General Terms and Conditions of Business:

License of Proprietary Data, Data Rental, Telemarketing, Email Marketing, List Formation, Direct Mail.

By using RGA UK Ltd's products/services the Customer is deemed to have accepted the terms and conditions below and comply with all data processing regulations as outlined by The Information Commissioners Office (www.ico.org.uk) and General Data Protection Regulations (GDPR). "Customer" means the person, business, firm or company who contracts with RGA UK Ltd under this Agreement for the provision of the Services. This Agreement is governed by English Law and you agree to submit to the exclusive jurisdiction of the English Courts in respect of any dispute arising.

Payment and Credit Terms

Comments and Grievances

RGA UK Ltd registered in England & Wales 3902620 Registered Office: RGA UK Ltd, The Wine Warehouse, Witney Road, Standlake, Oxfordshire OX29 7PR VAT registration 718 3350 41 ICO Reg No.: Z4981496 Telephone 0845 605 2303

Download Terms & Conditions in PDF

Replacement Data or refund on any of our services will not be given where supporting documentation is not provided. Supporting documentation, must include the invoice number of the purchase. Until and unless a refund has been agreed by RGA UK LTD, payment for the full amount remains due and RGA reserves the right to use all and any applicable legal remedies to recover payment from you as well as any additional costs incurred by RGA in so doing.

CONTACT DATA LISTS and TELEMARKETING PROJECTS

• All RGA data is copyrighted - @RGA UK Limited 2023. The data may not be resold or duplicated without prior written permission of RGA UK Ltd.
• RGA conduct all research from it's own UK office with well trained, permanent staff.
• The Data comprises proprietary information; intellectual property rights which are owned by the List Owner, RGA UK Ltd. RGA UK Ltd are owners of the contact data which is supplied to you (the Customer) on the agreement that the data is available with multi use for 12 months only - single or multi use options apply and are reflected in the cost price. After 12 months use, the Customer has the option to:
  (i) pay for a refreshed license of the data and permission of use .
  (ii) stop using the data and delete all records that are the property of RGA from their system. Bona fide clients created using RGA data may remain property of the Customer.
  RGA define “A Bona fide client”, as a client to whom your service has been provided / a client who has requested a proposal from your company / contacted your company to indicate an interest in your product.
  (iii) after May 2018, new GDPR (General Data Protection Regulation) legislation will require you (the Customer) to keep the data up-to-date.
  (iv) OPT-IN contacts collected from RGA data during 12 months use may remain on your (the Customer) system and must be maintained in compliance with UK & EU data regulations. GDPR requires these contacts be regularly reviewed and updated.
  (v) RGA update our data circa 6-12 months, RGA refresh facility can help meet this GDPR requirement. As well as, providing amendments and additions to the data at regular intervals.
  
• Data must be used by the purchasing party only and is not transferable to any other group, brand, property, member within the organisation, without written approval from RGA UK Ltd.
• RGA data must be held securely and only used for B2B marketing of business tourism and conference, meeting and event professional services. Email addresses are business addresses and therefore it is permitted to send emails on business matters only. It is not permitted to send emails to these addresses offering personal goods and services.
• Data must not passed to territories without suitable data protection
• The data is for single station/location/product/property/client use only, unless written license has been extended to include additional sites or 3rd party network/group/product usage.
• RGA transport & deliver data via a secure file sharing facility, with servers compliant with GDPR regulations. You, the Customer, agree not to reproduce, retransmit, distribute, disseminate, sell, publish, broadcast, or circulate the data to anyone without the express prior written consent of RGA UK Ltd
• RGA will make every effort to ensure the accuracy of all business telephone numbers, company addresses and work email addresses which are supplied to you, the Customer. However, in no circumstances whatsoever can RGA accept liability for any loss, inconvenience or damage of any kind which may arise from you being supplied incorrect information, be it incorrect information obtained from current/past records, or due to an operator error.
• RGA data lists provide only work details: name of contact, job title, address, telephone, email address, web site & industry sector when these details are released by the company. A small percentage of records may not include contact name or email address in compliance with company's data protection policy & GDPR.
• RGA's "job title" range includes approximately 50 percent current and 50 percent prospective users from companies who have been identified as event organisers.
• Receiving Unsubscribe / Opt Out request to direct mail using Data by RGA: RGA immediately remove any data subject whose preference has changed, and they no longer want to be included on RGA’s Event Buyers Master database. This may mean we retain their contact details in encrypted form to ensure details are not reincluded during our ongoing research process. However, it is the responsibility of the organisation using RGA data to remove Unsubscribe / Opt Out requests received from their individual direct marketing campaigns. We would suggest that these details be securely kept so that the data subject is not reincluded at a later date or during a refresh process.
• During our cleaning process data counts may fluctuate. RGA make an allowance of 5% record fluctuation before pro-rata costs apply.
• Data Rental Mailshots / E-mailshots. RGA despatch centre will despatch mailshot/e-mailshot using RGA contact data. The customer will not receive any copy of the data used in the despatch. Responses to the mailshot/e-mailshot received by the customer will become property of the customer. RGA data will not be supplied to any other party or despatch centre.
• The Customer may only use information supplied by RGA within the confines of any current legislation, and the Customer agrees to indemnify RGA in respect of any claim that may be made against RGA involving misuse of any information given under the service. RGA has no liability for any claims because of the use of the data. If it is decided there is a liability it is limited to the value of the most recent invoice
• RGA data is not CTPS (Corporate Telephone Preference Service) tested/reviewed. This is the responsiblity of the purchasing party.
• RGA use a "seeding" method to monitor use of the data and breaches of our conditions will be taken very seriously. Companies found breaching our conditions of use will be required to pay for annual use of RGA Event Buyers Universe database with varied/multiple use options. Legal action may follow.

EMAIL LIST FORMATION AND DESPATCH

• RGA UK Ltd provide email addresses that have been given to them by the company/individual.
• All email broadcasts designed and despatched by you the customer must comply with the current EC regulations. Emails sent using RGA data must include an option for the contact to opt out of receiving further emails from your company. If you receive an unsubscribe request, you must remove the data subject from your list and your company must not send them any further emails. Email addresses are business addresses and therefore it is permitted to send emails on business matters only. It is not permitted to send emails to these addresses offering personal goods and services.
• If RGA data is used in a despatch via an Email Service Provider (ESP), the client must also abide by the ESP's Terms & Conditions. RGA cannot be held responsible for incidents or restrictions resulting from misuse or breach of the Terms & Conditions of Use.
• RGA suggest including this statement or similar in any email despatch using RGA data: "(name of your organisation) make every attempt to ensure that you are receiving this information as a meetings industry professional organising conferences, meetings and events and we are providing you with relevant direct marketing information under the GDPR processing basis of Legitimate Interest. We respect your right to privacy, and should your preferences have changed and you do not wish to receive future information please let us know by clicking the opt-out link below."
• RGA will make every effort to ensure the accuracy of email addresses which are supplied to you, the Customer. However, in no circumstances whatsoever can RGA accept liability for any loss, inconvenience or damage of any kind which may arise from you being supplied incorrect information, be it incorrect information obtained from current/past records or due to an operator or thirdparty error .
• E-mail addresses can be prone to frequent change, as well as being unreachable for a number of technical and other reasons (such as, but not limited to, account disabled, mailbox full, limit on message size, anti-spam policy, firewall). RGA shall review the situation should the number of "undeliverable" emails be more than 10% hard bounce rate of records despatched within the first 3 months of purchase. A hard bounce is defined as one where either the email recipient or the email domain does not exist, and in addition a 5.x.x error is returned by the sending or receiving email server. You will be asked to provide a broadcast report or other evidence of the hard bounce rate before any claim for replacement data or refund will be considered by RGA UK Ltd. To clarify: A soft bounce is an email message that gets as far as the recipient's mail server (it recognizes the address) but is bounced back undelivered before it gets to the intended recipient. A SOFT BOUNCE might occur because the recipient's mailbox is full, the server is down or swamped with messages, or the message is too large. Soft bounces can also include things like auto-replies to your email. A HARD BOUNCE is an email message that has been returned to the sender and is permanently undeliverable. Causes include invalid addresses (domain name doesn't exist, typos, changed address, etc.) or the email recipient's mail server has blocked your server. Servers can sometimes interpret bounces differently, meaning a soft bounce on one server may be classified as a hard bounce on another.
• RGA will not be liable to the Customer for any breach of these terms and conditions or failure on RGA's part to perform any obligation as a result of technical problems relating to the services, Acts of God, governmental control, restrictions or prohibitions or any other government act or omission whether local or national, act or default of any supplier, agent, subcontractor, industrial dispute or any kind of other similar or dissimilar cause beyond RGA UK Limited's control.

DIRECT MAIL & ALL MAILSHOTS BY POST

• Quotations are subject to sight and/or weight and/or nature of material(s) being sent.
• Deliveries to our office should be booked in advance and delivered between 9.00am and 5.00pm Monday to Friday. RGA UK LTD accepts no responsibility or liability for deliveries lost or mislaid before reaching RGA's offices or delivery out of hours. Delivery notes must be supplied with each delivery containing the following: client name, description of material, total quantity delivered, number of boxes and quantity per box.
• Postage is not included unless specifically stated. Postage invoices must be paid prior to mailshot despatch. All other items payable within 7 days of invoice date. All prices exclude V.A.T.
• Because we do not impose any additional charge for carrying out our work and, whilst we shall use our best endeavors to ensure that any Royal Mail or Courier documentation that are completed by us on your behalf are completed correctly, we cannot accept any liability for any errors or omissions that may occur and we cannot be held responsible for any losses (whether direct or indirect) that may result therefrom.
• RGA and its employees cannot be held responsible or liable for material lost or mislaid by Royal Mail or Couriers it may use to deliver material.
• In any event and notwithstanding anything in this contract in no circumstances shall RGA be liable in contract, tort (including negligence or breach of statutory duty) or otherwise howsoever and whatever the cause thereof:
  (i) for any increased costs or expenses;
  (ii) for any loss of profit, business, contracts, revenues or anticipated savings or;
  (iii) for any indirect or consequential damage of any nature whatsoever.
• RGA will only keep surplus fliers, etc. for 14 days after the despatch date, if they are not collected by this time they will be destroyed.
• RGA reserve the right to change any scheduled despatch date of all mailshots including the Event Planners Pack, without prior notification.
• RGA will make every effort to ensure the accuracy of all telephone numbers and addresses which are supplied to you, the Customer. However, in no circumstances whatsoever can RGA accept liability for any loss, inconvenience or damage of any kind which may arise from you being supplied incorrect information, be it incorrect information obtained from current records, or due to an operator error.
• The Customer may only use information supplied by RGA within the confines of any current legislation, and the Customer agrees to indemnify RGA in respect of any claim that may be made against RGA involving misuse of any information given under the service.

Our customers are advised that the provision of Marketing data from RGA does not absolve our customers of their obligations under GDPR. Ensure you are aware of all your obligations in relation to UK and EU regulations and the use of any data purchased from RGA. Refer to ICO for information and guidance.

Individuals have a right under the Data Protection Act 1998 to obtain information from us, including a description of the data that we hold on you. Should you have any queries concerning the data we hold or wish to change your preferences, please contact:

RGA UK Ltd
The Wine Warehouse
Witney Road
Standlake
Oxfordshire OX29 7PR

or:

email admin@rgaukltd.co.uk

Download our Privacy Policy in PDF

Should you wish to make a complaint, please contact: The Information Commissioners Office www.ico.org.uk

This policy applies to the handling of personal data. This is data relating to a living individual who can be identified from the data.

All information RGA UK Ltd hold concerning contact data of individuals are held and processed by RGA UK Ltd strictly in accordance with the provisions of the Data Protection Act 1998 & General Data Protection Regulation (GDPR) (EU) 2016/679. Such data will be used by RGA UK Ltd to administer our relationship with our clients and to provide our clients with information about specialised Meeting & Events Industry research and for related purposes. The legal basis for processing data is “legitimate interest” as RGA UK Ltd benefits from licencing direct marketing data.

The information we hold may include personal names, job title, company address, company telephone and company email addresses of meetings industry professionals or personal details held in relation to our work for our clients. We do not hold any “sensitive data” about our data subjects and the data held by RGA is not likely to result in a high risk to the rights of the data subjects. RGA UK Ltd shall be open and honest about how personal data collected will be used only for marketing purposes considered relevant to the subject in a professional capacity. RGA will ensure personal information provided to us is safe and accurate and that information held on our computer systems, paper filing systems and cloud storage is secure to guard against unauthorised or unlawful processing or accidental loss, destruction of, or damage to personal data.

The data is only disclosed to persons who have reasons to access it. RGA shall make every effort to ensure the data is not released to any party who may not respect the rights of the data subject. We do not use your data for automated decision making or profiling. RGA will make all reasonable efforts to ensure the data collected is accurate, rectify any inaccuracies as soon as possible and update the data regularly to maintain accuracy and relevance.

Our website does not collect extensive information about our visitors. We use Google Analytics to understand more about how you use our website. This information is not shared with a third party. You have the right to withdraw consent for RGA to process your data. If you feel we are not being fair with you, please tell us so we can try to correct it.

RGA UK Ltd does not collect credit or debit card details.

• RGA research contact information identifying decision makers in UK organisations. We provide these contact details to hotels, conference centres, meeting & event venues and specialised service providers who are looking to promote their products / services using direct marketing that is relevant to you in a professional capacity.
• We make you aware of how your data will be used by asking and recording your preferred means of contact via direct marketing: by post, phone or email or if you do not wish to be contacted at all. We will delete your personal data if you tell us to and not contact you again. This means we may need to keep your contact details to make sure we comply with your wishes.
• RGA’s own inhouse team telephone your organisation to obtain and or check your personal data by conducting a telephone research interview to understand your interest in receiving relevant direct marketing. Should we not be able to contact you directly we will speak to a colleague who considers they have the authority to provide this information on your behalf. During our conversation we shall remind you of your rights and provide you with any information you may request.
• We intend to keep your data for as long as we believe that it is relevant & current.
• Our normal procedure is to contact you on an annual basis to check the details. But, it may be much sooner if we believe there have been changes to your responsibility or that of the organisation.
• RGA provide your data to our network of clients under licence (outlined in our business Terms & Conditions) for appropriate marketing use that is relevant to you in your professional role. The “client” is required to delete the data when the licence expires.
• If you feel this has not been done or if you are receiving inappropriate direct marketing, please contact us. RGA’s aim in researching your data is to facilitate marketing that is relevant and assists you in your professional role.

We hold details of our customers: contact name, job title, company address, telephone number and email address that enables us to make contact. These details will be frequently updated and only held for a reasonable length of time. Customers can ask us to remove their data at any time.

SUPPLIER CONTACT INFORMATION

We hold information about our suppliers that enable us to communicate: contact name, job title, company address, telephone number and email address. This information will be held on our system for what we consider to be a reasonable period of time. This information is only available to employees of RGA UK Ltd.

EMPLOYEE CONTACT INFORMATION

Information we hold about our employees enables us to employ, remunerate, manage their work and maintain a compliant working environment. In case of any dispute, we may need to make this information available to authorities or legal professionals.