of relevant individuals at your organisation so that we can communicate with you. We also need other information such as your bank details so that we can pay for the services you provide (if this is part of the contractual arrangements between us).

WEBSITE USERS: We do not collect any data from our Website Users other than data input by the user on our application form.

TICKET BOOKING CUSTOMERS: We collect all information you choose to provide to us. For example, if you submit your name and address, email and telephone address via our website as part of the booking process.

How do we collect your personal data?

JOB APPLICANT DATA: There are two main ways in which we collect your personal data:

1. Personal data that you give to us; Magenta Star needs to know certain information about you in order to consider you for a role. There are numerous ways you can share your information with us. It all depends on what suits you. These may include:

  • Entering your details on the Magenta Star website or via an application form, as part of the application process;
  • Leaving a hard copy CV at a Magenta Star recruitment event, job fair or office;
  • Emailing your CV to a Magenta Star consultant or being interviewed by them;

2. Personal data that we receive from other sources;

  • When you apply for jobs through a job agency, which then redirects you to us or the Magenta Star website;
  • Your referees may disclose personal information about you;
  • We may obtain information about you from searching for potential job applicants from third party sources, such as LinkedIn and other job sites;
  • If you ‘like’ our page on Facebook or ‘follow’ us on Twitter we will receive your personal information from those sites.

CLIENT DATA: We collect Client personal data in three ways:

1. Personal data that we receive directly from you

2. Personal data that we receive from other sources; we may seek more information about you or your colleagues generally by way of due diligence or other market intelligence including:

  • From third party market research and by analysing online and offline media (which we may do ourselves, or employ other organisations to do for us);
  • From delegate lists at relevant events.

SUPPLIER DATA: We collect your personal data during the course of our work with you.

WEBSITE USERS: We do not collect data from our Website Users other than the data input by the user. We do not collect your personal information via ‘cookies’. A “cookie” is a bite-sized piece of data that is stored on your computer’s hard drive. They are used by nearly all websites and do not harm your system. They are used to track your internet activity.

TICKET BOOKING CUSTOMERS: We collect information on you through your use of our ticket booking system. The ticket application system is hosted on our Clients website, but is operated by Magenta Star. You may also call us to book tickets over the telephone. All such personal information gathered this way is directly input into our ticket booking system and is not retained in other paper or any digital format.

How do we use your personal data?

JOB APPLICANT DATA: The only reason for using your personal details is to see whether we can offer you employment or other work roles that might be suitable for you. The more information we have about you, your skillset and your ambitions, the more likely you are to find a role with us.

CLIENT DATA: The reason for using information about you is to ensure that the contractual arrangements between us can properly be implemented so that the relationship can run smoothly. The more information we have, the more bespoke we can make our service.

  • In more unusual circumstances, we may use your personal data to help us to establish, exercise or defend legal claims.

SUPPLIER DATA: We realise that you’re probably busy, and don’t want us to be contacting you about all sorts of things. To find the right balance, we will only use your information:

  • To store (and update when necessary) your details on our database, so that we can contact you in relation to our agreements;
  • To obtain support and services from you;
  • To perform certain legal obligations; and
  • In more unusual circumstances, to help us to establish, exercise or defend legal claims.

WEBSITE USERS: We do not collect personal data from our Website Users other than the data input by the user.

TICKET BOOKING CUSTOMERS: We endeavour to collect the minimum amount of personal information from you that will aid us to know who has made the booking for the following reasons:

  • to ensure you are admitted to the Event at the correct time
  • to contact you in the event of cancellation or an emergency situation
  • to allow us to change the time of your visit with your consent
  • to prepare our staff for the visit of the child/children
  • to send you the ticket for the booking

Who do we share your personal data with?

JOB APPLICANT DATA: We do not share your data with any other party, except with your express consent, for example, if your name is submitted for a Disclosure and Barring Service check.

CLIENT DATA: Unless you specify otherwise, we may share your information with associated third parties such as our service providers to help us meet your aims.

SUPPLIER DATA: We may share your information with associated third parties such as our service providers and partners to help us meet your aims.

WEBSITE USERS: We do not share your data with any other party.

TICKET BOOKING CUSTOMERS There may be an option on the ticket booking screen to allow us, with your specific agreement, to pass limited information to the Client (whose site is where the Event is held) for marketing purposes. This is limited to:

  • Email address
  • Postcode
  • Childrens age/s
  • Gender

This information is for their use only and is not passed onto another organisation.

Where appropriate and in accordance with law and requirements, we may share your personal data, in various ways and for various reasons, with the following categories of people:

  • Individuals and organisations who hold information related to your reference or application to work with us, such as current, past or prospective employers, educators and examining bodies and employment and recruitment agencies;
  • Tax, audit, or other authorities, when we believe in good faith that the law or other regulation requires us to share this data (for example, because of a request by a tax authority or in connection with any anticipated litigation);
  • Third party service providers who perform functions on our behalf (including external consultants, business associates and professional advisers such as lawyers, technical support functions and IT consultants carrying out testing and development work on our business technology systems);
  • Third party outsourced IT and document storage providers where we have an appropriate processing agreement (or similar protections) in place;
  • In the case of prospective members of staff’s referees: third parties who we have retained to provide services such as reference, qualification and criminal convictions checks, to the extent that these checks are appropriate;

Social media, blogs reviews etc.

Any social media posts or comments you send to us (on our Facebook page, for instance) will be shared under the terms of the relevant social media platform (e.g. Facebook or Twitter) on which they’re written and could be made public. Other people, not us, control these platforms. We’re not responsible for this kind of sharing. So before you make any such remarks or observations, you should review the terms and conditions and privacy policies of the social media platforms you use. That way, you’ll understand how they will use your information, what information relating to you they will place in the public domain, and how you can stop them from doing so if you’re unhappy about it.

It’s worth remembering too, that any blog, review or other posts or comments you make about us, our products and services on any of our blogs, reviews or user community services will be shared with all other members of that service and the public at large.

You should take extra care to ensure that any comments you make on these services, and on social media in general are fit to be read by the public, and are not offensive, insulting or defamatory. At the end of the day, you are responsible for ensuring that any comments you make comply with any relevant policy on acceptable use of those services.

How long do we keep your personal data for?

JOB APPLICANTS: All job applications for staff who were unsuccessful in obtaining a role with Magenta Star are deleted within four months following receipt by us.

For those job applicants whose services are provided via a third party company or other entity, “meaningful contact” with you means meaningful contact with the company or entity which supplies your services. Where we are notified by such company or entity that it no longer has that relationship with you, we will retain your data for no longer than two years from that point or, if later, for the period of two years from the point we subsequently have meaningful contact directly with you.

CLIENTS and SUPPLIERS: We will delete your personal data from our systems if we have not had any meaningful contact with you (or where appropriate, the company you were working for) for three years (or for such longer period as we believe in good faith that the law or relevant regulators require us to preserve your data). After that period, it is likely your data will no longer be relevant for the purposes for which it was collected.

WEBSITE USERS: No data is retained except for job applicants who have provided information on our application form.

TICKET BOOKING CUSTOMERS: Any data is retained for a maximum of three months and one week following the closure of the Event for which you booked. After that we will either delete it or anonymise it so that it cannot be linked back to you.

What kind of personal information do we collect?

So you’re looking for a bit more insight into what data we collect about you? Here’s a more detailed look at the information we may collect. The information described below is, of course, in addition to any personal data we are required by law to process in any given situation.

JOB APPLICANT DATA: We may collect some or all of the information listed below to enable us to offer you employment opportunities.

  • Name;
  • Postal address
  • Email address
  • Marital status;
  • Contact details;
  • Education details;
  • Employment history;
  • Emergency contacts;
  • Referee details;
  • Physical or mental health, including disability-related information;
  • Details of any criminal convictions or misconduct incidents if this is required for a role that you are interested in applying for;
  • Information on your interests and needs;
  • Extra information that you choose to tell us or supply;
  • Extra information that your referees chooses to tell us about you;

PEOPLE WHOSE DATA WE RECEIVE FROM JOB APPLICANTS, SUCH AS REFEREES AND EMERGENCY CONTACTS: We will only use the information that our job applicant gives us about you for the following purposes:

  • If our job applicant put you down on our form as an emergency contact, we’ll contact you in the case of an accident or emergency affecting them; or
  • If you were put down by our job applicant or a prospective member of staff as a referee, we will contact you in order to take up a reference. This is an important part of our quality assurance process, and could be the difference between the individual getting a job or not.

CLIENT DATA: The data we collect about clients is actually very limited. We generally only need to have your contact details or the details of individual contacts at your organisation (such as their names, telephone numbers and email addresses) to enable us to ensure that our relationship runs smoothly. We may also hold extra information that someone in your organisation has chosen to tell us.

SUPPLIER DATA: We don’t collect much data about suppliers – we simply need to make sure that our relationship runs smoothly. We’ll collect the details for our contacts within your organisation, such as names, telephone numbers and email addresses. We’ll also collect bank details, so that we can pay you. We may also hold extra information that someone in your organisation has chosen to tell us. In certain circumstances, such as when you engage with our Finance and Debt Recovery teams, our calls with you may be recorded.

WEBSITE USERS: We do not collect data from our website users.

TICKET BOOKING CUSTOMERS: As with any Event booking site we require some personal information to facilitate the booking process.

  • Your name and address
  • Telephone number and email address
  • Number of visitors
  • Child/children’s names and ages
  • Payment card details

How do we safeguard your personal data?

We have put in place appropriate measures that are designed to prevent unauthorised access to, and misuse of, your personal data. This applies to electronic and paper sources.

We are committed to taking all reasonable and appropriate steps to protect the personal information that we hold from misuse, loss, or unauthorised access. We do this by having in place a range of appropriate technical and organisational measures. These include measures to deal with any suspected data breach.

To provide secure credit card processing when booking tickets from us, orders placed on our booking system are processed through a payment gateway. If you choose to purchase online (or through our telephone option) using a debit or credit card, the payment is made via a Card Processing Vendor who have their own privacy policies. Your card information is not input in any of our systems or retained by us

If you suspect any misuse or loss of or unauthorised access to your personal information please let us know immediately. Details of how to contact us can be found at the end of the document.

Who is responsible for processing your personal data on the Magenta Star website?

Magenta Star controls the processing of personal data on its website(s). We may choose to use another company for the maintenance and upkeep of the site only.

Consent

In certain circumstances, we are required to obtain your consent to the processing of your personal data in relation to certain activities. Depending on exactly what we are doing with your information, this consent will be by an opt-in consent or express consent to a particular activity.

Article 4(11) of the GDPR states that (opt-in) consent is “any freely given, specific, informed and unambiguous indication of the data subject’s wishes by which he or she, by a statement or by a clear affirmative action, signifies agreement to the processing of personal data relating to him or her.” In plain language, this means that:

  • you have to give us your consent freely, without us putting you under any type of pressure;
  • you have to know what you are consenting to – so we’ll make sure we give you enough information;
  • you should have control over which processing activities you consent to and which you don’t. We provide these finer controls within our privacy preference centre; and
  • you need to take positive and affirmative action in giving us your consent – we’re likely to provide a tick box for you to check so that this requirement is met in a clear and unambiguous fashion.

We will keep records of the consents that you have given in this way.

As we have mentioned, you have the right to withdraw your consent to these activities.

How can you access, amend or take back the personal data that you have given to us?

Even if we already hold your personal data, you still have various rights in relation to it. To get in touch about these, please contact us. We will seek to deal with your request without undue delay, and in any event in accordance with the requirements of any applicable laws. Please note that we may keep a record of your communications to help us resolve any issues which you raise.

Right to object: If we are using your data because we deem it necessary for our legitimate interests to do so, and you do not agree, you have the right to object. We will respond to your request within 30 days (although we may be allowed to extend this period in certain cases). Generally, we will only disagree with you if certain limited conditions apply.

Right to withdraw consent: Where we have obtained your consent to process your personal data for certain activities (for example, for profiling your suitability for certain roles), or consent to market to you, you may withdraw your consent at any time.

Right to erasure: You have the right to request that we erase your personal data in certain circumstances. Normally, the information must meet one of the following criteria:

  • the data is no longer necessary for the purpose for which we originally collected and/or processed it;
  • where previously given, you have withdrawn your consent to us processing your data, and there is no other valid reason for us to continue processing;
  • the data has been processed unlawfully (i.e. in a manner which does not comply with the GDPR);
  • it is necessary for the data to be erased in order for us to comply with our legal obligations as a data controller; or
  • if we process the data because we believe it necessary to do so for our legitimate interests, you object to the processing and we are unable to demonstrate overriding legitimate grounds for our continued processing.

We would only be entitled to refuse to comply with your request for one of the following reasons:

  • to exercise the right of freedom of expression and information;
  • to comply with legal obligations or for the performance of a public interest task or exercise of official authority;
  • for public health reasons in the public interest;
  • for archival, research or statistical purposes; or
  • to exercise or defend a legal claim.

When complying with a valid request for the erasure of data we will take all reasonably practicable steps to delete the relevant data.

Right to restrict processing: You have the right to request that we restrict our processing of your personal data in certain circumstances. This means that we can only continue to store your data and will not be able to carry out any further processing activities with it until either: (i) one of the circumstances listed below is resolved; (ii) you consent; or (iii) further processing is necessary for either the establishment, exercise or defence of legal claims, the protection of the rights of another individual, or reasons of important EU or Member State public interest.

The circumstances in which you are entitled to request that we restrict the processing of your personal data are:

  • where you dispute the accuracy of the personal data that we are processing about you. In this case, our processing of your personal data will be restricted for the period during which the accuracy of the data is verified;
  • where you object to our processing of your personal data for our legitimate interests. Here, you can request that the data be restricted while we verify our grounds for processing your personal data;
  • where our processing of your data is unlawful, but you would prefer us to restrict our processing of it rather than erasing it; and
  • where we have no further need to process your personal data but you require the data to establish, exercise, or defend legal claims.

Data Subject Access Requests (DSAR): Just so it’s clear, you have the right to ask us to confirm what information we hold about you at any time, and you may ask us to modify, update or delete such information. At this point we may comply with your request or, additionally do one of the following:

  • we may ask you to verify your identity, or ask for more information about your request; and
  • where we are legally permitted to do so, we may decline your request, but we will explain why if we do so.

Right to erasure: You have the right to request that we erase your personal data in certain circumstances. Normally, the information must meet one of the following criteria:

  • the data are no longer necessary for the purpose for which we originally collected and/or processed them;
  • where previously given, you have withdrawn your consent to us processing your data, and there is no other valid reason for us to continue processing;
  • the data has been processed unlawfully (i.e. in a manner which does not comply with the GDPR);
  • it is necessary for the data to be erased in order for us to comply with our legal obligations as a data controller; or
  • if we process the data because we believe it necessary to do so for our legitimate interests, you object to the processing and we are unable to demonstrate overriding legitimate grounds for our continued processing.

Right of data portability: If you wish, you have the right to transfer your data from us to another data controller. We will help with this – either by directly transferring your data for you, or by providing you with a copy in a commonly used machine-readable format.

Right to erasure: You have the right to request that we erase your personal data.

We would only be entitled to refuse to comply with your request for one of the following reasons:

  • to exercise the right of freedom of expression and information;
  • to comply with legal obligations or for the performance of a public interest task or exercise of official authority;
  • for public health reasons in the public interest;
  • for archival, research or statistical purposes; or
  • to exercise or defend a legal claim.

When complying with a valid request for the erasure of data we will take all reasonably practicable steps to delete the relevant data.

Right to restrict processing: You have the right to request that we restrict our processing of your personal data in certain circumstances. This means that we can only continue to store your data and will not be able to carry out any further processing activities with it until either: (i) one of the circumstances listed below is resolved; (ii) you consent; or (iii) further processing is necessary for either the establishment, exercise or defence of legal claims, the protection of the rights of another individual, or reasons of important EU or Member State public interest.

The circumstances in which you are entitled to request that we restrict the processing of your personal data are:

  • where you dispute the accuracy of the personal data that we are processing about you. In this case, our processing of your personal data will be restricted for the period during which the accuracy of the data is verified;
  • where you object to our processing of your personal data for our legitimate interests. Here, you can request that the data be restricted while we verify our grounds for processing your personal data;
  • where our processing of your data is unlawful, but you would prefer us to restrict our processing of it rather than erasing it; and
  • where we have no further need to process your personal data but you require the data to establish, exercise, or defend legal claims.

If we have shared your personal data with third parties, we will notify them about the restricted processing unless this is impossible or involves disproportionate effort. We will, of course, notify you before lifting any restriction on processing your personal data.

Right to rectification: You also have the right to request that we rectify any inaccurate or incomplete personal data that we hold about you. If we have shared this personal data with third parties, we will notify them about the rectification unless this is impossible or involves disproportionate effort. Where appropriate, we will also tell you which third parties we have disclosed the inaccurate or incomplete personal data to. Where we think that it is reasonable for us not to comply with your request, we will explain our reasons for this decision.

Right to lodge a complaint with a supervisory authority: You also have the right to lodge a complaint with the supervisory authority.

If you would like to exercise any of these rights, or withdraw your consent to the processing of your personal data (where consent is our legal basis for processing your personal data), details of how to contact us can be found at the end of the document Please note that we may keep a record of your communications to help us resolve any issues which you raise.

It is important that the personal information we hold about you is accurate and current. Please keep us informed if your personal information changes during the period for which we hold your data.

Our legal basis for processing your data

LEGITIMATE INTERESTS
Article 6(1)(f) of the GDPR is the one that is relevant here – it says that we can process your data where it “is necessary for the purposes of the legitimate interests pursued by [us] or by a third party, except where such interests are overridden by the interests or fundamental rights or freedoms of [you] which require protection of personal data.”

We don’t think that any of the following activities prejudice individuals in any way – in fact, they help us to offer you a more tailored, efficient service, so everyone’s a winner! However, you do have the right to object to us processing your personal data on this basis.

JOB APPLICANT DATA: We think it’s reasonable to expect that if you are looking for employment or have posted your professional CV information on a job board or professional networking site, you are happy for us to collect and otherwise use your personal data to offer you a role and assess your skills against our bank of vacancies. Once it’s looking like you may get the job, we may also want to double check any information you’ve given us or to confirm your references, qualifications and criminal record, to the extent that this is appropriate.

We also need to use your data for our internal (using external companies where appropriate) administrative activities, like payroll and invoicing where relevant.

We have our own obligations under the law, which it is a legitimate interest of ours to insist on meeting! If we believe in good faith that it is necessary, we may therefore share your data in connection with crime detection, tax collection or actual or anticipated litigation.

CLIENT DATA: To ensure that we provide you with the best possible service, we store your personal data and/or personal data of individual contacts at your organisation as well as keeping records of our conversations and meetings. From time to time we may also ask you to undertake a client satisfaction survey. We think this reasonable – we deem these uses of your data to be necessary for our legitimate interests as an organisation providing services to you.

SUPPLIER DATA: We use and store the personal data of individuals within your organisation in order to facilitate receiving the range of services We also hold your financial details, so that we can pay you for your services. We deem all such activities to be necessary within in the range of our legitimate interests as a recipient of your services.

PEOPLE WHOSE DATA WE RECEIVE FROM JOB APPLICANTS AND STAFF, SUCH AS REFEREES AND EMERGENCY CONTACTS:

If a job applicant or staff member has given us your details as an emergency contact, we will use these details to contact you in the case of an accident or emergency. We are sure you will agree that this is a vital element of our people-orientated organisation, and so is necessary for our legitimate interests.

TICKET BOOKING CUSTOMERS: If you are unable or unwilling to input the data on Ticket Booking system we cannot confirm the booking or issue the ticket.

Who is responsible for processing your personal data on the Magenta Star website?

Magenta Star controls the processing of personal data on its website(s). We may choose to use another company for the maintenance and upkeep of the site.

Establishing, Exercising or Defending Legal Claims

Sometimes it may be necessary for us to process personal data and, where appropriate and in accordance with local laws and requirements, sensitive personal data in connection with exercising or defending legal claims. Article 9(2)(f) of the GDPR allows this where the processing “is necessary for the establishment, exercise or defence of legal claims or whenever courts are acting in their judicial capacity”.

This may arise for example where we need to take legal advice in relation to legal proceedings or are required by law to preserve or disclose certain information as part of the legal process.

Managing your information

To reduce the chances of an error or misunderstanding, we need to keep the information we gather about you accurate and up-to-date. But whilst we work very hard to make sure mistakes don’t happen, we need your help, too.

Further, if you have reason to believe any of the information we collect on you may be inaccurate, please contact us (see below for how to do this).

You are perfectly within your rights to ask us whether we hold information about you and if so, for us to give you certain details about that information and/or the information itself. Certain exemptions and conditions apply to this right, principally that it should be in writing and that you give us reasonable details about the information you want.

We also reserve the right not to comply with any enquiries or requests we receive about the information we collect, where we may lawfully do so. For example, if we have reason to believe that a request is malicious, technically impossible, involves disproportionate effort or could be harmful to others.

If you have any worries or complaints about the way we use your information, please don’t hesitate to get in touch with us. We’ll do our very best to set your mind at rest or put things right. And if, for whatever reason, you feel we’re not meeting the exceptionally high standards we expect of ourselves, you’re within your rights to tell the Information Commissioner’s Office (ICO) (in the UK)).

And don’t forget that with modern technology you have more and more personal control over what information we and other organisations collect. For example, you can normally reject or delete cookies and tracking technologies sent to your web browser. You can also change related settings to restrict them going forward, such as by using a private browsing mode (although this may affect your browsing experience on some websites). Plus, you can use the settings options in your mobile devices to restrict what sort of information websites and mobile apps are able to access and use about you. Online advertising networks, social media platforms and search engines (Google etc.) also provide tools to manage the data they collect about you, and how it is used and shared. We urge you to look out for these functions and tools and use them to manage your privacy in a way that suits you best.]

How to contact us

How you can get in touch with us:

  • to access, amend or take back the personal data that you have given to us;
  • if you suspect any misuse or loss of or unauthorised access to your personal information;
  • to withdraw your consent to the processing of your personal data (where consent is the legal basis on which we process your personal data);
  • with any comments or suggestions concerning this Privacy Policy

You can write to us at the following address:

Magenta Star Ltd. Unit 12 Chancerygate Business Centre, Whiteleaf Road, Hemel Hempstead, HP3 9HD

Alternatively, you can send an email to: enquiries@magentastar.co.uk

How to contact your Supervisory Authority

The Information Commissioner’s Office.

You can contact them in the following ways:

  • Phone: 0303 123 1113
  • Email: casework@ico.org.uk
  • Post: Information Commissioner’s Office
  • Wycliffe House
  • Water Lane
  • Wilmslow
  • Cheshire
  • SK9 5AF