Privacy Policy

Privacy Policy

Last updated: 23rd March 2016

This Privacy Policy explains what happens to any personal data that you provide to us, or that we collect from you when you visit this website. This policy covers information collected through our website only, and not from offline interaction. Please read this policy before visiting this site. By using our site, you consent to the terms of our privacy policy.

1. What information we collect about you

In running and maintaining our website we may collect and process the following information about you:

Information about your use of our site including details of your visits such as pages viewed and the resources that you access. Please see the Sunderland Software City Cookie Policy for more information

Information provided voluntarily by you.

Information that you provide when you communicate with us by any means.

Information we receive from external agencies, intermediaries or others who have referred you to Sunderland Software City.

2. What happens to the information

We use the information that we collect from you to provide our services. In addition to this we may also use the information to:

Provide information to you that you request from us relating to our services.

Send you information that you request and, if you subscribe to one of our mailing lists, information which we feel may be of interest to you.

Provide information relating to other services that may be of interest or benefit to you. Such additional information will only be provided where you have consented to receive such information.

Inform you of any changes to our website or services.

Share with other delegates, with your permission, at certain events.

Monitor and evaluate our services for the purposes of customer satisfaction or audit purposes. You may be contacted by a third party organisation to evaluate the service you received.

We may also use your information to:

i. Better understand the local, national and international business market and associated trends.
ii. Help us to service customers’ needs more effectively.
iii. Ensure we meet our targets and other contractual commitments.

3. Where we store your information

We store information in the UK on our own servers and in paper form. We use a customer relationship management (CRM) database based in the US. We access the CRM from the UK, which means we store and transfer personal information to a country outside the European Economic Area (EEA). Our staff may on occasion access your information from outside the EEA, for example using a laptop or mobile device.

We will take all steps reasonably necessary to ensure that we comply with data protection laws when we transfer your information outside the EEA and that your information is treated securely and in accordance with this privacy policy.

When sending information via the internet, security cannot be guaranteed and on occasion information can be intercepted. Sending information via the internet is carried out entirely at your own risk.

4. How long we hold your information

We will store your information at least for the duration of any customer relationship we have with you, and the period thereafter as required by our Funders.

5. Disclosure of information

We may disclose your information to the following types of organisation:

(5.1) Funders, auditors, advisers and authorities

Sunderland Software City is funded by a number of external organisations (Funders) including the European Regional Development Fund and Sunderland City Council. Your Information may be passed to those Funders, their auditors and advisers for their own purposes such as:

Audit and monitoring;

i. Detection and prevention of fraud and irregularity
ii. Production of case studies to demonstrate of best practice
iii. Our Funders may be required to disclose information in response to a request under the Freedom of Information Act 2000

We may share your information to our own auditors for auditing purposes. We also reserve the right to disclose your information to regulatory or enforcement authorities if asked to do so, or to a third party in the context of actual or threatened legal proceedings.

(5.2) Other support structures

We may need to share your information, both details about your business and details of our interactions with you, with other business support institutions or funders involved in your project. We will only share your information if you consent to receiving information regarding services from other organisations.

(5.3) Organisations referring customers to Sunderland Software City

We reserve the right to share your information, both details about your business and details of our interactions with you, with any organisation which referred you to us for monitoring and feedback purposes.

(5.4) Contractors

We may allow third party providers and contractors who supply services to us (including event organisers, training providers etc) access to your information on the understanding that it is not used for their own purpose or gain.

6. How we safeguard your information

We protect your information from loss or unauthorised use by taking appropriate technical and organisational measures.

7. Third Party Links

We include links to third parties on this website. Where we provide a link it does not mean that we endorse or approve that site’s policy towards visitor privacy. You should review their privacy policy before sending them any personal data.

8. Updates

Any changes we may make to our privacy policy in the future will be posted on this page with the date it was last updated and, where appropriate, we will notify you by email.
If there your information changes or you become aware of any mistakes in the information we hold about you, please contact us via the contact details below. We may occasionally contact you to check whether the information we have on you is still accurate and up to date

9. Access to Information

In accordance with the Data Protection Act 1998 you have the right to access any information that we hold relating to you, your business or your employees including details of any interactions we have had with you. Please note that there is a statutory fee for this which is currently £10.

You will need to supply sufficient evidence of your identity and details of the information you wish to see to enable us to locate it; or to be added to, or removed from, our mailing lists.
To access information we hold about you please contact us using the details below:

By Post:
Sunderland Software City
Tavistock Place
Tel: 0845 872 8575

Further information about data protection issues including the online register of data controllers can be found on the Information Commissioner’s site at

Sections of this Privacy Policy were provided by the legal resource and reviewed and approved by their solicitors.