PRIVACY POLICY

Version 1.0
Effective Date: 1 May 2026

1. INTRODUCTION
1.1 This Privacy Policy explains how Civica International Ltd (“we”, “us” or “our”) collects, uses, 
stores and shares personal data.
1.2 This Privacy Policy applies to personal data collected through our websites, events, 
communities, platforms, programmes, publications, communications and related services, 
including where you engage with us as a delegate, sponsor, exhibitor, speaker, member, client, 
supplier, prospect or website visitor, including in connection with events, products and 
services operated under our trading names, event brands or affiliated programmes.
1.3 We are committed to handling personal data in accordance with applicable Data Protection 
Laws.
1.4 For the purposes of applicable Data Protection Laws, the data controller is Civica 
International Ltd, incorporated and registered in England and Wales with company number 
16159504 and registered office at 124 City Road, London, EC1V 2NX. Where relevant to the 
services provided, Personal Data may also be processed by affiliated entities operating in other 
jurisdictions in accordance with this Privacy Policy and applicable Data Protection Laws.
1.5 If you have any questions about this Privacy Policy or how we handle your personal data, 
please contact us at privacy@civicainternational.com.

2. DEFINITIONS
2.1 In this Privacy Policy:
“Data Protection Laws” means all applicable laws and regulations relating to the processing of 
personal data and privacy in any jurisdiction relevant to the processing of personal data, 
including where applicable the UK General Data Protection Regulation, the Data Protection Act 
2018, the Privacy and Electronic Communications Regulations 2003 (as amended), the EU 
General Data Protection Regulation (Regulation (EU) 2016/679), the UAE Federal Decree-Law 
No. 45 of 2021 on the Protection of Personal Data, the Saudi Personal Data Protection Law (as 
amended), the California Consumer Privacy Act (as amended by the CPRA), the CAN-SPAM Act 
of 2003, and any other applicable federal, state or international privacy laws.
“Personal Data” means any information relating to an identified or identifiable natural person.
“Processing” means any operation performed on Personal Data including collection, use, 
storage, disclosure, transfer or deletion.

3. PERSONAL DATA WE COLLECT
3.1 We may collect, use and process the following categories of Personal Data:
3.1.1 Identity Data, including name, title, job title, employer, company and professional profile 
information.
3.1.2 Contact Data, including email address, telephone number, postal address and country or 
location.
3.1.3 Registration Data, including event registrations, attendance history, ticket type, delegate 
preferences and booking details.
3.1.4 Payment Data, including billing address, invoicing information and payment status. 
Payment card details are processed by our payment providers and are not stored by us.
3.1.5 Profile Data, including biography, photographs, speaker profile details, social media links 
and content preferences.
3.1.6 Engagement Data, including session attendance, badge scans, networking activity, 
downloads, content engagement, email opens, clicks and marketing interactions.
3.1.7 Technical Data, including IP address, browser type, device type, operating system, 
cookies, analytics and website usage data.
3.1.8 Special Category Data, including dietary requirements, accessibility requirements and 
other limited special category data where voluntarily provided and reasonably required for 
service delivery.

4. HOW WE COLLECT PERSONAL DATA
4.1 We collect Personal Data directly from you when you:
(a) register for an Event;
(b) attend, speak at, sponsor, exhibit at or otherwise participate in our events, communities or 
programmes;
(c) complete forms on our website;
(d) subscribe to updates or marketing communications;
(e) contact us by email, phone or online;
(f) engage with our content, digital platforms or communications; or
(g) interact with our staff, suppliers or service providers.
4.2 We may also collect Personal Data from third parties, including employers, sponsors, 
exhibitors, event partners, community partners, service providers, publicly available sources 
and analytics providers.

5. HOW WE USE PERSONAL DATA
5.1 We may use Personal Data to:
(a) manage registrations, bookings and attendance;
(b) deliver events, communities, digital content, programmes and related services;
(c) administer accounts, payments and customer support;
(d) facilitate networking, introductions, membership engagement and participation in our 
events, communities and programmes;
(e) share delegate data with sponsors, exhibitors or partners where permitted and disclosed;
(f) send communications, updates and relevant marketing;
(g) analyse usage, engagement and service performance;
(h) improve our services, websites and user experience;
(i) maintain security, prevent misuse and protect our systems;
(j) comply with legal, regulatory and contractual obligations; and
(k) establish, exercise or defend legal claims.

6. LAWFUL BASIS FOR PROCESSING
6.1 We process Personal Data on one or more of the following lawful bases:
(a) performance of a contract;
(b) compliance with a legal obligation;
(c) our legitimate interests, including operating and improving our business, services and 
platforms;
(d) consent, where required by law; and
(e) where applicable, processing of Special Category Data based on explicit consent or where 
otherwise permitted by law.

7. DISCLOSURE OF PERSONAL DATA
7.1 We may share Personal Data with:
(a) sponsors, exhibitors, partners, community members and programme partners, where 
relevant to your engagement with our services;
(b) venues, logistics providers and event delivery suppliers;
(c) registration, badge, AV and event technology providers;
(d) payment providers and financial service providers;
(e) CRM, hosting, communications, marketing, analytics, payment, event technology and IT 
service providers, including providers of customer relationship management systems, website 
hosting, cloud storage, payment processing, email delivery, marketing automation, analytics, 
collaboration tools and event platforms, including HubSpot, Microsoft 365, SharePoint, 
Microsoft Teams, Stripe, Mailshake and Wix;
(f) analytics and marketing providers;
(g) professional advisers including legal, financial and insurance advisers;
(h) regulators, law enforcement or competent authorities where required by law; and
(i) affiliated entities and operational affiliates, where relevant to the delivery of our services.

8. INTERNATIONAL TRANSFERS
8.1 We may transfer Personal Data to recipients located outside the United Kingdom and the 
country in which you are located, including to recipients in Europe, the Middle East, Asia, North 
America and other jurisdictions in which we, our service providers or partners operate.
8.2 Where we transfer Personal Data internationally, we will take reasonable steps to ensure 
that appropriate safeguards are in place to protect such Personal Data in accordance with 
applicable Data Protection Laws.

9. DATA RETENTION
9.1 We retain Personal Data only for as long as necessary for the purposes for which it was 
collected, including to satisfy legal, regulatory, tax, accounting and reporting obligations.
9.2 Retention periods may vary depending on the nature of the data, the purpose of processing 
and applicable legal requirements.

10. DATA SECURITY
10.1 We implement appropriate technical and organisational measures to protect Personal 
Data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure or 
access.
10.2 While we take reasonable steps to protect Personal Data, no method of transmission or 
storage is completely secure.

11. YOUR RIGHTS
11.1 Subject to applicable law, you may have the right to:
(a) request access to your Personal Data;
(b) request correction of inaccurate Personal Data;
(c) request deletion of your Personal Data;
(d) request restriction of processing;
(e) object to processing;
(f) request transfer of your Personal Data;
(g) withdraw consent where processing is based on consent; and
(h) complain to a supervisory authority.
11.2 To exercise your rights, please contact privacy@civicainternational.com.

12. MARKETING COMMUNICATIONS
12.1 We may send you marketing communications where permitted by law.
12.2 You may unsubscribe from marketing communications at any time by using the 
unsubscribe link in our emails or by contacting privacy@civicainternational.com.

13. COOKIES AND TRACKING
13.1 We use cookies and similar technologies to operate our websites, analyse usage and 
improve user experience.
13.2 We may use analytics, tracking and advertising technologies including website analytics, 
marketing automation and third-party tracking tools.
13.3 Further details are set out in our Cookie Policy.

14. THIRD-PARTY LINKS
14.1 Our websites, emails and platforms may contain links to third-party websites or services. 
We are not responsible for the privacy practices of such third parties.

15. CHANGES TO THIS PRIVACY POLICY
15.1 We may update this Privacy Policy from time to time.
15.2 Any changes will be posted on our website and, where appropriate, notified to you directly.

16. COMPLAINTS
16.1 If you have concerns about how we process your Personal Data, please contact us at 
privacy@civicainternational.com.
16.2 You also have the right to lodge a complaint with the UK Information Commissioner’s 
Office or another relevant supervisory authority