Driving commercial and political engagement between Asia, the Middle East and Europe

  • Asia House
  • 63 New Cavendish Street
  • London W1G 7LP
  •  
  • enquiries@asiahouse.co.uk
  • +44 (0) 20 7307 5454
  • Driving commercial and political engagement between Asia, the Middle East and Europe

    ASIA HOUSE PRIVACY POLICY 2025

    WHO WE ARE

    Asia House is an independent think tank focusing on trade, investment and public policy. We drive political, economic and commercial engagement between Asia and Europe.

    We are committed to protecting and respecting the personal data that we hold. This privacy notice describes why and how we collect and use personal data and provides information about individuals’ rights. It applies to personal data provided to us, both by individuals themselves and by others. We may use personal data provided to us for the purposes described in this privacy notice or as made clear before collecting personal data.

    WHAT IS PERSONAL DATA?

    Personal data is any information relating to an identified or identifiable living person. We explain clearly why and how we collect and use personal data.  We process personal data for a number or purposes, and the means of collection, lawful basis of processing, use, disclosure, and retention periods for each purpose are set out in the relevant sections below.

    The personal data that is provided to us is provided either directly from the individual concerned or from a third party acting on behalf of an individual. Where we receive personal data that relates to an individual from a third party, the third party should be aware that the individual may be informed of the necessary information regarding the use of their data. Where necessary, reference may be made to this privacy notice.

    TYPES OF PERSONAL DATA WE PROCESS

    We collect and process the following types of personal data:

    • names;
    • addresses;
    • email addresses and other contact information;
    • records of your correspondence with us;
    • details of your visit to the website;
    • information about your experiences with our work
    • Personal information you provide when you apply to work for us; and
    • any other information provided to us.

    Our processing also includes the use of CCTV systems at our premises for the detection and prevention of crime. CCTV at our reception confirms that CCTV is in operation. The images are held securely with limited access for 30 days unless there is a live investigation. The footage is accessed when needed during the investigation of an incident. CCTV recordings are overwritten after 30 days unless there is an incident requiring investigation, which means the footage will be kept as long as required for the purposes of the investigation

    HOW WE COLLECT PERSONAL DATA

    We collect personal data:

    • Through your request for publications and other marketing materials;
    • Through your applications for jobs with us;
    • Through your request for information about our line of work and events;
    • Through your registration for events;
    • Through your contacting us with enquiries and comments;
    • Through our use of cookies (please see our Cookie Policy here); and
    • Through any purchases you make.

    WHY DO WE PROCESS PERSONAL DATA AND THE LAWFUL BASIS?

    There are several reasons why we will process the personal data that you may provide to us:

    • To provide advice and ongoing support
    • To undertake recruitment exercises
    • To manage an ongoing relationship such as attendance at events
    • For marketing purposes, we will only contact you if you’ve given us permission. You can change your preferences or opt-out at any time by clicking the ‘unsubscribe’ link in our emails or by contacting us at enquiries@asiahouse.co.uk.

    Under the UK GDPR the lawful bases we rely on to process personal data are:

    • Your consent. You are able to withdraw your consent at any time and you can do this by contacting us on enquiries@asiahouse.co.uk
    • Legitimate interests.

    HOW LONG DO WE KEEP PERSONAL DATA FOR?

    We keep personal data only as long as necessary, for example:

    • Event registration data: Deleted 6 months after the event.
    • Job applications: Retained for 12 months after the position is filled unless you agree to longer retention.

    We may, in some cases, keep personal data for longer to establish, exercise, or defend our legal rights and the legal rights of our clients.  In addition, personal data may be securely archived with restricted access and other appropriate safeguards where there is a need to continue to retain it. While we retain your personal data, we will ensure that it is kept securely and protected from loss, misuse or unauthorised access and disclosure. Once the retention period is reached, we will delete your personal data.

    SHARING PERSONAL DATA

    We will only share personal data with others when we are legally permitted to do so. When we share data with others, we put arrangements and security mechanisms (a contract or a data sharing agreement) in place to protect the data and to comply with our data protection, confidentiality and security standards.

    Occasionally, we may receive requests from third parties with authority to obtain disclosure of personal data, such as to check that we are complying with applicable law and regulation, to investigate an alleged crime, to establish, exercise or defend legal rights. We will only fulfil requests for personal data where we are permitted to do so in accordance with applicable data protection legislation.

    PROCESSORS

    We may contract with data processors to provide email, system administration, document management and IT storage services. Any personal data shared with a data processor for these purposes will be governed by appropriate safeguards and contracts under data protection law.

    LOCATIONS OF PROCESSING

    The personal data that we collect from you will be processed within the UK. It may be necessary however, in some cases, to transfer personal data out of the UK or the EEA and any such transfers will be fully compliant with the requirements of the legislation. If personal data is to be transferred outside the UK or EEA to a country which is not designated as ‘adequate’ then, if we are not relying on consent, we will ensure that appropriate safeguards are in place such as EU Standard Contractual Clauses (with the UK Addendum) or an International Data Transfer Agreement to ensure that we comply with the UK GDPR. If we transfer your personal data outside the UK or the EEA, we will ensure it is protected by using legally approved safeguards such as Standard Contractual Clauses or the UK International Data Transfer Agreement. We will take all reasonable steps to ensure that your personal data is treated securely, in accordance with this privacy notice.

    INDIVIDUAL RIGHTS

    Individuals have certain rights over their personal data and data controllers are responsible for fulfilling these rights as follows:

    • Individuals may request access to their personal data held by us as a data controller.
    • Individuals may ask us to rectify personal data submitted to us.
    • Individuals may request that we erase their personal data.
    • Individuals may have other rights to restrict or object to our processing of personal data and the right to data portability.
    • Individuals may request information about, or human intervention into, any automated data processing that we may undertake.

    Where we process personal data based on consent, individuals may withdraw their consent at any time by contacting us.

    If you wish to exercise any of these rights, please send an email to: enquiries@asiahouse.co.uk  – We will respond within 30 days.

    COMPLAINTS

    We hope that you won’t ever need to, but if you do want to complain about our use of personal data, please send an email with the details of your complaint to: enquiries@asiahouse.co.uk. We will investigate and respond to any complaints we receive.

    We aim to acknowledge complaints within 3 working days and provide a full response within 30 days. If unresolved, you can escalate the complaint to the Information Commissioner’s Office (ICO).

    You also have the right to lodge a complaint with the UK data protection regulator, the Information Commissioner’s Office (“ICO”). For further information on your rights and how to complain to the ICO, please refer to the ICO website ICO Make a Complaint

    DATA CONTROLLER AND CONTACT INFORMATION

    If you have any questions about this ‘Privacy Notice’ or how and why we process personal data, please contact us at: enquiries@asiahouse.co.uk

    ADDRESS: 

    Or: 63 New Cavendish Street

    London

    W1G 7LP

    CHANGES TO OUR PRIVACY NOTICE

    Updates to this Privacy Notice will appear on this website.

    This Privacy Notice was last updated in January 2025.