GLOBAL MARKET SUMMITS LTD GUEST AND PARTICIPANT TERMS AND CONDITIONS
These are the only terms and conditions under which we are willing to allow participation at our events. By entering into any
contract with us for such participation, you agree to be bound by these terms and conditions.
“We” are Global Market Summits Ltd, a company registered in England and Wales with registration number 07761940. Our
registered office is at Granville Hall, Granville Road, Leicester LE1 7RU, United Kingdom. Our registered VAT number is 122
4572 40. Any reference to the terms “us”, “our” or any other similar expression shall be construed accordingly and shall
include any subsidiary or holding company of ours from time to time, including Global Manufacturing Strategies Ltd. Any
expression to “you”, “your” or any other similar expression refers to you, our customer who is entering into a contract with us
for participation in our events or conferences subject to these terms and conditions. Please pay special attention to the
cancellation policy detailed in clause 9.
1. INTERPRETATION AND DEFINITIONS
1.1 Definitions. In these Conditions, the following definitions apply:
Applicable Laws: the laws of England and Wales and the European Union and any other laws or regulations, regulatory
policies, guidelines or industry codes which apply to the exercise of the parties’ rights or the performance of their obligations.
Business Day: a day other than a Saturday, Sunday or public holiday in England when banks in London are generally open for
Conditions: these terms and conditions as amended from time to time.
Contract: the contract between us and you for the supply of Services in accordance with these Conditions.
Contract Documents: any documentation which we intend to form part of the Contract, including (but not limited to) the
Order, acceptance of our offer in accordance with clause 2.2 of these Conditions, all and any correspondence between us
setting out any specifications or requirements, and these Conditions themselves.
Commencement Date: the date on which the Contract comes into force in accordance with clause 2.2.
COVID-19: any illness or disease caused by the 2019 novel coronavirus or any derivative, mutation or variant thereof arising
or emerging at any time.
COVID-19 Event: any event, matter or circumstance arising as the result of an outbreak of COVID-19 which gives rise, or might
reasonably be expected to give rise, to the delay, postponement, abandonment or disruption of an Event or otherwise
adversely affects or might reasonably be expected adversely to affect us, you or your delegates or the business of any of
them, including governmental or similar restrictions or guidance prohibiting or restricting live events or gatherings,
restrictions or guidance prohibiting or restricting use of public transport or the unavailability of public transport generally
(including where such activities are permitted subject to safety measures such as social distancing, mandatory face masks or
COVID-19 Symptom: any physical or psychological symptom identified from time to time by the U.K. Government or the
National Health Service in advice or other communications to the general public as a possible symptom of COVID-19,
including a high temperature, a new continuous cough or a loss of or change to sense of smell or taste.
Event: the event, bespoke event, conference, roundtable or Summit specified in the Order (including any such event, bespoke
event, conference, roundtable or Summit provided by us virtually in accordance with the terms of clause 9.6.)
Force Majeure Event: has the meaning given to it in clause 12.1.
Intellectual Property Rights: patents, rights to inventions, copyright and related rights, trade marks, business names and
domain names, rights in get-up, goodwill and the right to sue for passing off, rights in designs, database rights, rights to use,
and protect the confidentiality of, confidential information (including know-how), and all other intellectual property rights, in
each case whether registered or unregistered and including all applications and rights to apply for and be granted, renewals
or extensions of, and rights to claim priority from, such rights and all similar or equivalent rights or forms of protection which
subsist or will subsist now or in the future in any part of the world.
Order: your written acceptance of our quotation, the booking hand-over form or online booking form, as applicable.
Representatives: the person or persons you nominate to attend the Event.
Services: the services supplied by us to you as set out in the Order or specification provided in writing.
Summit: the summit specified in the Order on the date(s) proposed, including where the date or timings are to be confirmed.
1.2 Interpretation. In these Conditions, the following rules of interpretation shall apply:
1.2.1 a “person” includes a natural person, corporate or unincorporated body (whether or not having separate legal
1.2.2 a reference to a party includes its personal representatives, successors or permitted assigns;
1.2.3 a reference to a statute or statutory provision is a reference to such statute or statutory provision as amended or reenacted.
A reference to a statute or statutory provision includes any subordinate legislation made under that statute or
statutory provision, as amended or re-enacted
1.2.4 words imparting the singular number shall include the plural and vice versa;
1.2.5 any phrase introduced by the terms “including”, “include”, “in particular” or any similar expression shall be construed as
illustrative and shall not limit the sense of the words preceding those terms; and
1.2.6 a reference to “writing” or “written” includes faxes and e-mails.
2. BASIS OF CONTRACT
2.1 The Order constitutes an offer by you to enter into a contract with us for the supply of Services subject to these
Conditions. Each Order shall be the subject of a separate Contract.
2.2 The Order shall be deemed to be accepted when we expressly accept it or inform you that we have accepted your Order,
whether orally or in writing, at which point and on which date the Contract shall come into existence (Commencement Date).
2.3 These Conditions apply to the Contract to the exclusion of any other terms that you seek to impose or incorporate, or
which are implied by trade, custom, practice or course of dealing. However, the Contract includes all Contract Documents or
any other terms which we both agree should form part of this Contract, whether on or after the Commencement Date.
3. ATTENDANCE AT THE EVENT
3.1 The fees set out in the Order include attendance at the pre-arranged conference sessions, details of which are set out in
3.2 We will use our best endeavours to provide you with details of the number and identity of attendees participating in the
event, but we cannot guarantee the accuracy of such information as the attendance list is subject to change.
3.3 You agree that you will attend and actively participate in the activities detailed in the Event’s itinerary which will be
provided to you, including but not limited to any workshops, networking lunches and one-to-one meetings (subject to
3.4 You agree that you will attend and send the agreed number of Representatives to attend the Event. You will use your best
endeavours to ensure that all nominated Representatives are qualified in the relevant field to which the Event relates.
3.5 If you are unable to attend the Event, you may nominate a substitute who holds a similar role of similar seniority and
business level to attend the Event, however you must inform us of your intention to send a substitute in a reasonable amount
of time before the Event and we reserve the right in our absolute discretion not to allow the substitute entry, in which case
our cancellation policy in accordance with clauses 9 and 10 will apply.
3.6 You agree to ensure that you and any of your Representatives will conduct themselves at the Event in a proper and
professional manner at all times, adhering to any health and safety, security or other requirements that we may specify from
time to time.
3.7 You will be required to complete and return a questionnaire 14 days after receiving it. This will be used in an online
catalogue to create a personalised agenda for each attendee at the Event in order to determine the sessions in which each
attendee will partake.
4.1 The fee for the Services will be the price set out in the Order which is subject to an additional service charge of 2.5% of the
total price set out in the Order, which is intended to cover administration and set-up costs.
4.2 All advertised offers for discounts cannot be combined with any other offer and are offered subject to our absolute
discretion at all times.
4.3 We reserve the right to invoice you for any expenses or additional fees that we see fit after the Event to account for any
charges incurred by you throughout the Event which were not previously agreed or set out in the Order. For the avoidance of
doubt, this includes travel, accommodation, use of leisure facilities as may be available, parking charges if applicable and any
wine ordered with meals unless otherwise agreed in writing.
4.4 We require payment in advance of the Event, with all sums payable under clause 4.1 being due to us within 14 days of the
4.5 You shall pay all amounts due under the Contract in full without any set-off, counterclaim, deduction or withholding
except as required by law. We may, without limiting our other rights or remedies, set off any amount owing to us by you
against any amount payable by us to you.
4.6 We reserve the right to withhold any information relating to the Event or refuse you and your Representatives entry to the
Event unless and until all amounts due to us have been paid in full. All amounts payable under the Contract are to be paid
free and clear of currency control restrictions, bank charges, fees, duties or other transactional costs, the payment of which
shall be the sole responsibility of you.
4.7 Without limiting any other of our rights or remedies, if any fees due to us are not paid by the date of the Event, we shall
be entitled to retain any part payment which we have already received.
5.1 If you fail to make any payment due to us by its due date for payment, then, without limiting our other rights or remedies,
we reserve the right to charge you interest on the overdue amount at the rate of 2.5% per annum above Lloyds Bank plc’s
base rate from time to time. Such interest shall accrue on a daily basis from the due date until actual payment of the overdue
amount, whether before or after judgment. You must pay to us any interest together with the overdue amount.
6. INTELLECTUAL PROPERTY RIGHTS
6.1 All Intellectual Property Rights in or arising out of or in connection with the Services shall be owned by us, save that the
Intellectual Property Rights which subsist in any pre-existing materials supplied are owned by each respective party.
6.2 You acknowledge that, in respect of any third party Intellectual Property Rights, your use of any such Intellectual Property
Rights is conditional on us obtaining a written licence from the relevant licensor on such terms as will entitle us to license
such rights to you.
6.3 You agree that we shall have the non-exclusive right without limit as to time to use any content from footage recorded at
the Event and may use your name and Intellectual Property Rights to the extent necessary for the purpose of providing the
Services, such as by making available any footage from the Event to other attendees from time to time. You warrant that no
such use shall infringe the rights of any third party.
7. OUR RIGHTS AND OBLIGATIONS
7.1 We reserve the right in our absolute discretion to limit or vary the content or scope of the Event as we see fit, including
but not limited to the topics covered, the location, timings or dates of the Event (including delivery of the Event virtually under
clause 9.6). We will use our reasonable endeavours to inform you in writing of any material variation to the scope of the
7.2 We cannot guarantee the attendance of any named attendees and do not accept any liability for any changes to the
number, quality or identity of attendees.
8. YOUR RIGHTS AND OBLIGATIONS
8.1 You undertake to:
8.1.1 comply with the terms of the Contract and with any branding or other guidelines we issue to you;
8.1.2 comply with any legal notices as may be required from time to time and comply with all Applicable Laws relevant to the
exercise of your rights and the performance of your obligations under the Contract .
8.2 You represent and warrant to us that:
8.2.1 you are appropriately qualified in the relevant field to which the Event relates to our reasonable satisfaction;
8.2.2 you have full authority to enter into the Contract and you or any Representatives are not bound by any agreement with
any third party that adversely affects this Contract;
8.2.3 you have and will maintain for the purposes of the Contract, all necessary powers, authority and consents to enter into
and fully perform your obligations under this Contract; 8.2.4 you will take steps to ensure that your Representatives at all
times comply with the terms of the Contract.
8.3 For any wrongful act or omission or your part or on part of your Representatives, you shall indemnify us against all
liabilities, costs, expenses, damages and losses (including any direct, indirect or consequential losses, loss of profit, loss of
reputation and all interest, penalties and legal and other reasonable professional costs and expenses) suffered or incurred by
us in connection with any claim made against us for actual or alleged infringement of a third party’s Intellectual Property
Rights or other rights arising out of or in connection with the Contract. This clause 8.3 shall survive termination of the
9. CANCELLATION OR PROVISION OF VIRTUAL EVENTS
9.1 We reserve the right to cancel the Event or Order for any reason (including, without limitation, by reason of a Force
Majeure Event). We shall endeavour to notify you of any cancellation as soon as possible. It is agreed that:
9.1.1 we shall not be in breach of the Contract by virtue of that cancellation;
9.1.2 on us notifying you of such cancellation, the Contract shall automatically terminate; and
9.1.3 we may, at our discretion, offer to you the opportunity to transfer the booking to a separate event or summit in
accordance with clause 9.5.
9.2 We reserve the right to cancel the Event or Order in accordance with clause 9.1 without providing you with any of our
potential reasons for doing so.
9.3 If you wish to withdraw your attendance at the Event, please first read our policy on substitutes in clause 3.5. If you wish
to proceed and cancel the Contract, you should provide us in writing of your intention to cancel. Any cancellation in
accordance with this clause 9.3 will be subject to a discretionary cancellation charge of:
9.3.1 10% of the fee specified in clause 4.1 for any cancellation taking place more than 6 months prior to the Event,
representing expenditure incurred prior to this date including administrative and management costs;
9.3.2 50% of the fee specified in clause 4.1 for any cancellation taking place between 3 and 6 months prior to the Event,
representing expenditure incurred prior to this date including administrative, management and marketing costs; and
9.3.3 100% of the fee specified in clause 4.1 for any cancellation taking place less than 3 months prior to the Event,
representing expenditure incurred prior to this date including administrative, management and marketing costs, and the
difficulty or potential inability of replacing such delegates at short notice.
9.4 We may in our absolute discretion waive the applicable cancellation fee in clause 9.3 in circumstances such as where the
Event lasts for two days and you attend for a minimum period of one day.
9.5 Subject to clause 9.4, we may in our absolute discretion offer to you the opportunity to transfer the booking to a separate
event or summit. In such a case, we will confirm this to you in writing to which you must accept within 7 days of receipt. Any
transferral under this clause 9.5 will be the subject of a separate contract.
9.6 We reserve the right to deliver Event(s) virtually by way of webinar (or other similar technology) where we deem in our
absolute discretion that it is necessary or desirable to do so as a result of:
9.6.1 a Force Majeure Event; or
9.6.2 a COVID-19 Event.
9.7 In the event that we elect to deliver any Event virtually under clause 9.6, we shall:
9.7.1 notify you in advance, providing at least  days’ notice save where it is not possible or practicable to do so, in which
case we shall provide as much notice as reasonably practicable;
9.7.2 provide you with details and instructions as to how you or your delegates can access the Event;
9.7.3 use our reasonable endeavours to deliver the Event(s) in accordance with the original agreed details as to dates, times,
content and speakers, but if we consider necessary we may make changes to such details and shall have no liability to you as
a result; and
9.7.4 have no liability to you for any losses incurred as a result of the event being delivered virtually rather than live, including
in respect of any transport or accommodation arranged but no longer required.
9.8 In the event that we elect to deliver any Event virtually under clause 9.6, you must accept delivery of the Event virtually
and you agree and acknowledge that delivery of any Event virtually shall constitute full and proper performance of our
obligation to deliver such Event under the Contract and/or these Conditions. You further agree and acknowledge that you will
not have the right to receive any refund in respect of any Event delivered virtually under clause 9.6.
9.9 It is your responsibility to ensure that you and/or your delegates have the facilities and means to receive the Event(s)
virtually if necessary, including a computer, tablet or smartphone with internet access.
10.1 Without limiting its other rights or remedies, each party may terminate the Contract with immediate effect by giving
written notice to the other party if the other party commits a material breach of its obligations under this Contract and (if
such breach is remediable) fails to remedy that breach within 7 days after receipt of notice in writing to do so, the other party
suspends, or threatens to suspend, payment of its debts or is unable to pay its debts as they fall due or admits inability to pay
its debts, the other party is the subject of a bankruptcy petition or order, the other party’s financial position deteriorates to
such an extent that in our opinion your capability to adequately fulfil your obligations under the Contract has been placed in
jeopardy or the other party (being an individual) dies or, by reason of illness or incapacity (whether mental or physical), is
incapable of managing his own affairs or becomes a patient under any mental health legislation.
10.2 Without limiting our other rights or remedies, we may terminate the Contract with immediate effect by giving written
notice to you if you fail to pay any amount due under the Contract on the due date for payment.
10.3 On termination of the Contract for any reason you shall immediately pay to us all of our outstanding unpaid invoices and
11.1 A party (Receiving Party) shall keep in strict confidence all technical or commercial know-how, specifications, inventions,
processes or initiatives of whichever kind (Confidential Information) and have been disclosed to the Receiving Party by the
other party (Disclosing Party), its representatives, employees, agents or subcontractors (Representatives), and any other
Confidential Information concerning the Disclosing Party’s business, its products and services which the Receiving Party may
11.2 The Receiving Party shall only disclose such Confidential Information to its Representatives who need to know it for the
purpose of discharging the Receiving Party’s obligations under the Contract, and shall ensure that such Representatives
comply with the obligations set out in this clause 11 as though they were a party to the Contract.
11.3 The Receiving Party may also disclose such of the Disclosing Party’s Confidential Information as is required to be
disclosed by law, any governmental or regulatory authority or by a court of competent jurisdiction.
11.4 For the avoidance of doubt, information is not Confidential Information if it is, or becomes, generally available to the
public other than as a direct or indirect result of the information being disclosed by the Receiving Party or its Representatives
in breach of the Contract (except that any compilation of otherwise public information in a form not publicly known shall still
be treated as Confidential Information), it was available to the Receiving Party on a non-confidential basis prior to disclosure
by the Disclosing Party, it was, is, or becomes available to the Receiving Party on a non-confidential basis from a person who,
to the Receiving Party’s knowledge, is not under any confidentiality obligation in respect of that information, it was lawfully in
the possession of the Receiving Party before the information was disclosed by the Disclosing Party, it is developed by or for
the Receiving Party independently of the information disclosed by the Disclosing Party, or the parties to the Contract agree in
writing that the information is not confidential.
12. FORCE MAJEURE
12.1 For the purposes of the Contract and these Conditions, Force Majeure Event means an event beyond our reasonable
control including but not limited to epidemic or pandemic, strikes, lock-outs or other industrial disputes (whether involving
our workforce or any other party), failure of a utility service or transport network, war, riot, civil commotion, malicious
damage, compliance with any law or governmental order, rule, regulation or direction, accident, breakdown of plant or
machinery, fire, flood, storm or default of suppliers or subcontractors.
12.2 We shall not be liable to you as a result of any delay or failure to perform our obligations under this Contract as a result
of a Force Majeure Event.
13. LIMITATION OF LIABILITY
13.1 Nothing in these Conditions shall limit or exclude our liability for death or personal injury caused by our negligence, or
the negligence of our employees, agents, subcontractors or representatives, fraud or fraudulent misrepresentation, breach of
the terms implied by section 2 of the Supply of Goods and Services Act 1982, breach of the terms implied by section 12 of the
Sale of Goods Act 1979 or defective products under the Consumer Protection Act 1987.
13.2 Subject to clause 13.1:
13.2.1 we shall under no circumstances whatever be liable to you, whether in contract, tort (including negligence), breach of
statutory duty, or otherwise, for any loss of profit, business, goodwill or any type of special, indirect or consequential loss
(including loss or damage suffered by you as a result of an action brought by a third party) arising under or in connection with
the Contract even if such loss was reasonably foreseeable or we had been advised of the possibility of your incurring it;
13.2.2 we shall under no circumstances whatsoever be liable to you, whether in contract, tort (including negligence), breach of
statutory duty, or otherwise, if you or any other person contracts any illness, disease or other health condition (or suffers any
symptom of the same), including without limitation COVID-19, as a result of or in connection with you attending an Event;
13.2.3 our total liability to you in respect of all other losses arising under or in connection with the Contract, whether in
contract, tort (including negligence), breach of statutory duty, or otherwise, shall in no circumstances exceed the value of the
price paid for the Services.
14.1 We may at any time assign, transfer, mortgage, charge, subcontract or deal in any other manner with all or any of our
rights under the Contract and may subcontract or delegate in any manner any or all of our obligations under the Contract to
any third party.
14.2 You shall not, without our prior written consent, assign, transfer, charge, subcontract, declare a trust over or deal in any
other manner with all or any of your rights or obligations under the Contract.
15.1 Any notice or other communication given to a party under or in connection with the Contract shall be in writing,
addressed to that party at its registered office (if it is a company) or its principal place of business (in any other case) or such
other address as that party may have specified to the other party in writing in accordance with this clause, and shall be
delivered personally or sent by prepaid first-class post or other next working day delivery service, or by commercial courier or
15.2 A notice or other communication shall be deemed to have been received if delivered personally, when left at the address
referred to in clause 15.1, if sent by pre-paid first class post or other next working day delivery service, at 9.00 am on the
second Business Day after posting, if delivered by commercial courier, on the date and at the time that the courier’s delivery
receipt is signed or if sent by fax, one Business Day after transmission.
15.3 The provisions of this clause shall not apply to the service of any proceedings or other documents in any legal action.
16.1 A waiver of any right or remedy under the Contract or law is only effective if given in writing and shall not be deemed a
waiver of any subsequent breach or default. No failure or delay by a party to exercise any right or remedy provided under the
Contract or by law shall constitute a waiver of that or any other right or remedy, nor shall it prevent or restrict the further
exercise of that or any other right or remedy. No single or partial exercise of such right or remedy shall prevent or restrict the
further exercise of that or any other right or remedy.
17. NO PARTNERSHIP OR AGENCY
17.1 Nothing in the Contract or in these Conditions is intended to, or shall be deemed to, establish any partnership or joint
venture between the parties, nor constitute either party the agent of the other for any purpose. Neither party shall have
authority to act as agent for, or to bind, the other party in any way.
18. THIRD PARTIES
18.1 A person who is not a party to the Contract shall not have any rights to enforce its terms.
19.1 Except as set out in these Conditions (as may be in force from time to time), no variation of the Contract, including the
introduction of any additional terms and conditions, shall be effective unless it is agreed in writing and signed by you. We
reserve the right to update these Conditions as we see fit from time to time, with or without notice.
20. ENTIRE AGREEMENT
20.1 The Contract constitutes the entire agreement between the parties. You acknowledge that you have not relied on any
statement, promise, representation, assurance or warranty made or given by us or on our behalf which is not set out in the
21. DATA PROTECTION
21.1 Please note that we require a minimum amount of information from you in order to be able to provide the Services,
which will be as specified in the booking form and the questionnaire which you will be required to complete in accordance
with clause 3.7. For further information about what information we collect about you and attendees to our events, and how
22.GOVERNING LAW AND JURISDICTION
22.1 Governing law. The Contract, and any dispute or claim arising out of or in connection with it or its subject matter or
formation (including non-contractual disputes or claims), shall be governed by, and construed in accordance with the law of
England and Wales.
22.2 Jurisdiction. Each party irrevocably agrees that the courts of England and Wales shall have non-exclusive jurisdiction to
settle any dispute or claim arising out of or in connection with these conditions or the Contract or its subject matter or
formation (including non-contractual disputes or claims).
23.1 If at any time within the period of 14 days immediately prior to an Event (other than an Event to be delivered virtually
pursuant to clause 9.6 which you will not attend in person) you:
23.1.1 experience any COVID-19 Symptom;
23.1.2 receive a positive COVID-19 test result (including by way of lateral flow test or a home testing kit);
23.1.3 become aware that a person with whom you have been in contact within the past 14 days has experienced or is
experiencing any COVID-19 Symptom; or
23.1.4 become aware that a person with whom you have been in contact within the past 14 days has received a positive
COVID-19 test result (including by way of a lateral flow test or a home testing kit),
you must notify us immediately and must not attend the relevant Event. This will constitute a cancellation and the provisions
of clause 9.3 shall apply.
23.2 If at any time within the period of 14 days immediately following an Event you have attended (other than an Event
delivered virtually pursuant to clause 9.6 which you did not attend in person) you:
23.2.1 experience any COVID-19 Symptom;
23.2.2 receive a positive COVID-19 test result (including by way of lateral flow test or a home testing kit) or
23.2.3 become aware that a person who attended the Event has received a positive COVID-19 test result (including by way of
a lateral flow test or a home testing kit),
you must notify us immediately in order for us to comply with our COVID-19 safety policies and procedures and you must on
demand provide any further information reasonably requested by us in connection therewith.
23.3 When attending an Event, you shall comply with such social distancing requirements or other safety measures as we
may require from time to time.
REGISTERED COMPANY DETAILS
Company Number: 7761940
VAT Number: 122 4572 40
Payment Terms: 14 DAYS
Name of Bank: BARCLAYS BANK
Address: 326-328 High Holborn, Holborn, London WC1V 7PE
Account Name: GLOBAL MARKET SUMMITS LTD
Account Number: 52777766
Sort Code: 20 41 41
Swift Code: BUKBGB22
IBAN Number: GB09BUKB20414152777766
Global Market Summits Ltd is committed to protecting and respecting the privacy of customers and other individuals with whom it communicates. For the purposes of the relevant data protection legislation, including the General Data Protection Regulation, the “data controller” is Global Market Summits Ltd.
The expression “we”, where used in this Policy, means Global Market Summits Ltd and the expressions “us” and “our” should be read accordingly. We also trade under the following names: Global Manufacturing Strategies, BioTalk, PharmaTalk, IoTTalk, IIoTTalk, SCLTalk, MROTalk, AITalk, ManuTalk, EnergyTalk, EngTalk, EEMTalk. Our registered office is at Global Market Summits Ltd, Granville Hall, Granville Road | Leicester LE1 7RU | United Kingdom.
This Policy sets out the basis on which we collect personal data (as defined below) from you and the way in which it will be processed by us. Please read this Policy carefully to understand our policy and practices regarding your personal data and how we shall treat it.
It is important that you read this Policy together with any other privacy notice or fair processing notice that we may provide on specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your personal data. This Policy supplements any other such notices and is not intended to override them.
If you have any questions about this Policy, including if you wish to send us a request to exercise any of your legal rights, please contact us at [email protected] or +44 (0) 207 952 6111.
PURPOSES FOR WHICH WE COLLECT INFORMATION
We will only use your personal data to the extent that the law allows us to do so. Most commonly, we will use your personal data in the following circumstances:
1. To provide services to you or to the organisation by which you are employed or engaged, either at your or your organisation’s request or in order to fulfil an existing contract;
2. Where we need to comply with a legal or regulatory obligation; or
3. Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.
“Legitimate Interest” means our interest in conducting and managing our business to enable us to give you the best service or product and the secure experience, and the interest of our business generally. We ensure that we consider and balance any potential impact on you and your rights before we process your personal data for our legitimate interests. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to do so by law).
TYPES OF PERSONAL DATA WE COLLECT
“Personal data” means any information which identifies (or from which we can identify) a natural person. We may collect, use, store and transfer different kinds of personal data about you, which we have grouped together as follows:
• “Identity Data”, which comprises your title, full name, date of birth, details of your employer, any dietary requirements you may have, your job title and professional profile (including
your professional areas of interest and investment focus, and details of any budgeting responsibility you may have). • “Contact Data”, which comprises the address of your place of work, your email address and telephone number(s).
• “Financial Data”, which comprises your business bank account and payment card details.
• “Transaction Data”, which comprises details about payments to and from you (if you are a sole trader) or your organisation and details of products or services that you or your organisation have purchased from us.
• “Technical Data”, which comprises your IP address, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform and other technology on the device(s) you use to access our website.
• “Usage Data”, which comprises information about how you use our website, products or services.
• “Marketing and Communications Data”, which comprises your preferences in receiving marketing from us and third parties, and your communication preferences.
We also collect, use and share “Aggregated Data” such as statistical or demographic data. Aggregated Data may be derived from your information but does not constitute “personal data” in law as it does not directly or indirectly reveal your identity. For example, we may aggregate (i.e. combine with information relating to others) your Usage Data to calculate the percentage of users accessing a specific feature of our website. However, if we combine or connect Aggregated Data with your information so that it can directly or indirectly identify you, we treat the combined data as personal data and use it strictly in accordance with this Policy.
Special Categories of Personal Data
Except for details of any dietary requirements you may have, which we collect only with your explicit consent, we do not collect any “Special Categories” of personal data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and genetic and biometric data). We do not knowingly collect any personal data about children.
Minimum Required Information
Where we need to collect personal data by law, or under the terms of a contract we have with you or your organisation, and you fail to provide the minimum required data when requested, we may not be able to perform the contract we have or intend to enter into as the case may be, (for example, to provide you with the services you have requested). In that event, we may have to cancel our agreement to provide a service you have requested, and will notify you if this is the case at the time.
Due to the nature of the services we provide, in connecting individuals with the relevant expertise, you acknowledge that we need a certain amount of information about you and your background in order to be able to provide the services and fulfil the terms of our agreement with you or your organisation. The minimum information we require comprises your Identity Data, Contact Data and Financial Data.
WHEN DO WE COLLECT INFORMATION
We may collect information on you in the following ways:
• Information that you voluntarily provide to us.
When you request services from us, book onto an event, consult with our customer service team, send us an email, request information about our services, fill in forms on our website,
sign up for our newsletter, enter a competition or promotion, complete a survey or provide us with information about yourself when you attend one of our events, or communicate with us in any other way, you are voluntarily giving us information that we collect. We also collect information you give to us when we contact you during the ordering process or in the process or managing your or your organisation’s account. That information may include your Identity Data, Contact Data, Financial Data, Transaction Data and Marketing and Communications Data. We will also use parts of your Identity Data and Contact Data to create an attendee catalogue, which will be distributed to all other attendees and delegates of the event you are due to attend as part of the services.
• Information that we collect automatically.
• Information from other sources.
From time to time, we may obtain information about you from third party sources, such as public databases (for example, Companies House and the Electoral Register), social media (for example, LinkedIn) and other third party data providers. We take steps to ensure that such third parties are legally permitted or required to disclose such information to us. Examples of the information that we may receive from other sources include your Identity Data and Contact Data. We use this information, alone or in combination with other information (including personal data) that we collect, to enhance our ability to provide relevant marketing and content to you and to develop and provide you with more relevant features and services.
HOW WE USE YOUR INFORMATION
We have set out below a description of all the ways in which we intend to use any personal data, and the legal bases on which we intend to rely on in order to do so. We have also identified what our Legitimate Interests are where appropriate. You can obtain further information about how we assess our Legitimate Interests against any potential impact on you in relation to specific activities by contacting us. We may use and disclose your personal information for the following purposes:
a) Entering into an agreement with you
In providing the services, whether directly to you, or to you on behalf of your organisation, we will use your Identity Data, Contact Data, Financial Data, Transaction Data, and Marketing and Communications Data. This includes booking you onto an event, managing and processing orders as well as processing payments. We will also use this information to manage your customer or credit accounts and to keep adequate records of your past purchases, as well as to contact you regarding the services you have requested or the event which you are due to attend.
b) To manage our relationship with you or your organisation
We may send you important updates about changes to our services. We may also send you information electronically about services that are similar to those you have already purchased from us or events which are similar to those you have previously attended, although we shall not do this where you have “opted out”. Where you have purchased services from us or attended one of our events, we may also ask you to complete a review or survey. This is
necessary in order to keep you updated about our services, develop our range of services, and grow our business. We may also keep records of any key information disclosed by you to us (such as your particular areas of interest) during conversations that we have had in the past, in order to maintain and develop our relationship with you or your organisation; however, we will never store sensitive (or “Special Categories” of) personal data about you for this purpose without your explicit consent.
If it is in our Legitimate Interests to do so, or we supply you with services for your own account and you have not previously asked us not to do so, we may send you, or permit selected third parties to send you, other forms of marketing, for example regarding other products and services. We shall make sure it is clear when we require permission to do this, for example, we have an online form and boxes that you need to tick if you wish to receive any such marketing materials. You have the right to withdraw your consent to receiving direct marketing at any time by contacting us.
e) To administer and protect our business and this website
We may also use your information in order to protect our business and our website, and to help us monitor or improve the services that we offer. This includes troubleshooting, statistical and data analysis, market research, testing, system maintenance, support, reporting and hosting of data. We also use your information to improve our website so that content is presented in the most effective manner for you and for your computer, and as part of our efforts to keep our site safe and secure. This is necessary for the running of our business, provision of administration and IT services, network security and prevention of fraud. We may also need to use your information in the context of a business reorganisation or group restructuring exercise.
f) Other purposes
We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another lawful reason and that reason is compatible with the original purpose. If you require an explanation of why we are using your personal data or the legal basis on which we are using it, please contact us. If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so. Please note that we may process your personal data without your knowledge or consent where this is required or permitted by law.
WHEN WILL WE SHARE YOUR PERSONAL DATA?
We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions. We shall not share your personal data with any third parties for marketing purposes without your express consent. We shall, however, share your personal data with third parties in the following circumstances:
a) Service providers
We will share your personal data with service providers where this is necessary in order to provide you with services that you (whether in your own name or on behalf of your organisation) have requested. Examples of service providers include payment processors, hosting services, suppliers, sub-contractors and delivery services. We may also need to share your personal data with third party software or IT support providers for the purpose of system administration, data security, data storage, back up, disaster recovery and IT support.
b) To transfer your information in the case of a sale, merger, consolidation, liquidation, reorganisation, or acquisition.
We may share your personal data with third parties to whom we may choose to sell, transfer, or merge parts of our business or our assets. Alternatively, we may seek to acquire other businesses or merge with them. If a change happens to our business, then the new owners may use your personal data in the same way as set out in this Policy.
c) To protect the rights, property, or safety of our business and other customers
We reserve the right to disclose or share your personal data in order to comply with any legal or regulatory requirements, enforce our terms and conditions (or any other agreement we enter into with you), or to protect the rights, property, or safety of our business and other customers. This includes exchanging information with other companies and organisations for the purposes of fraud protection and credit risk reduction. We may also need to share information with HM Revenue & Customs, regulators and other authorities acting as processors based in the United Kingdom, who require reporting of processing activities in certain circumstances. We may also share your personal data with our professional advisers including lawyers, bankers, auditors, accountants and insurers based who provide legal, financial and banking, audit, insurance, accounting and consultancy services.
Third Party Websites
This website may from time to time include links to other websites, plug-ins and applications of external third parties (for example, a Google Maps plug-in to show where we are located). Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy notice of every website that you visit.
Some of our affiliated companies and businesses and some of our trading partners are based outside the European Economic Area (“EEA”). Accordingly, their processing of your personal data will involve a transfer of data outside the EEA. Whenever we transfer your personal data out of the EEA, we ensure that an adequate degree of protection is afforded to it by ensuring that at least one of the following safeguards is implemented:
• We will only transfer your Personal Information to countries, which the European Commission has decided provide an adequate level of protection for personal data. For further details, see European Commission: Adequacy of the protection of personal data in non-EU countries.
• Where we use certain service providers, we may use specific contracts approved by the European Commission which give personal data the same protection that it receives in the EEA. For further details, see European Commission: Model contracts for the transfer of personal data to third countries.
• Where we use service providers based in the US, we may transfer personal data to them if they are part of the Privacy Shield Network, which requires the provision of a level of protection acceptable to the European Commission of personal data shared between the Europe and the US. For further details, see European Commission: EU-US Privacy Shield.
WHERE WILL WE STORE YOUR PERSONAL DATA?
All personal data that you provide to us is stored internally on our secure servers. We use our best endeavours to ensure that your data is treated securely and in accordance with this Policy and the relevant data protection legislation within the United Kingdom. This includes examining the security procedures of our service providers.
We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used, accessed, altered or disclosed in an unauthorised way. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.
We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
Please note that the transmission of information via the internet is not completely secure. Although we shall do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our site; any transmission is at your own risk. Once we have received your information, we shall use effective safeguarding procedures and security features to try to prevent any unauthorised access to your personal data.
HOW LONG WILL WE RETAIN YOUR PERSONAL DATA?
We will only retain your personal data for as long as necessary to fulfil the purposes for which we collected it, including for the purposes of satisfying any legal, accounting, or reporting requirements.
To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements. Details of retention periods for different aspects of your personal data are available in our retention policy which you can request from us by contacting us.
In some circumstances we may anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes in which case we may use this information indefinitely without further notice to you.
Under certain circumstances, you have the following rights:
1. to request that we provide you with a copy of the personal data that we hold about you (“Access Request”);
2. to request that we rectify any personal data that we hold about you (“Right to Rectification”);
3. to request that we erase any personal data that we hold about you (“Right to be Forgotten”);
4. to restrict the level of processing we carry out with your personal data (“Restriction of Processing”);
5. to obtain from us all personal data that we hold about you in a structured, machine readable form, and have this information transmitted to another organisation (“Data Portability”);
6. to object to our processing your personal data in certain ways (“Right to Object”); and
7. to withdraw your consent at any time to our processing of your personal data.
Please see the relevant sections below for further details on your rights as a data subject. You can exercise any of the above rights by emailing us at [email protected].
You also have the right to lodge a complaint with the Information Commissioner’s Office if you are unhappy in any way with how we have treated your personal information. We would, however, appreciate the chance to deal with your concerns before you approach the Information Commissioner’s Office, and would therefore ask you please to contact us in the first instance.
We shall comply with any request made under this section as soon as possible, and normally within one month from the date of your request. However, if necessary, for example if your request is particularly complex or we receive a number of similar requests, we may extend this period by an additional two months, but we shall notify you if we need to do this.
You will not usually have to pay a fee to access your personal data (or to exercise any of your other rights). However, please note that where we receive requests under this section which are manifestly unfounded or excessive, for example because they are repetitive in nature, we may:
1. charge a reasonable fee taking into account the administrative costs of providing the information or taking the action requested; or
2. refuse to act on the request.
We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.
You have the right to request a copy of the information that we hold about you at any time. This enables you to receive a copy of the personal data that we hold about you and to check that we are lawfully processing it. Please note that in most circumstances, we shall not make a charge for this. However, we may charge a reasonable fee based on administrative costs for any further copies requested.
RIGHT TO RECTIFICATION
You have the right at any time to ask us to rectify any personal data that we hold for you which is incorrect or incomplete. This enables you to have corrected any incomplete or inaccurate data we hold about you, though we may need to verify the accuracy of the new data that you provide to us.
If we have disclosed any incorrect or incomplete data to any third parties, we shall inform them of any necessary amendments or corrections made to your personal data under this section.
RIGHT TO BE FORGOTTEN
You have the right to ask us to erase the personal data that we hold about you in circumstances where:
1. it is no longer necessary for us to handle your personal data for the purpose for which it was originally collected;
2. you have withdrawn your permission for us to hold your personal data (where this was the basis on which it was collected or used);
3. you object to the processing of the data and there is no lawful overriding reason for us to continue processing your personal data;
4. the personal data was unlawfully processed; or
5. we have to erase your personal data in order to comply with a legal obligation.
Please note, however, that we may not always be able to comply with your request of erasure for specific legal reasons: in that event those reasons will be notified to you at the time when you make your request.
RESTRICTION OF PROCESSING
You can ask us to restrict how we use your data in the following circumstances:
1. where you believe that the information we hold about you is inaccurate, you can ask that we refrain from using your data until we can verify the accuracy of it;
2. where we have unlawfully processed your data, you can ask that we restrict our usage of it rather than erase it completely;
3. where we no longer need to hold your information, but you wish us to retain your information for the purpose of establishing, exercising or defending a legal claim; or
4. where you have objected to our use of your information but we need to verify whether we have overriding legitimate grounds to use it.
You have the right to obtain from us all personal data that you have provided to us in a structured, commonly used and machine readable form, provided that such data was processed based on your consent, or for the purpose of a contract between us and the processing was carried out by automated means. Please note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you personally.
This will allow you to move, copy or transfer personal data easily from one IT environment to another. Alternatively, we can transmit such data directly to another organisation.
Please note that we shall not be able to comply with a data portability request if this will affect the rights and freedoms of others.
RIGHT TO OBJECT
You have the right to object, on grounds relating to your particular situation, to our processing of your personal data where we are doing this for the performance of a task carried out in the public interest (which we shall have told you about, if applicable), or where we are carrying out processing for the purposes of legitimate interests pursued by us.
You also have the right at any time to ask us not to process your personal data for direct marketing or profiling purposes (to the extent that such profiling is related to such direct marketing). We shall have informed you before the time we obtained your personal data whether we intend to process your personal data for this purpose, or if we intend to disclose your information to any third party for such purposes. If you wish to opt out of receiving certain types of communication from us, please contact us and let us know.
If we process your personal data for automatic decision making or profiling purposes (i.e. to analyse or predict your personal preferences and purchase behaviour, and such profiling is automated) we shall tell you about this beforehand, and will only do this where this is a necessary condition of entering into a contract between you and us, or where you have given us your explicit consent to do this.
RIGHT TO WITHDRAW CONSENT
Where you have given us your consent to the processing by us of any of your personal data, you have the right to withdraw your consent at any time, for example if you no longer wish us to share your information with third parties for marketing purposes (where you have previously consented to this). However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain services to you. We will advise you if this is the case at the time when you contact us to withdraw your consent.
In addition to any other way we make available to you the ability to withdraw your consent, you may also withdraw your consent at any time by contacting us at [email protected].
This Policy may be updated at any time with or without notice, and the updated version will be posted on this page. You are therefore advised regularly to check this page for any updates