This privacy policy explains how Exchange Events gathers and uses your personal information when you access or interact with our websites or mobile applications, as well as when you use any products or services we provide at our events.
This policy is effective from 8.1.25
What Data We Collect
We collect different types of personal information depending on how you interact with us, the services you use, and the choices you make. This may include details you provide directly, information collected automatically when you use our platforms, or information we receive from other sources.
1. Information You Provide to Us Directly
We collect personal information that you choose to share with us. This may happen when you sign up for updates, register for one of our events, purchase products or services, contact us, complete a survey, or otherwise interact with our platforms, products, or services.
The types of information you may provide include:
- Identity Information – such as your first and last name, title, job title and level, organization (and type of organization), username or similar identifier, gender, image or likeness (e.g. in event photos or recordings), and social media handles.
- Contact Information – including your billing and delivery addresses, email address, and telephone numbers, along with any stated contact preferences.
- Account Details – such as usernames, passwords, and authentication data.
- Payment Information – if you make purchases, we may collect the details necessary to process your payment (e.g. payment card number and security code). We do not store your payment details; these are handled securely by our payment service providers (e.g. Stripe – see their privacy policy here: https://stripe.com/privacy).
- Special Requests – such as dietary needs or accessibility requirements to help us make your event experience as smooth as possible. This may indirectly reveal information about your religion or health, but we will not share it with third parties unless strictly necessary.
- Travel Details – for events that require travel, we may collect nationality, passport or visa details, itineraries, and ticket information if this is necessary for us to fulfill our obligations to you.
- Incident Reports – if you are involved in an incident at one of our events, we may collect details you provide, including factual descriptions, witness statements, injury severity, first aid or treatment provided, and related medical report numbers.
- Profile Information – details about your interests, preferences, events you have attended, and any personal descriptions or photos you provide via your account or our apps.
- User-Generated Content – anything you submit to our platforms, such as posts, uploads, or messages.
- Marketing Preferences – including your communication preferences and consent choices for receiving marketing from us or our partners.
All information you provide must be accurate and up to date. Please let us know if your details change.
2. Information We Collect Automatically
When you visit or use our platforms, some information is collected automatically. This does not typically identify you directly but helps us maintain security, improve our services, and analyze usage patterns.
Examples include:
- Technical and Usage Data – such as your IP address, browser type and version, device name, operating system, system language, time zone, application ID, and details about how you use our platforms (e.g. pages viewed, search history, features used, and the date/time of your activity).
- Device Data – details about the device you use (e.g. computer, phone, tablet), including hardware model, internet service provider or mobile carrier, and system settings.
- Location Data – your approximate location, which may be derived from your IP address, GPS, or device settings. You can control whether we collect this information through your device’s settings, but some features may not work without it.
- Log and Diagnostic Data – including system activity, error reports, and performance data.
- Behavioral Data – information about your interests and preferences inferred from your activity on our platforms or in our marketing communications.
- Cookies and Similar Technologies – we use cookies, pixel tags, and other technologies to collect information about your browsing behavior.
3. Information from Other Sources
We may also receive information about you from other sources, such as public databases, joint marketing partners, affiliate programs, social media platforms, data providers, or event partners. This may include:
- mailing addresses
- job titles
- email addresses
- phone numbers
- IP addresses
- social media profiles or URLs
- behavioral and intent data
We use this information to keep our records accurate, tailor marketing and event promotions, and improve the relevance of our communications.
4. Aggregated and anonymized Data
We may use the information we collect to create aggregated or anonymized insights, such as statistics or demographic reports. These do not identify you personally and are not considered personal data under data protection laws.
What We Use Your Personal Data For
We use your personal information to deliver, improve, and manage our platforms, products, and services, communicate with you, keep things secure, and meet our legal obligations.
We will only use your personal information where the law allows it. This means we process your data for specific, legitimate purposes, and only keep using it for those same purposes, or for a closely related reason that we believe is compatible.
If we ever need to use your personal data for a different purpose, we will make sure it is either:
- clearly linked to the original reason we collected it, or
- something you have agreed to
If you would like to know how we decide whether a new purpose is compatible with the original one, please get in touch using the contact details provided in this policy.
How We Process Your Information
The way we process your information depends on how you interact with us, but our main purposes include:
- Account Creation and Management – allowing you to register, log in, and keep your account active and secure.
- Delivering our Platforms, Products, and Services – providing the features, content, and event experiences you’ve requested.
- Customer Support – responding to enquiries, resolving issues, and providing assistance.
- Order fulfillment – managing registrations, purchases, payments, refunds, and exchanges.
- Sending Essential Updates – sharing information such as changes to our terms and policies, event details, and other administrative messages.
- User-to-User Communication – enabling features that allow direct communication between attendees or users (only where you choose to use them).
- Collecting Feedback – inviting you to share your views or complete surveys to help us improve our offerings.
- Marketing and Promotions – sending marketing messages in line with your preferences.
- Mobile and Text Communications – if you provide your mobile number or opt in to text messaging, we will use it only for agreed purposes and never share it with third parties for marketing. We may share it with subcontractors solely to provide customer service or support.
- Security and Fraud Prevention – protecting our services and users, including monitoring for fraud or suspicious activity.
- Usage Analysis – understanding how our platforms and services are used so we can improve them.
- Protecting Vital Interests – acting where necessary to prevent harm or safeguard health and safety.
- Insight and Analysis – reviewing trends, audience engagement, and event participation data to improve our offerings.
- Business Operations and Compliance – handling tasks such as recruitment, internal administration, and meeting our legal or regulatory responsibilities.
If we ever need to use your personal information for a purpose not listed here, or if the reason changes, we will let you know using the contact details we have for you.
How We Protect Your Information
We take the security of your personal information seriously. To prevent unauthorized access, loss, misuse, or disclosure, we use a combination of physical, electronic, and administrative safeguards. These measures are designed to keep your information secure at every stage, from the moment it’s collected to when it’s stored or processed.
If You Don’t Provide Your Personal Data
In some cases, we are legally required to collect certain personal information, or we may need it to meet the terms of a contract with you. If you choose not to provide the information we need, we may not be able to:
- deliver the platforms, products, or services you’ve requested
- process your registration, purchase, or other request
Without the necessary data, we might not be able to fulfill our obligations or provide you with the experience or opportunities you’re seeking.
Do We Use Cookies?
Yes. We use cookies and similar technologies to help us understand how our platforms are used and to improve your experience. For example, traffic log cookies let us see which pages are visited most often, helping us analyze trends and make our website more relevant to your needs.
We may use cookies to:
- remember your preferences for future visits
- keep track of advertising performance
- compile aggregated statistics about site traffic and interactions
- identify ways to improve our content, features, and tools
- deliver relevant advertising and measure its effectiveness, including through remarketing and retargeting on third-party platforms (e.g., Google Ads, Meta/Facebook).
Cookies do not give us access to your computer or any information beyond what you choose to share. You can decide whether to accept or decline cookies. Most browsers accept them automatically, but you can adjust your settings to block cookies if you prefer, though this may affect how well certain features work.
We sometimes work with trusted third-party service providers to help us better understand visitor behavior. These providers may only use the information they collect on our behalf to support our business operations and improve our services.
Do We Disclose Any Information to Outside Parties?
We may share your personal information with trusted third parties, but only when it’s necessary for the purposes outlined in this policy, when you have given your consent, or when we are legally required to do so.
This may include:
- Group Companies – other companies within Exchange Events for purposes such as sales, marketing, IT and system administration, or internal reporting.
- Sales Agents – trusted representatives who sell on our behalf.
- Service Providers – companies that deliver essential services such as IT systems, payment processing, customer management tools, visitor registration, event management, and administrative support. These providers process your data only in line with our instructions and data processing agreements.
- Venues and Event Partners – including affiliated hotels and other providers who need your details to fulfill their contract with you (or with us) for event-related services.
- Event Sponsors – so they can plan and deliver their sponsorship activities, enhance your experience, and, where applicable, send you marketing communications or invitations to private briefings or meetings. Sponsors must agree to confidentiality terms and may only use the information for these purposes.
- Exhibitors – when you interact with them during an event (for example, by scanning a QR code, exchanging business cards, using a messaging or meeting service, or having your badge scanned). This enables them to follow up with you directly.
- Data Enhancement and Reporting Partners – including data brokers who help us enrich our records and provide exhibitors with aggregated, anonymized insights about event attendees (e.g. organization type or seniority level). These reports do not include your personal data.
- Other Attendees – for example, through our event app to help delegates connect and network. Personal contact details (such as your email address or phone number) are not made public, and you can opt out of this networking feature at any time.
- Editorial Media or Analysts – where you have given permission for your details to be shared with press or industry analysts attending our events.
- Regulatory Bodies – where required to meet our health and safety obligations when running events.
- Law Enforcement or Public Authorities – if required by law, or when we believe it’s necessary to:
- comply with a legal obligation, process, or request
- enforce our terms and investigate potential breaches
- detect, prevent, or address security, fraud, or technical issues
- protect the rights, property, or safety of our organization, our users, third parties, or the public
Third-Party Links
Our platforms may include links, plug-ins, or applications that connect you to other websites or services operated by third parties. These third-party platforms have their own privacy policies and terms, which will apply once you leave our site or app.
Clicking on a link or enabling a third-party feature may allow that third party to collect or share information about you. We do not control these websites or their privacy practices, and we are not responsible for how they handle your data or for the content and activities they provide.
We recommend reviewing the privacy policy of any third-party site or service you visit to understand how your information will be used.
Data Security
We use a range of security measures to protect your personal information from loss, unauthorized access, misuse, alteration, or disclosure. Access to your data is restricted to employees, contractors, agents, and trusted third parties who need it to carry out their work for us. They are required to follow our written instructions, keep your information confidential, and meet contractual obligations to maintain appropriate security safeguards.
We also have procedures in place to respond to any suspected personal data breach. Where required by law, we will notify you — and any relevant regulator — if such a breach occurs.
Data Retention
We keep your personal information only for as long as it’s needed to fulfill the purposes for which it was collected, including meeting any legal, accounting, or reporting requirements, or until you request removal from our CRM.
In some cases, we may anonymize your personal data so it can no longer be linked to you. Once anonymized, we may use this information for research or statistical purposes indefinitely without further notice.
Online Privacy Policy Only
This policy applies only to information collected through our website and other online platforms. It does not cover information collected offline.
Terms and Conditions
Please also review our Terms and Conditions, which set out the rules for using our website, along with important disclaimers and limits of liability.
Your Consent
By using our websites or app, you agree to the terms of this privacy policy.
Changes to This Privacy Policy
We may update this policy from time to time by publishing a new version on this page. We recommend checking back regularly to stay informed about how we protect your information.
Questions or Concerns
If you have any questions or concerns about this policy, please contact us at hello@gxcevents.org.