Privacy Policy
This policy explains how London 100 collects, uses and protects personal data. It covers the people we deal with in running London 100: visitors to our website, business leaders we contact about taking part, the businesses that take part and the people who appear in their content, guests at our events, and contacts at our partners and suppliers.
Who we are
London 100 is the trading name of London One Hundred Limited, a company registered in England and Wales under company number 17394135. Our registered office is The Barn, Calcot Mount, Calcot Lane, Curdridge, Southampton, SO32 2BN. London 100 celebrates one hundred businesses building London, through filmed leadership interviews, published profiles, a live event and a printed book.
For the personal data described in this policy we are the data controller. We are registered with the Information Commissioner's Office under registration number ZC256155.
If you have a question about this policy, or about how we handle personal data, contact [email protected] or write to us at our registered office.
The personal data we collect and why
Website visitors and registering interest
Our website is london100.com. When you register your interest through the form on our website we collect your name, job title, organisation and email address. We use them to respond to you and to tell you about London 100. Our lawful basis is legitimate interests, in responding to people who ask about London 100.
This website does not currently load Google Analytics or set analytics cookies. If we introduce analytics, we will update this policy and ask for consent before setting analytics cookies.
Cloudflare may use essential cookies to deliver and protect the website and to verify form submissions. These are needed for the website to work securely.
Our website is hosted by Cloudflare, which processes IP addresses and connection data to deliver and protect the website. Details submitted through the registration form are sent to Pipedrive and emailed to our team using Resend. Our lawful basis is legitimate interests, in keeping the website secure and available and in managing enquiries.
Business leaders we contact about taking part
London 100 is selective, and we approach businesses and their leaders directly. To do that we use business contact information from Cognism, a business data provider, and from public sources such as company websites, Companies House and LinkedIn.
We hold your name, job title, employer, business email address, business telephone number, business social media profile and information about your organisation, together with our notes and correspondence with you. We keep this in Pipedrive, our customer relationship management system.
Our lawful basis is legitimate interests, in identifying and contacting senior people at businesses that may want to take part in London 100. We contact people in their business role only. We tell you where we obtained your details in our first message to you, and every message gives you a simple way to object. If you tell us you do not want to hear from us, we stop and keep only the minimum needed to make sure we do not contact you again.
Where we call you, we screen numbers against the Telephone Preference Service and the Corporate Telephone Preference Service as the law requires. Where the law requires consent for marketing emails, for example to sole traders and some partnerships, we ask for it first.
Businesses that take part and their contributors
When your business takes part in London 100 we hold the contact details of your named leader and the colleagues we work with, the signed order form and billing records, your answers to our participant questionnaire, and our correspondence with you. Order forms are signed electronically through Adobe Sign, which records the names, email addresses, IP addresses and signing times of the people who sign.
The people who appear in your content are filmed and interviewed. We record their name, job title, image, voice, biography and what they say on the record, and we use this to produce the leadership film, social cuts, written profile and London 100 Book entry. Each contributor signs a contributor release before filming.
Once approved, this content is published: on our website and social channels, through the AP Content Services press release wire, in the London 100 Book and at London 100 Live. Published content is intended to be public and long lasting. You can ask us to remove it from our own website and channels, but we cannot recall printed copies of the Book or content already published by third parties.
As part of the London 100 community, we share each named leader's name, job title, business and business contact details with other London 100 participants. You can ask us not to share contact details.
Our lawful bases are contract, where we are entering into or performing an agreement with your organisation; legitimate interests, in producing and publishing the London 100 campaign and running its community; and legal obligation, where we must keep records, in particular for tax and accounting.
Event guests
For London 100 Live and our other events we hold guests' names, job titles, organisations and contact details, and we share the guest list with the venue for access and security. Our lawful basis is legitimate interests, in running our events.
If you tell us about dietary requirements or access needs, we use that information only to cater for you and make arrangements at the event, share it only with the venue and caterers, and delete it after the event. Because this information can reveal details about your health or beliefs, we collect it only with your explicit consent.
Our events are photographed and filmed, and images of guests may appear in London 100 publicity. Our lawful basis is legitimate interests, in recording and promoting London 100. If you would prefer not to be photographed, tell our team on the night.
Partners and suppliers
We hold the business contact details of people at our partners and suppliers, together with our correspondence and contract records. Our lawful bases are contract and legitimate interests, in running our business.
Marketing
When we send updates about London 100 by email to people who have registered their interest, to participants and to business contacts we have approached, we plan to use GoHighLevel. Our lawful basis is legitimate interests, in marketing London 100 to business contacts, and consent where the law requires it. Marketing messages will include an unsubscribe link, and you can ask us to stop at any time by replying or by contacting [email protected].
Who we share personal data with
We do not sell personal data. We share it only where it is necessary, with:
our service providers, who handle personal data on our behalf under contract
our delivery partners, to produce, publish and distribute the London 100 campaign and run our events
our professional advisers, including our accountants and solicitors
a purchaser or successor, if our business or part of it is sold or reorganised
law enforcement, regulators or others, where we are required to share it by law
Our main service providers are Pipedrive for customer relationship management, Cognism for business contact data, Google Workspace for email, documents and file storage, Cloudflare for website hosting and form verification, Resend for registration notification emails, Adobe Sign for signing order forms and Xero for accounting. We plan to use GoHighLevel for email marketing.
Our delivery partners are 21 Six Limited, which provides community management, creative, web and technical services to London 100; Rare Content, our film production partner; AP Content Services, which distributes press releases and the London 100 Book; and Frameless, the venue for London 100 Live.
Sending personal data outside the UK
Some of our service providers and partners process personal data outside the UK, including in the European Economic Area and the United States.
Transfers to the European Economic Area are covered by UK adequacy regulations. Where personal data is transferred to the United States, we rely on the UK Extension to the EU-US Data Privacy Framework where the provider is certified under it, or on the International Data Transfer Agreement or the UK Addendum to the EU standard contractual clauses where it is not.
Content we publish, including through the AP Content Services wire, is intended to be available worldwide.
How long we keep personal data
Registrations of interest and prospect records: 2 years from our last contact with you, unless you take part.
Suppression records for people who ask not to be contacted: for as long as we contact businesses, so that we do not contact you again.
Participant records, including order forms, billing and correspondence: six years after the end of the campaign, to meet our contractual and accounting obligations.
Raw footage: 12 months after final delivery of your content.
Published content: for as long as London 100 publishes the campaign, subject to your right to ask us to remove it from our own channels.
Event guest lists: 12 months after the event. Dietary and access information is deleted within 30 days after the event.
How we protect personal data
Access to our systems is limited to the people who need it, accounts are individual and protected with multi-factor authentication where available, and we review our service providers before we use them.
If a personal data breach affects your information and is likely to result in a risk to you, we will tell you, and we will report it to the Information Commissioner's Office where the law requires us to do so.
Artificial intelligence
We use approved artificial intelligence tools in parts of our work, for example for transcription and captions. We do not put personal data into unapproved or public generative AI services, and we do not create, alter or synthesise a person's image or voice using artificial intelligence without that person's permission.
Your rights
You have the right to:
ask for a copy of the personal data we hold about you
ask us to correct information that is wrong or incomplete
ask us to delete personal data where there is no good reason for us to keep it
ask us to restrict how we use it while a question about it is resolved
object to processing we carry out on the basis of legitimate interests
object to direct marketing at any time
ask us to transfer information you gave us to another organisation, where that right applies
withdraw your consent at any time, where we rely on consent
To exercise any of these rights, contact [email protected]. We will respond within one month. There is no charge. We may ask you to confirm your identity before we act.
We do not make decisions about you by automated means that produce legal effects or similarly significant effects.
Complaints
If you are unhappy with how we have handled your personal data, tell us first so that we can put it right. You also have the right to complain to the Information Commissioner's Office, the UK supervisory authority for data protection, at ico.org.uk.
Changes to this policy
We review this policy at least once a year. Where we make a material change we will publish the updated policy on london100.com and state when it was updated.