Privacy notice

This notice explains how personal information is used in connection with the Jay One Events website. Where you register for an event organised for another organisation, please also read the event-specific privacy information provided during registration.

This notice explains what personal information Jay One Events Ltd collects through this website, jayone.co.uk, why we collect it, who we share it with, how long we keep it and what your rights are.

Who we are

Jay One Events Ltd (“Jay One”, “we”, “us”) is the controller of the personal information described in this notice.

• Jay One Events Ltd is registered in England and Wales with company number 15808021.
• Registered office: Melbourne House, East Markham, Newark, England, NG22 0SH.
• ICO registration number: ZB786198.

How to contact us

If you have a question about this notice or about your personal information, contact us:

• by email: info@jayone.co.uk;
• by post: Jay One Events Ltd, Melbourne House, East Markham, Newark, England, NG22 0SH;
• by telephone: +44 (0)1777 801644.

Jane Isaacs is our contact for data protection enquiries. Please use the contact details above.

Information we collect and why

Enquiries sent through our contact form

When you send an enquiry, we collect:

• your name, email address and message, and the topic you choose (UKMC, The CIS, ESTA, other events or something else);
• your telephone number and organisation, if you choose to give them;
• the event and booking reference, if you include them, and technical information needed to process the form request;
• your IP address and browser details, which help us protect the form from spam and misuse;

We use this information to reply to your enquiry and to keep a record of our contact with you.

Our lawful basis is our legitimate interests in answering questions about our events and keeping the form secure (UK GDPR Article 6(1)(f)). If your enquiry is about taking part in an event, we also rely on taking steps at your request before entering into a contract (Article 6(1)(b)).

You do not have to send us an enquiry, but we need your name, email address and message to be able to reply.

When you submit the contact form, the website sends your enquiry over an encrypted connection through Cloudflare’s email service to info@jayone.co.uk. We show a sent message only after the email service has accepted it. If delivery cannot be confirmed, the page explains the problem and offers an email link instead. We normally reply by email.

The website processes form requests to validate the details and prevent misuse. It does not save the name, email address or message in a website database. Its application logs record the outcome of the request without including those details.

If the form is not available, the page offers to open an email to us instead. That email is handled as described in the next section.

Emails, letters and telephone calls

If you contact us directly, we use your details and what you tell us to reply and to keep a record of our contact with you. Our lawful basis is our legitimate interests in responding to you (Article 6(1)(f)). Our email service is Microsoft 365.

Registering for an event

This website does not take payment or confirm event places. For an ESTA booking request, the form prepares an email in your own email application. You must review and send it yourself. The Jay One team will contact you about the request; preparing or sending it does not confirm a reservation.

• For The CIS, follow the Society’s own website for current event and booking arrangements. For any registration on another website, read the privacy information supplied there.
• UK Mining Conference: registration is handled on the UK Mining Conference website(opens in new tab) under its own privacy policy, which also names Jay One Events Ltd as data controller.

Visiting this website

When you visit this website, our hosting provider, Vercel, processes technical information needed to deliver the pages and keep the website secure. This includes your IP address, browser and device type, the pages you request and the date and time. IP addresses are also used to limit repeated form submissions from the same connection. Our lawful basis is our legitimate interests in running a secure website that works properly (Article 6(1)(f)).

Analytics, only if you accept

If you choose Accept on the cookie banner, we use Vercel Web Analytics to see how many people visit the website and which pages they view. It records the page viewed, the page you came from, your approximate location (country, region and city), your device type, operating system and browser, and the date and time. It also counts when someone sends an enquiry, follows a registration link or follows a link to another website such as the UK Mining Conference website or LinkedIn, without recording who they are.

Vercel Web Analytics does not use cookies. It tells visits apart using a code created from your request, which is valid for one day only, so it cannot follow you from one day to the next or across other websites. We only look at the combined figures.

Our lawful basis is your consent (Article 6(1)(a)). If you choose Reject, or make no choice, analytics does not run. You can change your choice at any time by selecting “Cookie settings” at the bottom of any page. Our Cookies notice has more detail.

What we do not do

• We do not take payments on this website.
• We do not sell personal information.
• We do not use personal information for profiling or to make automated decisions about you.
• The public content on this website contains no visitor, enquiry or booking records.

Who we share information with

We use the following suppliers to run this website and handle enquiries. They act on our instructions and may use the information only to provide their service to us.

• Vercel Inc. hosts this website and the contact form handler, keeps technical logs and, if you accept analytics, provides Vercel Web Analytics. Vercel is based in the United States. The website’s server functions are configured to run in London; its delivery network also processes requests in other locations.
• Newark Computers builds, maintains and supports this website for Jay One Events.
• Microsoft provides our email through Microsoft 365. Jay One’s email data is stored in the United Kingdom.
• Website content is supplied as public files with the website. No separate content management service receives enquiries or booking requests.
• Cloudflare, Inc. provides the domain name service (DNS) for jayone.co.uk and jayoneevents.co.uk and processes contact-form enquiries through its secure email relay. Website pages are delivered by Vercel. Cloudflare sends the enquiry to our Microsoft 365 mailbox and keeps a short-lived duplicate-submission record containing a hash, reference and delivery state, without storing your message or email address in that record.

Information about The CIS and ESTA is shared with the relevant organisation in connection with changes to personnel, bookings or future events.

We may also disclose information where the law requires us to. We do not sell personal information.

International transfers

Vercel and Cloudflare are based in the United States and may process information outside the UK. Their data-protection terms provide safeguards for international transfers, including standard contractual clauses and UK transfer provisions. You can contact us for information about the safeguards applicable to your information. Microsoft 365 stores Jay One’s email data in the UK; Microsoft’s data-protection terms cover processing and any international transfers needed to provide its service.

How long we keep information

• We currently retain enquiry correspondence and related records without a routine deletion schedule.
• The contact-form relay schedules its duplicate-submission records for deletion after 24 hours. Those records contain a hash of the submission, a random reference, a timestamp and delivery state; they do not contain your message, name or email address.
• Contact-form enquiries and booking requests received in our email mailbox are covered by the correspondence-retention statement above. The contact form does not create a CRM contact record.
• Vercel’s runtime logs are retained for up to 30 days under its available hosting retention settings. Cloudflare’s relay logs follow its short-term service retention. Application logs record delivery outcomes and random references without the name, email address or message entered in the enquiry form.
• Analytics: the daily code used to tell visits apart is discarded after 24 hours. Combined analytics reports are kept by Vercel for at least 12 months.
• Your cookie choice: stored on your own device for 182 days. See our Cookies notice.

Your rights

Under UK data protection law you have the right to:

• ask for a copy of the personal information we hold about you;
• ask us to correct information that is wrong or incomplete;
• ask us to delete your information, in some circumstances;
• ask us to limit how we use your information, in some circumstances;
• object to our use of your information where we rely on legitimate interests, and object to direct marketing at any time;
• ask us to transfer information you gave us to you or to another organisation, where we rely on your consent or a contract;
• withdraw your consent at any time where we rely on consent. This does not affect anything we did before you withdrew it.

To use any of these rights, contact us using the details above. We will reply within one month. If your request is complex, we may need up to two more months; if so, we will tell you within the first month.

Complaints

If you are unhappy with how we have used your personal information, please tell us first, using the contact details above, so that we can try to put things right. We will acknowledge your complaint within 30 days, look into it without undue delay and tell you the outcome.

You can also complain to the Information Commissioner’s Office (ICO), the UK’s data protection regulator, at ico.org.uk/make-a-complaint(opens in new tab) or on 0303 123 1113.

Keeping information secure

This website uses an encrypted (HTTPS) connection. Access to website administration and Jay One’s email is restricted to authorised people. If you use an email link, your email provider also processes the message under its own privacy terms.

Links to other websites

This website links to other websites, including the UK Mining Conference website, The CIS and LinkedIn. Please read the privacy information provided on the website or registration service you choose to use.

Children

This website is intended for adults. We do not knowingly collect personal information from children through it.

Changes to this notice

We will publish any changes to this notice on this page and update the “Last updated” date.