Introduction and Important information on who we are
Our Contact Details:
Full name of legal entity: Supernova Events and Esports Limited
Email address: [email protected]
Postal address: One London Square, Cross Lanes, Guildford, England, GU1 1UN
You have the right to make a complaint at any time to the Information Commissioner’s Office (“ICO”), the UK regulator for data protection issues (www.ico.org.uk).
It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.
The Types Of Data We Collect About You
Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).
We may collect, use, store and transfer different kinds of personal data about you which we have grouped together as follows:
We collect your health and criminal data, but we do not collect any other Special Categories of Personal Data (sensitive data) about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership) except as stated below. When you apply for a volunteering opportunity at one of our events then we do require Special Categories of Personal Data as this information is necessary to assess your capacity to work and to ensure your health, safety and well-being.
If you fail to provide personal data
Where we need to collect personal data by law, or under the terms of a contract we have with you, and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to provide you with goods or services). In this case, we may have to cancel a product or service you have with us but we will notify you if this is the case at the time.
How is your personal data collected?
We use different methods to collect data from and about you including as follows:
Our Insomnia Website is hosted by Supernova Events and Esports Limited who will process any data that you submit using forms on the website. This includes forms used to: contact us; sign up for volunteering opportunities and training, to make a career enquiry, work with us, attend our events, confirm details for prizes and payments, and also to exchange event planning information and data.
Our website is hosted by Supernova Events & Esports Ltd who will process any data that you submit using forms on the website. This includes forms used to; contact us; sign up for volunteering opportunities or to exhibit at our events; or to make a career or safeguarding enquiry.
When you fill in forms on our website we may use third parties who interact with our website and collect that data on our behalf.
How we use your personal data
We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:
Generally, we do not rely on consent as a legal basis for processing your personal data although we will get your consent before sending third party direct marketing communications to you via email or text message. You have the right to withdraw consent to marketing at any time by contacting us. ·In a limited number of scenarios and where required by law, we rely on consent as a legal basis for processing your personal data.
We strive to provide you with choices regarding certain personal data uses, particularly around marketing and advertising. We hope that you will be happy for us to send you news and promotional offers but you are free to change your mind at any time. We may use your personal data to form a view on what we think you may want or need, or what may be of interest to you. This is how we decide which products, services and offers may be relevant for you. You may receive marketing communications from us if you have given us your contact details when buying a ticket to our events and have not opted out. If you sign up to our mailing list, we will ask for your consent to receive marketing from us. We may also use photography and videography captured at the event in our promotional material for future events for which you give your explicit consent.
Promotional offers from us
We may use your Identity, Contact, Technical, Usage and Profile Data to form a view on what we think you may want or need, or what may be of interest to you. This is how we decide which products, services and offers may be relevant for you (we call this marketing).
You will receive marketing communications from us if you have requested information from us or purchased goods or services from us and you have not opted out of receiving that marketing.
We may share your data from time to time with carefully selected third parties where it is in our legitimate interest and theirs to do so. However, these third parties will have no right to send your direct marketing communications by email or text message without your consent.
You can ask us or third parties to stop sending you marketing messages at any time by following the opt-out links on any marketing message sent to you or by contacting [email protected]
Where you opt out of receiving these marketing messages, this will not apply to personal data provided to us as a result of a product/service purchase, warranty registration, product/service experience or other transactions.
Change of purpose
We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us.
If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.
Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.
Sharing Your Personal Data
We use a number of third party processors to provide and monitor our services and to comply with our legal obligations.
We have data sharing agreements in place which require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers who process data on our behalf to use your personal data for their own purposes. We only permit them to process your personal data for specified purposes and in accordance with our instructions.
The processors we use are based in the EU or in the US where there are similar protections for personal data. For further details about the safeguards we put in place when transferring your data outside of the EU, please see International Transfers.
Below we have set out the types of organisations we share your data with:
We may share personal data with the relevant authorities and organisations for the prevention and detection of crime or if required to do so by law;
We may also share your data with regulators, accreditation bodies and external auditors.
We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.
From time to time we may use data processors who process your personal data outside of the European Economic Area (“EEA”). In these cases, we will always ensure a similar degree of protection is afforded to your data by ensuring at least one of the following safeguards is implemented:
Where we use certain service providers, we may use specific contracts approved for use in the UK which give personal data the same protection it has in the UK. Please contact the DPO if you want further information on the specific mechanism used by us when transferring your personal data out of the EEA.
We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.
We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so. If you are concerned about a potential breach of your data, please contact the DPO.
How long will we use your personal data for?
We will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements. We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you.
To determine the appropriate retention period for personal data, we consider the amount, nature and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal, regulatory, tax, accounting or other requirements.
In some circumstances you can ask us to delete your data: see [Request erasure] below for further information.
In some circumstances, we will anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes, in which case we may use this information indefinitely without further notice to you.
Type of Data
Business customers, suppliers, agents
Account primary contact; permanently.
Event delivery data: for duration of event only.
Note: Mailchimp retain archived data for 15 years (see MailChimp Privacy Statement)
Creator, Talent, Content & Press
Ticket purchasing Data
Duration of event only. Anonymised data: permanently.
Newsletters & Marketing Emails
Permanently, unless opt-out received.
Customer Email Correspondence
Insomnia Merchandise Purchasing
Insomnia PC Rental Service
Insomnia Age Consent Forms
For 12 months after event ends
Insomnia Safeguarding Forms
For 7 years
Payment details for services or prize monies
For 7 years
Event photography and videography
LAN IP addresses
Throughout the duration of event
For 12 months after the candidate is introduced
Full delivery & training data: for duration of event. Reference & DBS data: for last 2 live events (12-18mths).
Name & show role archived: permanently.
Note: See Tickets retain archived data for 15 years (see See Tickets Data Protection Policy)
Your legal rights
Under certain circumstances, you have rights under data protection laws in relation to your personal data. Please click on the links below to find out more about these rights:
This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it. This is commonly known as a “data subject access request”.
This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.
Where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.
This enables you to ask us to suspend the processing of your personal data in the following scenarios:
We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.
Where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent. Requesting access to your personal data held by us is known as making “a data subject access request”. If you wish to exercise any of the rights set out above, please contact the DPO.
No fee usually required
You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we could refuse to comply with your request in these circumstances.
What we may need from you
We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.
Time limit to respond
We try to respond to all legitimate requests within one month. Occasionally it could take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.
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