What personal information we collect from you
We request information from Users prior to their making a purchase or booking, for example contact information (like name, phone number, email address and delivery/ billing address). If there is an enquiry or trouble is experienced when processing an order or booking, this contact information is used to contact the User. This information will be saved for future orders and/ or bookings.
In order to facilitate purchases we also request financial information (like credit card number, expiration date). No credit card details are retained under any circumstances.
In order to provide the best possible service to our customers we record all calls handled by our Customer Experience team for coaching and training purposes. At the beginning of each call you will be given the opportunity to request that your call is not recorded. Call recordings are kept for a short period.
We will not generally collect any sensitive information from you, revealing your: race, ethnic origin, political opinions, religious or philosophical beliefs, trade union memberships or details of health or disability which we consider are unnecessary to our function.
Exceptions to this include:
- where you have given express consent to us to do so and the information is reasonably necessary for us to carry out our functions or activities;
- the use of this information is required or authorised under US law or a court or tribunal order; or
- when the information is necessary for the establishment, exercise or defence of a legal claim.
We will not collect personal information unless the information is reasonably necessary for, or directly related to one, or more of our functions or activities. If we are unable to collect personal information we reasonably require, we may not be able to do business with you or the organisation with which you are connected.
Collection of Website Activity Information (Cookies)
Diplomacy and Business collects information about individual users and the activities of Users on the Site. This information is used to assist us in enhancing the functionality of the Site and Services.
Unless you are a User of Diplomacy and Business who is logged in to a Diplomacy and Business account at the time, this information is not linked to any personal information that the user may provide and cannot be used to identify users. A User may configure their computer so that it disables cookies or does not accept them.
What we will do with a user’s personal information
All personal information that Diplomacy and Business or its related bodies corporate collect is collected for purposes that are reasonably necessary to provide our services to Users, including:
- processing a booking and/or order (for example sending order confirmations and booking confirmation details);
- enabling the Diplomacy and Business to communicate effectively (for example to respond to any questions, concerns, or problems raised by the User); and
- enhancing functionality of the Site and Services when a User is logged in (for example, personalised recommendations and submission of customer feedback).
We may also share information with third parties for the purposes of joint promotions or data analytics. Where we share information for the purposes of data analytics, this information will be appropriately de-identified so that it is not personal information and you will not be personally identifiable.
We may disclose certain information about you including your personal information to our related bodies corporate.
In the event of a security incident involving unauthorised access, use or disclosure of personal information where a third party with whom we share personal information is involved, we will seek to work cooperatively with them to protect the personal information we have shared with them.
The User will also be given the option to sign up for our email newsletter. Once subscribed, the Diplomacy and Business and its related bodies corporate may use personal information about the User for the primary purpose of providing User with services from the Diplomacy and Business or its partner suppliers, and for other purposes for which you would reasonably expect us to use that information. This includes sending the User information about new ‘experiences’, products, services and special offers by post, telephone or any form of electronic communication. By subscribing, the User authorises the Diplomacy and Business to use any email address or other contact information he/she has provided at any time for this purpose.
The User will also be given the opportunity to ‘opt-out’ of receiving emailed information or other correspondence, by simply clicking the unsubscribe link at the bottom of any newsletter email they receive from us. The User agrees and acknowledges that even if he/she opts out of receiving marketing material, the Diplomacy and Business may still send the User essential information that it is legally required to send the User relating to the services they have acquired from us.
Once you opt out of receiving marketing material from us, you agree and acknowledge that this removal from our distribution lists may take several business days after the date of you request to be removed.
Keeping a user’s personal information accurate
The personal information we hold about a user (such as name and email address) is kept so that we may correctly identify that user. Users can update their personal information anytime from within the ‘My Account’ area of the Site.
We take all reasonable steps to ensure that personal information held by us is accurate, up-to-date, complete, relevant and not misleading. If you believe that any of your personal information is not accurate, up-to-date, complete, relevant and not misleading, please contact us (see below) and we will take all reasonable steps to correct it within a reasonable time.
Third Party and Linked Sites
This web site contains links to other sites. Please be aware that the Diplomacy and Business is not responsible for the privacy practices of such other sites. We encourage our users to be aware that when they leave our site to read the privacy statements of each and every web site that collects personally identifiable information. This privacy statement applies solely to information collected by this web site.
User’s consent to our use of personal information
Our use of the personal information we collect is necessary in order for us to maintain the Site and facilitate users’ use of the Site. We do not collect any unnecessary personal data from users (for instance, their race or religious beliefs).
Keeping a user’s personal information secure
The Diplomacy and Business is committed to information security. We will use all reasonable endeavours to keep users’ personal information in a secure environment. For instance, each users’ personal information is encrypted whilst being sent to our server at the time of setting up an account. However, security cannot be guaranteed due to the nature of the internet.
The Diplomacy and Business security measures are designed to assist in ensuring that users’ personal information is not accessed by unauthorised personnel, lost or misused. If you reasonably believe that there has been an unauthorised use or disclosure of your personal information please let us know by contacting our Privacy and Data Protection Officer (contact details below).
The security of your sensitive financial details is important to us. Credit card details are never stored by the Diplomacy and Business. Credit card data is encrypted when being transferred through the payment gateway. Not only are all transactions secured using industry strength SSL encryption but, as additional protection, we also enforce the entry of the 3 or 4 digit credit card security numbers (CVN).
How long we hold a user’s personal information
We will retain your information for as long as the Diplomacy and Business account is active or as necessary to comply with our legal obligations, resolve issues, address queries and enforce our agreements.
Breaches of security
Notwithstanding the reasonable steps taken to keep information secure, breaches may occur. In the event of a security incident we have in place procedures to promptly investigate the incident and determine if there has been a data breach involving personal information, and if so, to assess if it is a breach that would require notification. If it is, we will notify affected parties in accordance with Privacy Act requirements.
How can users access, change or delete their personally identifiable information?
Users have a right to get a copy from us of the personal information we hold about them. If you wish to receive a copy of this information please address your request to the Privacy and Data Protection Officer (contact details below). We will deal with your request promptly and in any case at least within 30 days of the date of receiving it. We will give access to the information in the manner you request, where reasonable and practicable. This will be subject to any exemptions allowed under the Privacy Act. We will correct or delete inaccurate or incomplete personal information we hold about you at your request.