Privacy - Meetingsbooker Blog

Data Protection and Privacy Statement

{AffilName} respects your right to privacy. This Privacy Policy governs the manner in which Meetingsbooker Ltd ({AffilSiteUrl}) collects, uses, maintains and discloses information collected from users (each, a “User” or “you”) of the website {AffilSiteUrl} and affiliated websites and mobile applications (“Sites”). This privacy policy applies to the Sites and all products and services offered by Meetingsbooker Ltd.

Unless we have agreed otherwise in writing with you, we are the “data controller” for the purposes of the Data Protection Act 1998 and the “controller” for the purposes of the General Data Protection Regulation when the GDPR comes into force on 25 May 2018.

Data Controller:

Meetingsbooker Ltd

51 Bracken Road

Sandyford

Dublin, D18 CV48, Ireland

Company registration number IE466606.

Information we collect and/or process:

– Basic data (e.g. person name, company name etc), Contact data (e.g. e-mail, telephone numbers), Content data (e.g. content entries, photos, videos, rates, reviews, offers, availability etc), Payments data (e.g. card details for future bookings, bank details to process pay-outs), Usage data (e.g. Websites visited, interest in content, access times), Meta/communication data (e.g. device information, IP addresses)

Purpose of information we collect and/or process:

Visitors are advised that each time they visit a Website two general levels of information about their visit can be retained. The first level comprises statistical and other analytical information collected on an aggregate and non-individual specific basis of all browsers who visit the site. The second is information which is personal or particular to a specific visitor who knowingly chooses to provide that information.

The statistical and analytical information provides general and not individually specific information about the number of people who visit this {AffilSiteUrl}; the number of people who return to this site; the pages that they visit; where they were before they came to this site and the page in the site at which they exited. This information helps us interpret traffic on our website so that we can manage the site’s capacity and efficiency. It also helps us to understand which parts of this site are most popular and generally to assess user behaviour and characteristics in order to measure interest in and use of the various areas of the site.

Through this Website you may have an opportunity to send us information, such as through the “contact us” “enquiry” “newsletter sign-up” pages or any other area where you may send e-mails, request brochures or provide feedback. You will also leave information when you complete a meeting room booking or instant quote. By choosing to participate in these, you will be providing us with some level of personal information relating to you. This information will only be used by Meetingsbooker for (i) the purposes for which it was provided by you; (ii) verification purposes and statistical analysis; and (iii) marketing (If you have consented to opt-in) and administration purposes. (v) in the case of information left when booking or receiving an instant quote for meeting rooms, your information will also be available to the hotel or conference venue in question.

For the data collected, in accordance with the statutory directives in Ireland, the retention timeframe shall be particularly for 6 years. This is in accordance with Companies Act 2014 section 281 and section 283 (2)

Call recording data

{AffilName} has a telephone call recording system in operation. We record calls for quality and training purposes so that we can make sure we are dealing with your questions in the best way that we can.

Due to the volume of calls we receive, we will make an announcement around the recording of calls before the call begins. Calls are recorded under the legal basis of legitimate interest and consent. Call recordings will be retained in line with our Data Retention Policy, and deleted once they fall outside time limits determined in this policy. Call recording data will be stored securely and in an encrypted manner within the EU.

Payment processing

Payment details you provide will be encrypted using 256-bit secure sockets layer (SSL) technology before they are submitted over the internet. Payments made on the Applications are made through our payment gateway provider, Stripe. You will be providing credit or debit card information directly to Stripe which operates a secure server to process payment details, encrypting your credit/debit card information and authorising payment. Information which you supply to Stripe is not within our control and is subject to Stripe’s own privacy policy and terms and conditions. Copy here: https://stripe.com/ie/privacy#how-we-use-personal-data

Transmissions to Non-EU Countries

Insofar as we process data in a non-EU country (i.e. outside of the European Union (EU) or the European Economic Area (EEA)) or this occurs within the parameters of the commissioning of third-party services or disclosure and/or transmission of data to third parties otherwise occurs, this shall be undertaken only if this occurs for the fulfilment of our (pre-)contractual obligations, upon the basis of your consent, owing to a legal obligation or upon the basis of our rightful interests. Subject to the legal or contractual permissions, we shall process, or have the Data processed, in a non-EU country only in the event that the special requirements prescribed in Art. 44 ff. GDPR have been fulfilled. That is to say, the processing shall be undertaken, for example, upon the basis of special guarantees such as the officially-recognised establishment of a data protection level corresponding to one of the data protection levels that is valid for the EU (e.g. for the USA by the “Privacy Shield”) or the fulfilment of officially-recognised special contractual obligations (so-called “Standard Contractual Clauses”) or, for example, if the transmission is required to fulfil contractual obligations (e.g. when the booked room is situated in a non-EU country).

Persons Under 18

The Applications are not marketed toward persons under the age of 18. If Meetingsbooker discovers that it has inadvertently collected Personal Information about individuals under the age of 18, it will promptly delete such information.

Accessing your own Data

You have the right to ask for a copy of any of your personal Data held by Meetingsbooker Limited (where such Data is held) subject to reasonable frequency of requests.

In most cases we do not charge a fee to comply with a subject access request. However, where the request is manifestly unfounded or excessive we may charge a “reasonable fee” for the administrative costs of complying with the request.

We can also charge a reasonable fee if the “user” or “you” requests further copies of your data following a request. We base the fee on the administrative costs of providing further copies.

If you require a copy of your data, please email {AffilEmail}

Here are your rights under the GDPR:

The right to be informed (Articles 12 – 14 of the GDPR);
The right to access information (Article 15 of the GDPR);
The right to rectification (Articles 16 & 19 of the GDPR);
The right to erasure (Articles 17 & 19 of the GDPR);
The right to data portability (Article 20 of the GDPR);
The right to object to processing of personal data (Article 21 of the GDPR);
The right of restriction (Article 18 of the GDPR) and,
Rights in relation to automated decision making, including profiling (Article 22 of the GDPR).

Governing Law

This legal notice and terms and conditions of use and all issues regarding this Website shall be governed by the laws of Ireland.

General

You may not transfer any of your rights under this privacy policy to any other person. We may transfer our rights under this privacy policy where we reasonably believe your rights will not be affected.

If any court or competent authority finds that any provision of this privacy policy (or part of any provision) is invalid, illegal or unenforceable, that provision or part-provision will, to the extent required, be deemed to be deleted, and the validity and enforceability of the other provisions of this privacy policy will not be affected.

Unless otherwise agreed, no delay, act or omission by a party in exercising any right or remedy will be deemed a waiver of that, or any other, right or remedy.

Changes to this privacy policy

Meetingsbooker Limited reserves the right to 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 the Website and you are deemed to have accepted the terms of the privacy policy on your first use of the Website. If you would like to review this from time to time, please visit {AffilPrivacyUrl}

Copyright Statement

The information, content, graphics, text, images, trademarks, trade names and logos (the “Materials”) contained on this website are protected by copyright, trade mark, database right, sui generis right and other intellectual property laws under national laws and international treaties.

This site may be copied for the purpose of viewing. But may not be permanently stored or copied for further distribution.

Data protection statement – Recruitment

During the Recruitment process

During the recruitment process you will apply for our roles with a Curriculum Vitae and maybe application questions and presentations. We may also ask you to provide basic information about yourself (your name or company name) Contact information (Phone, Email, social media) and information about your previous employment (company names and experience)

Why do we collect, keep, and use your personal data?

Well, it could be to let you know about the great roles we have available. Your personal data will be used to assess your suitability for a role, and we will verify the accuracy of the information you have provided.

We must be careful with your data!

Data protection laws require us to meet certain requirements before we use your data. So why do we keep your data?

To tell you about job vacancies and answer any of your questions
To assess the information, you have provided against our requirements for the role
We need to verify your identity and the information you provide us
We must comply with law and regulations
We may use your data for reporting to make sure we are creating a diverse and inclusive Hubli team

If you consent, we will be contacting you to let you know about other great opportunities in Hubli.

So do we share your data?

Your information will be shared within Hubli & MeetingsBooker.com & HR team and hiring managers. If requested standard data protection clauses adopted by the European Commission, Binding Corporate Rules or because of an adequacy decision of the European Commission.

We are a Technology company, so we do use tech in the recruitment process?

We use Questions in the application form, your answers will be used to confirm suitability for one of our roles, in some instances you may be required to complete online assessments and again the answer you provide here will determine your suitability for that vacancy, if at any point you would like one of our recruitment or HR team to review the decision, please ask!

How long will we keep your information?

If you are successful in the recruitment process and you get your dream job with Hubli, your information will be retained as per the Employee Data Protection Statement. If you are unsuccessful, your information will be retained for 5 years for you to be notified of any future roles. However, if you have opted for us not to retain your information, your information will be deleted after 12 months from the date you applied. If for any reason you want to withdraw your consent to receive information about future roles, please email Data@Meetingsbooker.com and request removal of your data

What are your rights over the information that is held by us?

We know your information is important to you, therefore you have the following rights:

Correct any information we hold about you if you think it’s incorrect or incomplete.
Request your personal information to be deleted where you believe it is no longer required.
Provide you with a copy of the personal information we hold about you, in a commonly used electronic format (or hard copy if you wish).
Request that we supply a copy of the personal information you have supplied to us, to another company. We would provide the information in a commonly used electronic format.
Request that we restrict the use of your information by us.

Object to the processing of your data for any purpose where processing is necessary for the purposes of our legitimate interests, if relevant See @be careful with your data

If you would like us to stop or restrict the use or your data it will mean you won’t be informed or considered for new roles with Hubli, please email us at Data@Meetingsbooker.com When you are making the request please provide us with your name, address, and date of birth. For any requests under 3 and 4 above, you will need to provide us with a copy of your photo identification to ensure we do not provide your personal information to anyone that is not entitled to it.

All requests are free of charge although we reserve the right to charge an administrative fee for subsequent requests under 3 and 4 (such as when the request is part of a series of repeated requests over a short period of time). We endeavour to respond within one month from receipt of the request. If we do not meet this time frame, we will explain the reason for this in our response.