Your privacy is important to us.

Canadians in London (“CIL”, “we”, “us” or “our”) respects your privacy and is committed to protecting the personal information you share with us.

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This Privacy Policy explains what information we collect, how we use it, when we may share it, how long we keep it and the rights you have in relation to your personal information.

It applies to canadiansinlondon.com, our newsletters, events, community activities, partner introductions and other services operated by Canadians in London.

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For the purposes of UK data protection law, Canadians in London is the data controller where we decide how and why your personal information is used.

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1. Information we may collect - Depending on how you interact with CIL, we may collect:

• Contact information

• Your name, email address, telephone number and other contact details you provide.

• Newsletter information

• Your email address, subscription preferences and information about your interaction with CIL newsletters.

• Event information

• Your name, contact details, ticket or booking information and any information you voluntarily provide about dietary, accessibility or other requirements.

• Enquiries and correspondence

• Information you provide when contacting us through the website, email, social media or at an event.

• Relocation and partner enquiries

• Information you choose to provide when asking CIL to introduce you to a relocation, banking, tax, immigration, currency, property, employment or other service provider.

• Competition and prize information

• Contact and eligibility information required to administer competitions, giveaways and prize draws.

• Employment information

• Where CIL provides recruitment or job-related services, this may include your CV, employment history, qualifications and other information you choose to submit.

• Website information

• Technical information such as IP address, browser, device type, pages visited, referring website and information collected through cookies and similar technologies.

• Social media information

• Information you make available when communicating with or participating in CIL communities on platforms such as Facebook, Instagram or LinkedIn.

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2. How we use your information

We may use personal information to:

• operate and improve the Canadians in London website and community;

• respond to enquiries;

• provide information or services you request;

• administer events, tickets, competitions and community activities;

• send CIL newsletters and updates where permitted;

• facilitate introductions you have requested to CIL partners;

• provide relocation and community signposting;

• manage our relationships with members, partners and suppliers;

• understand how people use our website;

• protect our website and services against misuse or fraud;

• comply with legal, accounting and regulatory obligations; and

• establish, exercise or defend legal rights.

 

UK data protection law requires organisations to identify a lawful basis for processing personal information and explain this in their privacy information.

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Depending on the circumstances, we rely on:

Consent where you have actively agreed to something, such as receiving marketing or asking us to share your information with a particular partner.

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Contract where processing is necessary to provide something you have booked or purchased from us.

Legitimate interests where processing is reasonably necessary for operating CIL, responding to enquiries, administering our community, improving our services, protecting our organisation or promoting our activities, provided those interests are not overridden by your rights.

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Legal obligation where we are required to retain or disclose information by law.

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3. CIL partners and referrals

Canadians in London works with selected commercial partners, sponsors, advertisers and referral partners across areas including relocation, banking, foreign exchange, tax, property, immigration, employment and other services.

We do not automatically pass your personal information to a partner simply because that partner appears on our website.

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We may share your details where:

• you specifically ask us to make an introduction;

• you complete a partner-specific enquiry form;

• you expressly agree that your details can be passed to the provider;

• it is necessary to administer a competition, promotion or service you have entered; or

• we are otherwise legally permitted or required to do so.

 

Where you use a CIL partner link, referral code or introduction, the provider may tell us that the enquiry or application originated through CIL. In some cases we may also receive limited information necessary to administer the referral or help you reach the appropriate contact.

The provider will normally be independently responsible for the information you give directly to them, and their own privacy policy will apply.

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CIL may receive a referral fee, sponsorship payment, advertising fee or other commercial benefit from selected partners. This does not give a partner an automatic right to your personal information.

 

4. Newsletter and marketing

If you subscribe to the Canadians in London newsletter, we may send you information about:

• CIL news and community updates;

• relocation information;

• events;

• competitions;

• new guides and resources; and

• relevant partner offers or sponsored content.

 

Our newsletter is currently provided through an external email platform.

You can unsubscribe at any time using the unsubscribe link contained in our emails or by contacting us.

Unsubscribing from CIL communications does not necessarily require us to erase every record of you. We may retain limited information on a suppression list so that we know not to contact you again.

Subscribing to CIL does not automatically subscribe you to marketing directly from one of our partners.

Electronic marketing is also subject to the UK's Privacy and Electronic Communications Regulations.

 

5. Events, photography and video

CIL regularly organises community, social, sporting, food and relocation events.

Photography and video may take place at our events for community reporting, editorial, promotional and historical purposes.

Where practical, we will make attendees aware that photography or filming is taking place. For prominent or posed photographs, we may ask for consent where appropriate.

If you have concerns about appearing in CIL photography or would like us to consider removing a particular image from CIL-controlled channels, please contact us.

Information about dietary requirements, accessibility or health needs will only be used where necessary to help us accommodate you. Where this amounts to sensitive or special-category personal information, we will handle it with additional care and, where required, your explicit consent.

 

6. Service providers

We use third-party organisations to help operate CIL.

These may include:

• Wix, which hosts and supports our website;

• our email and newsletter provider;

• Ticket Tailor and other event-ticketing services;

• payment processors;

• website analytics providers;

• cloud-storage and IT providers;

• event venues and event suppliers;

• professional advisers; and

• other technology providers required to operate CIL.

 

Our website currently links subscriptions through Mailchimp and event bookings through Ticket Tailor, while the site itself is hosted using Wix services.

These providers may process personal information on our behalf or, in some circumstances, operate as independent data controllers.

We only provide them with information reasonably necessary for the relevant purpose.

 

7. Payments

Where you purchase tickets or services through a third-party ticketing or payment platform, payment-card information is normally collected and processed directly by that payment provider.

CIL does not need to receive or retain your complete payment-card number in order to administer those transactions.

The payment or ticketing provider's own privacy terms will also apply.

 

8. Cookies and website analytics

Our website uses cookies and similar technologies.

Some cookies are required for the website to operate properly. Others may help us understand how visitors use the site, measure performance or support marketing.

Where consent is legally required, non-essential cookies should not be activated until you have made your choice. The ICO requires organisations to provide clear and comprehensive information about the purposes of cookies and similar technologies.

You can manage your choices through our Cookie Settings.

You may also be able to control cookies through your browser.

 

9. International transfers

Some of our technology, email, ticketing, social-media or other service providers may process information outside the United Kingdom.

Where personal information is transferred internationally and UK data protection rules require safeguards, we take reasonable steps to ensure an appropriate transfer mechanism is in place, such as a UK adequacy regulation or approved contractual safeguards.

The ICO recognises mechanisms including UK adequacy arrangements, the International Data Transfer Agreement and UK Addendum for relevant restricted transfers.

 

10. How long we keep information

We do not keep personal information for longer than reasonably necessary.

Our usual approach is:

General enquiries: normally up to 24 months after our last meaningful contact.

Newsletter subscribers: while you remain subscribed, with limited suppression information retained after unsubscribe where necessary.

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Event attendee records: normally up to 24 months after an event, unless longer retention is required for accounting, legal or insurance purposes.

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Financial and accounting records: retained for the period required by applicable law.

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Partner referrals: normally up to 24 months after the referral unless a longer period is reasonably required.

Competition entries: normally up to 12 months after the promotion has concluded, unless the terms specify otherwise.

Job applications and CVs: normally up to six months after the relevant application unless you agree that we may retain them for future opportunities.

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Dietary, health or accessibility information: normally deleted shortly after the relevant event once it is no longer required, unless we have a legitimate or legal reason to retain it.

Photographs and video: may be retained as part of CIL's community, editorial and historical archive for as long as they remain reasonably relevant.

We may retain information for longer where required by law, where there is an unresolved dispute or where it is reasonably necessary to establish or defend legal rights.

 

11. Your rights

Depending on the circumstances, UK data protection law may give you the right to:

• ask what personal information we hold about you;

• receive a copy of your personal information;

• correct inaccurate information;

• ask us to erase information;

• restrict how information is used;

• object to certain processing;

• request data portability;

• withdraw consent where we rely on consent; and

• complain about how your information has been handled.

 

These rights do not apply in every circumstance and some are subject to legal exemptions. The ICO provides guidance on the rights available to individuals.

To exercise a right, contact us using the details below.

We may need to verify your identity before releasing or changing personal information.

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12. Data protection complaints

If you believe we have handled your personal information incorrectly, please contact us first so that we can investigate.

You can make a data protection complaint by email or in writing using the contact details below.

We will acknowledge a data protection complaint within 30 days, investigate it without undue delay, keep you appropriately informed and tell you the outcome of our investigation. These requirements now apply to organisations handling personal information in the UK.

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If you remain dissatisfied, you also have the right to raise your concern with the Information Commissioner's Office (ICO), the UK's data protection regulator.

 

13. Children

CIL's website, newsletter and relocation services are primarily intended for adults.

Family events may include children, but we normally expect bookings and personal information relating to children to be provided by a parent or guardian.

We do not knowingly seek to collect personal information directly from young children through our general website services.

 

14. Security

We use reasonable organisational and technical measures designed to protect personal information against accidental loss, misuse, unauthorised access, alteration or disclosure.

However, no internet or electronic-storage system can be guaranteed to be completely secure.

 

15. External websites and social media

Our website contains links to partner websites, government resources, social-media platforms, ticketing services and other third-party websites.

Once you leave a CIL-controlled website or service, the privacy practices of the third party apply.

We encourage you to review the privacy policy of any organisation before providing personal information to it.

 

16. Changes to this policy

We may update this Privacy Policy when our services, technology, partners or legal obligations change.

The latest version will be published on this page with the date of the most recent update.

Contact Canadians in London

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For privacy requests, questions or data protection complaints, contact:

Canadians in London
Email: hello@ciluk,co.uk
Website: canadiansinlondon.com