Privacy Policy

This privacy policy explains how the Fragrance Foundation (United Kingdom) (“we”, “our” or abbreviated to TFF UK in this policy) collect, stores and use the personal information we collect about you when you visit our website, choose to receive our newsletter, complete online voting, or become a member through the website.

Your rights to privacy and the security of your information are very important to us.  We will only collect and use your personal data for Legitimate Purposes, as described here, and in a manner that is consistent with our obligations and your rights.

We maintain appropriate security measures to safeguard 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 or third parties who have a business need to know and are subject to a duty of confidentiality.

Linda Key Connections Ltd, (also referred to as “we”, “our”) and who’s contact details are shown below) is the data controller responsible for your personal data.  To exercise your rights, to make a complaint or to ask a question, contact us at:

The Fragrance Foundation (United Kingdom)

The Rectory,

2 Toomers Wharf,

Canal Walk,

Newbury,

RG14 1DY

Email:              info@fragrancefoundation.co.uk,

Call                  07765 094854.

Personal Data

Personal Data is that data that relates to an identifiable person who can be directly or indirectly be identified from that data.

Your personal data is processed and stored securely, we keep it up-to-date and retain it for no longer than necessary.  Whilst we store it, we comply with our obligations, and we safeguard your rights under the UK GDPR and the Data Protection Act 2018.

Our site may contain external links to other websites over which we have no control.  These are not covered by this policy, and we advise you to check the privacy policies of these websites before providing personal data to them.

How your Personal Data may be Collected

We may collect your personal data when you:

  • Apply for membership of TFF UK on this site;

  • Book training or events via our website;

  • Register to receive our newsletters;

  • Complete surveys or forms on our website;

  • Vote for awards via our website.

  • Enter TFF (UK) online competitions and giveaways via social channels

Information is also collected anonymously using cookies on our website.  Further information is given below.

Personal data about you may also be obtained from third parties:

  • Contact, financial and transaction data from providers of payment services such as sumup.     

  • Conferencing systems (such as Zoom).  

  • Analytics providers related to this website (such as Google and SQUARESPACE)

  • Analytical data is provided from social media sites (including Instagram, Meta (Business Suite), LinkedIn, Twitter, TikTok and YouTube.

The Personal Data We Collect

Depending on your relationship with us and your use of our website, we may collect some or all of the following personal data and other information:

·      Your name, and your business/company name;

·      contact information such as email addresses and telephone number;

·      demographic information such as your address and post code;

·      financial information on your company/organisation’s turnover (within broad categories as per the application form);

·      the name and contact information of personnel applying for training;

·      dietary requirements of personnel attending events and training which may give some indication on your health and/or religion.

·      The IP address of computers voting online.

We also collect website information using cookies and session trackers in URLs on our website for the purpose of enhancing your user experience. This information is not used to profile you.

How Do We Use Your Data?

We may use your data for the following purposes:

  • Sending you, our newsletter;

  • Managing you Membership of TFF UK including networking and introductions

  • Communicating with you and your company/organisation;

  • Providing training through our Online Training or our Academy Training programme;

  • Organising events, such as TFF UK Awards Ceremony or An Evening With;

  • Market research on members;

  • Sending out members’ surveys;

  • Providing you with safe and appropriate catering at events and training;

  • Charging you, your organisation/company appropriate fees for events, training and membership;

  • To adjudicate the online voting system;

  • To analyse your use of our website in order to enable us to improve our site.

  • We do not use your personal data in a way that you have not consented to.

  • We do not provide or sell your data to a third party.

Your Rights

You have the following rights regarding the use of your information:

  • The right to be informed about our collection and use of your personal data;

  • The right of access to the personal data we hold about you;

  • The right to have any inaccurate or incomplete data that we hold about you corrected;

  • The right to be forgotten – i.e., to ask us to delete any personal data we hold about you;

  • The right to restrict, i.e., prevent the processing of your personal data;

  • The right for you to obtaining a copy of your personal data to re-use with another service or organisation;

  • The right to complain to the Information Commissioner’s Office at:

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

Helpline number: 0303 123 1113

ICO website: https://www.ico.org.uk

Cookies

Our site may place and access certain first party Cookies on your computer or device. All Cookies used by and on our site are used in accordance with current Cookie Law. On first accessing our website you will have the option of disabling cookies.  By continuing to use our website it is deemed that you give your implied consent to the use of cookies and/or similar technologies for the purposes we describe.

Data Retention

We do not keep your personal data any longer than is necessary for the purpose it was collected and for any legal, regulatory, tax, accounting or statutory reporting duties. 

Therefore, unless you request deletion, your personal data will generally be retained for the following periods:

  • Basic information about members (including contact, identity, financial and transaction data) is kept for up to six years;

  • Training records and accreditation will be maintained indefinitely (in case we need to provide proof of accreditation);

  • Dietary requirements will be collected and used for a specific event and then deleted.

Third-party Service Providers

We use third-party processors to collect, export, process and store personal data on our behalf. All our processors are compliant with the Data Protection Act 2018 and the UK GDPR. You can visit their websites for further information.  We currently use the following:

Changes to our Privacy Policy

We may update this policy from time to time and so we recommend that you check this page for updates and to ensure that you are happy with any changes.

This policy is effective from 16 November 2023.