Privacy Policy

Who we are and what we do

The Iceberg and Business Events World newsletter, managed by The Fred Production Company Ltd. is a not-for-profit global meetings and events industry advocacy platform and news aggregator that seeks to share best practice, case studies, news and views with a wider industry audience.

Introduction

The Iceberg (including the Business Events World newsletter) is an initiative managed by The Fred Production Company Ltd. (Fred Productions) as part of a global initiative of the Joint Meetings Industry Council (JMIC). Fred Productions respects your privacy and is committed to protecting it. We aim to maintain consistently high standards in our use and storage of your data and endeavour to comply with the Data Protection Act 1998, the EU General Data Protection Regulation (GDPR) and other relevant legislation.

To reflect changes in privacy laws, this Privacy Notice aims to clearly and transparently inform you of how we use your personal data, how we ensure it is kept secure and your choices about its use. We hope this can help you to make informed decisions when communicating with us and using our products and services.

In this Notice, references to “we”, “us” and “our” refer to The Fred Production Company Ltd. (The Iceberg & Business Events World). Personal data, as defined by the GDPR, means any information which relates to a living individual who can be identified, either directly or indirectly, from this information. For example, your name, email address, postal address, telephone number and other personal details.
From time to time we will update this Privacy Notice, so encourage you to refer back to it regularly.
In addition to this Notice, each service offered by us may have additional privacy provisions that are specific to the particular service. You will always be informed of these issues transparently at the time you provide your personal data.

Using links to external sites

Please remember that when you use a link to go from our website to another website, our Privacy Notice no longer applies. Your browsing and interaction on any other website or your dealings with any other third-party service provider, is subject to that web site’s or third-party service provider’s own rules and notices/policies. We do not monitor, control or endorse the information collection or privacy practices of any third parties. This Notice applies solely to Information collected by us through our services and activities and does not apply to these third-party websites and third-party service providers.

About us

Data Protection Officer
Fred Productions Ltd.
Call us: +44 (0)1371 831555
Email our Data Protection Officer: admin@the-iceberg.org
Fred Productions is registered in England. Registration No: 5414450

Collection and use of your personal data

When you visit our website and newsletter we will only collect IP address information in conjunction with Google Analytics for website statistics only. None of our sites offer the facility for collecting any other personal data.

Protection of client information

As required by the UK Data Protection Acts of 1984 and 1998 and GDPR, we follow strict security procedures in the storage and disclosure of information you have given us, to prevent unauthorised access.

Cookies

Cookies are stored on your hard drive and contain information about you which you have placed on our site. These cookies enable you to gain access to the web site again without re-entering your information. The cookies also help us to monitor the site to enable improvements, upgrades and to understand how people are using it.

Your consent

By using our web sites, you consent to the collection and use of your information by Fred Productions Ltd.

Legal Disclosure

We may need to disclose your personal data to comply with any legal obligation. These requests will be verified before we consider sharing your details.

Changes to our company

In the event we go through a business transition such as a merger or acquisition by another company, or sale of all or a portion of our assets, your personal data may be among the assets transferred.

Protecting children

We require that all persons accessing our information and channels are over the age of 18. All our content is aimed at adults and is not designed for use by children.
If you are a parent or guardian and are concerned that we may be processing personal data related to your child, please use our contact details.

Your rights

Under data protection law you have a number of rights. These are aimed at giving you control about how your personal data is used by us.
If you are concerned with the manner in which we have handled your personal data, you have the right to complain to a supervisory authority. In the UK this is the Information Commissioner’s Office. To find out more go to www.ico.org.uk

Access your personal data

You can request a copy of the personal data we may hold relating to you and the purposes for which we are using it. This is known as a Subject Access Request. In responding to such a request, we may ask for proof of your identity, to ensure we do not inadvertently send your personal data to another person. We will endeavour to respond to any such requests as soon as possible. Please use our contact details.

Amend your personal data

If you discover or believe the personal data, we hold for you is out of date or incorrect please let us know and we will rectify this as soon as possible. Please use our contact details.

Delete your personal data

If you wish for your personal data to be deleted, we will cooperate fully with your request as soon as we are able. Please use our contact details.

Keeping your data secure

We hold your personal data on secure systems, within the UK. Where we employ service providers, we have appropriate agreements in place to ensure your personal data is protected. Your personal data may be transferred to a country outside the European Economic Area (EEA). This may be required for the purposes of our staff based outside the EEA or where a supplier of a service is based outside the EEA. We will take all reasonable steps necessary to ensure your personal data is treated securely. This includes the use of Binding Corporate Rules and Model Contractual Arrangements as approved by the European Commission, and the EU-US Privacy Shield.

How we keep your personal data secure

We are committed to protecting the security of the personal data we hold. We deploy appropriate technical and organisational measures to ensure your personal data is kept securely and to prevent any unauthorised access. We have robust procedures and features in place to prevent such unauthorised access. We also require any parties to whom we transfer personal data to ensure they have appropriate security measures in place.

How long do we keep your personal data?

We may hold personal data for a variety of different purposes and the length of time we store your information will vary according to the products and services we are providing to you. We will only keep your cookie data for analytical purposes for the length of time the website is functioning. If The Iceberg website closes, all data will be destroyed within six months of the closing date.
There will be circumstances in which we keep a strictly minimal amount of information about you, for example to ensure we can honour an objection to receiving direct marketing. In this case we will anonymise your data. We may also be required to retain personal data for a longer period of time for contractual or legal reasons.

Reporting security vulnerabilities

We are committed to the privacy, safety and security of our customers. If you discover a potential security vulnerability, we would ask you to please report it just to us in a responsible manner. Please email us at admin@the-iceberg.org and we will respond to you as soon as possible. This provides us with an opportunity to work with you and quickly resolve any issue. Publicly disclosing a potential vulnerability could put the wider community at risk, and therefore we encourage you to come to us first.

Cookie Notice

The aim of our Cookie Notice is to provide you with a summary of the tracking technologies we use and how you can control what is set and when. We keep our Cookie Notice under regular review to best reflect the technology we use on our sites.

Cookies and tracking technologies we may use

Where we talk about cookies and tracking technology on our website we refer to the following:

Flash Cookies
A local shared object, sometimes called a “Flash cookie,” is a data file that can be created on your computer by the websites you visit. They are most often used to enhance your web-browsing experience. Adobe’s website provides details regarding Flash Cookies

Pixels
A pixel refers to the code that is placed on your computer in order to trigger a cookie. We sometimes use this methodology to allow us to deliver more relevant messages to you.

Types of Cookies and how they are set-
There are two types of cookies:

“Session Cookies” – Stored temporarily in your computer’s memory while you are visiting a website and are deleted when you close your browser.

“Persistent Cookies” – Stored for a set period on your computer and used to determine whether there has been any contact between us and your computer in the past.

There are two ways cookies set can be on our websites:
“1st Party Cookies” – cookies that are set by the website domain (or belonging to a sub domain) of the website.

“3rd Party Cookies” – cookies that are set by another website domain. (e.g. by one of our main technology partners or by an external web services)

Cookies Classification
We may use any combination of the following cookies:

Category 1: Strictly necessary cookies
These cookies are essential, as they enable you to move around a website and use its features, such as accessing secure areas. Without these cookies, services you’ve asked for (such as access to secure areas) can’t be provided. These cookies don’t gather information about you that can be used for marketing or remembering where you’ve been on the internet.

Category 2: Performance cookies
These cookies collect information about how you use a website, for example which pages you go to most often and if you get any error messages from certain pages. These cookies don’t gather information that identifies you. All information these cookies collect is anonymous and is only used to improve how our website works. These cookies are not used to target you with online advertising. Without these cookies we can’t learn how our website is performing and make relevant improvements that could better your browsing experience.

Category 3: Functionality cookies
These cookies allow a website to remember choices you make (such as your user name, language or the region you’re in) and tailor the website to provide enhanced features and content for you. For instance, they can be used to remember log-in details, changes you’ve made to text size, font and other parts of pages that you can customise. They may also be used to provide services you’ve asked for such as watching a video or commenting on a blog. These cookies may be used to ensure that all our services and communications are relevant to you. The information these cookies collect cannot track your browsing activity on other websites. Without these cookies, a website cannot remember choices you’ve previously made or personalise your browsing experience.

Category 4: Analytics cookies
Google Analytics use cookies (or, if applicable, anonymous identifiers) to collect data that helps us understand how people are using the site. We use this information to identify how and where we can improve the customer experience, and to help us determine which of our pages are the most popular etc. The data collected through these cookies is anonymous, does not collect specific customer data and is never shared with other third parties.

Category 5: Social Media plugins
Sites such as Facebook and Twitter, serve cookies in order to be able to share and discuss The Iceberg’s content on social media networks.

Our main technology partners

We work directly with a number of technology partners to maintain and enhance our websites. We will update the following table when cookies are added or removed.

Google Analytics
We use Google Analytics to provide insight into how visitors find and use our web pages so that we can evaluate and develop them.

Facebook
We may use Facebook to promote our website.

Twitter
We may use Twitter to promote our website.

LinkedIn
We may use Instagram to promote our website.

External web services
We use web services to display external content, e.g. Vimeo. These could set cookies or track your activity anonymously – for full information you should read the privacy policies of these sites.

Your control options-
When you use any of our websites for the 1st time you may be notified about our use of cookies via a “pop up” banner. This is to inform you that cookies or similar technologies are deployed on your device. Some of these cookies or similar technologies may facilitate the processing of personal data.

Managing your cookies
You can choose to disable your web browser’s ability to accept cookies. Please note that if you choose to do this, you may not be able to access or take advantage of many features of the service and some parts of the website may not work properly.
You can control how cookies are set within your browser settings. Each browser is different so check the ‘Help’ menu of your particular browser to learn how to change your cookie preferences, please see:

“Privacy Browsing” in Firefox

“Incognito” Browsing in Chrome

“InPrivate” Browsing in Internet Explorer 11 / 13

“InPrivate” Browsing in Microsoft Edge

“Private Browsing” in Safari

Other browsers will have similar settings.

If you want to learn more about cookies, or how to control or delete them, you may also visit: www.allaboutcookies.org. You may also wish to review the guidance provided by the Information Commissioner’s Office https://ico.org.uk/for-the-public/online/cookies/