The City Quantum & AI Summit - Privacy Policy

Who we are

The City Quantum & AI Summit is organised by Redcliffe Advisory Ltd with event management services provided by Dynamic Conferences & Events Ltd ("Dynamic Events", "we", "our" or "us").

Registered Office:
Dynamic Conferences & Events Ltd
1 Corn Exchange
The Strand
Rye
East Sussex
TN31 7DB
United Kingdom

Email: info@dynamic-events.co.uk

We are committed to protecting your personal information and processing it fairly, lawfully and transparently in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

For this event Redcliffe Advisory Ltd is the Data Controller and Dynamic Conferences & Events Ltd is the Data Processor on its behalf.

If you wish to exercise your rights under UK GDPR, you may contact Dynamic Conferences & Events Ltd at info@dynamic-events.co.uk. We will handle your request on behalf of, or promptly refer it to, Redcliffe Advisory Ltd where appropriate.

Information we collect

We may collect the following personal information when you register for or attend The City Quantum & AI Summit:

  • Name
  • Job title
  • Organisation/company
  • Business email address
  • Telephone number (where required)
  • Country of residence
  • Billing information (if purchasing tickets)
  • Dietary requirements, allergies and accessibility requirements
  • Session selections and event preferences
  • Communication preferences

We may also collect technical information when you use our website, including:

  • IP address
  • Browser type
  • Device information
  • Website usage statistics through cookies and analytics technologies.

We do not knowingly collect personal information from children.

How we use your information

We use your personal information to:

  • Process your event registration.
  • Manage your attendance.
  • Communicate important event information.
  • Arrange catering, accessibility requirements and accommodation where applicable.
  • Produce delegate lists and badges.
  • Provide customer support.
  • Improve future events and attendee experience.
  • Comply with legal and financial obligations.
  • Send marketing communications where you have consented, or where we have a legitimate business interest to do so, and where permitted by applicable data protection and electronic marketing laws

Lawful basis for processing

Under UK GDPR, we process personal data using one or more of the following lawful bases:

  • Contract - to provide the event and related services.
  • Legitimate Interests - to      organise and improve our events and communicate with attendees.
  • Consent - where required, including      marketing communications or where special category data is collected.
  • Legal Obligation - where required to comply with applicable laws.

Where we collect dietary, accessibility or health-related information, this is processed only for the purpose of ensuring your safety and providing appropriate services during the event. Where it constitutes special category data we will process it with your explicit consent.

Sharing your information

We only share your information where necessary to deliver the event.

This may include:

  • The event organiser or host.
  • Hotels and venues.
  • Catering providers (for dietary requirements).
  • Audio visual and production suppliers.
  • Registration and event technology providers including cloud-based registration systems and email communication platforms
  • Transport providers where applicable.
  • Professional advisers, regulators or law enforcement where required by law.

We require all third parties processing personal information on our behalf to keep your data secure and only use it for the agreed purpose.

We never sell your personal information.

Sharing information with sponsors

Limited attendee information is shared with event sponsors as part of facilitating business networking opportunities and delivering the sponsorship arrangements that enable the event to take place.

The Data Controller's lawful basis for this processing is legitimate interests under Article 6(1)(f) UK GDPR, namely to facilitate business networking opportunities and deliver the commercial sponsorship arrangements supporting the event. The information shared may include:

  • Name
  • Job title
  • Organisation
  • Business email address
  • Country

We will only share the minimum amount of information necessary.

Once attendee information has been provided to event sponsors, they will process that information as independent data controllers in accordance with their own privacy notices.

You have the right to object to this processing. If you do not wish your information to be shared with sponsors, please contact us before the event or as soon as possible after registering at info@dynamic-events.co.uk. We will consider your objection in accordance with Article 21 UK GDPR and, where your objection is upheld, your information will not be shared with event sponsors.

Marketing

We may occasionally send information about future events or services that we believe may be relevant to you.

You can unsubscribe from marketing communications at any time by:

Opting out of marketing will not affect essential communications relating to an event you have registered to attend.

Cookies

Our website uses cookies and similar technologies to improve website functionality, understand visitor behaviour and enhance your browsing experience.

Where required by law, we will ask for your consent before placing non-essential cookies on your device.

For further information, please refer to our Cookie Policy.

How long we keep your information

We retain personal information only for as long as necessary to fulfil the purposes for which it was collected, including satisfying legal, accounting and reporting obligations.

Retention periods vary depending on the nature of the information and the services provided but registration information is normally retained for up to 7 years following the event unless a longer period is required for legal, accounting or contractual reasons.

When personal information is no longer required, it will be securely deleted or anonymised.

International transfers

Where personal information is transferred outside the United Kingdom, we will ensure appropriate safeguards are in place in accordance with UK GDPR.

Keeping your information secure

We maintain appropriate technical and organisational security measures to protect personal information against unauthorised access, disclosure, alteration or destruction.

Although we take reasonable steps to protect your information, no internet transmission or electronic storage method can be guaranteed to be completely secure.

Your rights

Under UK GDPR you have the right to:

  • Access your personal information.
  • Request correction of inaccurate information.
  • Request deletion of your personal information in certain circumstances.
  • Request restriction of processing.
  • Object to processing, including processing based on legitimate interests.
  • Request transfer of your personal information where applicable.
  • Withdraw consent where processing relies on consent.

To exercise any of these rights, please contact: info@dynamic-events.co.uk

Complaints

If you have concerns about how your personal information is processed, please contact Dynamic Conferences & Events Ltd in the first instance. We will work with Redcliffe Advisory Ltd, the Data Controller, to try to resolve your concerns. 

You also have the right to lodge a complaint with the Information Commissioner's Office (ICO):

https://ico.org.uk/

Changes to this Privacy Notice

We may update this Privacy Notice from time to time to reflect changes in legislation, technology or our business practices.

The latest version will always be available on our website and will include the date it was last updated.

Contact us

If you have any questions about this Privacy Notice or how your personal information is handled, please contact the Data Processor:

Dynamic Conferences & Events Ltd
1 Corn Exchange
The Strand
Rye
East Sussex
TN31 7DB
United Kingdom

Email: info@dynamic-events.co.uk

If you wish to contact Redcliffe Advisory Ltd (the Data Controller) please email: karina.robinson@redcliffeadvisory.com

 

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