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Privacy Policy

Privacy Policy

Introduction

By using the BEYOND website or attending a BEYOND event, you are signifying your acceptance of this policy. This policy does not apply to any sites including social media networks that you may find linked from this website. 

Our privacy policy will help you understand what information we collect at BEYOND Conference, how BEYOND Conference uses it, and what choices you have. Our systems and procedures are subject to ongoing change as both our technology and data practices evolve and improve, and this document will reflect that.

When we talk about “BEYOND”, “BEYOND Conference”, “BEYOND Website”, “we,” “our,” or “us” in this policy, we are referring to BEYOND Conference Ltd, the company which provides the Services. When we talk about the “Services” in this policy, we are referring to our events platform (in-person and online), media outlet, training and consultancy services.

Some data is gathered by us from website visitors automatically via cookies. For more information on this please see our cookie policy.

Why do we gather personal data?

In order to run our website and business effectively we collect information via this website from people and organisations. This information may include personal data. Personal data means any recorded information held by us and from which a living individual can be identified. This includes names, addresses, email addresses, job titles and companies/organisations, and photographs. 

Personal data will usually be collected via forms on the website that you complete, for example when you sign up to show interest in or attend one of our events, or to receive regular newsletters.

Articles on this site may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.

These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracking your interaction with the embedded content if you have an account and are logged in to that website.

Personal data that we gather will be handled properly and in accordance with current Data Protection legislation including GDPR.

Billing and Other Information

For Customers that purchase tickets to any of our events or who contract us to deliver training at their company, our corporate affiliates and our third-party payment processors may collect and store billing address and credit card information on our behalf.

Our corporate affiliate data processors use account and contact data on our behalf to administer accounts and keep track of billing and payments, both in order to fulfil our contract with you and to fulfil our own legal requirements.

We hold this data for 7 years, as part of our legal obligation to retain financial records.

Device & Geo-location Information

We may also collect information about the device you are using the Services on, but only to the extent that your browser supplies that information, including what type of device it is, what operating system you are using, and your approximate location based on IP address. Whether we collect some or all of this information often depends on what type of device you are using and its settings.

To understand and improve our Services. We carry out research and analyse trends to better understand how users are using the Services and improve them, as part of our Legitimate Interest in improving the service we offer you. Users may provide location information that allows us to tailor our services to them, with your consent and as part of legitimate interest in providing relevant information and services to you.

Anonymised or pseudo-anonymised data is held indefinitely, in order to assess and enhance our services with regards to historical activity. Location data tied to a specific user (which constitutes Personal Data) is held for as long as you have an active account or marketing relationship with us.

Third Party Data

BEYOND may also receive information from affiliates and Data Processors that we use to make our own information better or more useful. This might be aggregate level information, or it might be more specific information, such as about how well an online marketing or email campaign performed (please see our cookie policy for more detailed information).

We hold this data for as long as you have an active account or marketing relationship with us.

Our Cookie Policy

BEYOND uses cookies and similar technologies to provide and support our websites and Services. We use cookies (and similar technologies, like HTML5 localStorage) to keep you logged in, remember your preferences, and provide information for future development of BEYOND – you can review our full cookie policy for additional details.

Security of data

We will keep personal data we hold secure and protected from unauthorised disclosure or use. For example it will only be held on systems that have been designed and built to high standards of security. 

To ensure data security we will make staff working with your data aware of the importance of and processes for keeping data secure and processing it in line with Data Protection legislation.

Data retention & access

We will not hold your data longer than required to fulfil the purposes outlined in this Privacy Policy or until you request that data is deleted (unless the law requires us to continue holding your data). 

Note that all newsletters we send will contain an unsubscribe mechanism should you wish to no longer receive the emails.

You have the right to access your data and to correct errors in the data and limit how we use or disclose your data as well as the right to request we delete your data. Please contact us if you would like to make any of these requests. 

Sharing and Disclosure

There are times when information described in this privacy policy may be shared by BEYOND Conference. This section discusses only how BEYOND Conference may share such information.

Customer Data

BEYOND Conference will never sell or share your personal data for the independent commercial gain of a third party. However, we may share Customer Data in accordance with our agreement with the Customer and the Customer’s instructions, including:

With third-party service providers and agents. We may engage third party companies or individuals to process Customer Data & Personal information in order to deliver our services; for example, for payment processing, badge-printing and networking at events (online or in-person), or sending of newsletters.

Specifically, BEYOND Conference hosts commercial exhibitors at our conferences, and these exhibitors will request to scan attendees’ badges to be granted access to our attendees’ contact details.

If a customer agrees to have their badge scanned by an exhibitor at one of our events, the customer understands that BEYOND Conference will share the customer’s basic Personally Identifying Information (name, company name, job title, email address) with said exhibitor. Where the exhibitor is using a data capture solution other than that provided by BEYOND Conference, the customer will be entering into a separate data usage agreement with the exhibitor, entirely independent of BEYOND Conference.

Regardless of the exact process of data capture, we require our exhibitors to give clear, unambiguous disclosure regarding how the scanned personal information of our customers will be used, and to only capture a customer’s details if said customer then gives their explicit consent.

Other Information

BEYOND Conference may use aggregated and non-identifying information describing the demographics and behaviours of our customers and community for research or marketing purposes.

Other Types of Disclosure

BEYOND Conference may share or disclose Customer Data and other information as follows:

During Changes To Our Business Structure

If we engage in a merger, acquisition, bankruptcy, dissolution, reorganization, sale of some or all of BEYOND Conference’s assets, financing, acquisition of all or a portion of our business, a similar transaction or proceeding, or steps in contemplation of such activities (e.g. due diligence).

To Comply With Laws

To comply with legal or regulatory requirements and to respond to lawful requests, court orders and legal process.

To Enforce Our Rights, Prevent Fraud And For Safety

To protect and defend the rights, property, or safety of us or third parties, including enforcing contracts or policies, or in connection with investigating and preventing fraud.

Personal Data use

We will state at the point of collection the key purposes of collecting personal data from you. We are likely to collect personal data for the following purposes:

  • To send you regular email newsletters
  • To sign you up for a conference or other event
  • To send you updates about an event you will be attending, or have expressed an interest in hearing about
  • To send you news and other information post-event

We may at times analyse the data we hold in our database of subscribers/attendees to gather statistics, for example to discover the range of organisations or job roles represented in the data set.

We may share your data to manage your attendance at events. For example we may share it with a venue we are working with to print your name badge or to share dietary requirements with an event caterer. 

We will not make your personal information available for commercial use without your permission. 

Changes to this Privacy Policy

We may change this privacy notice and we encourage you to check this privacy notice from time to time. If you continue to use the Services after those changes are in effect, you agree to the revised policy.

Data Sovereignty

BEYOND is based and operates from within the United Kingdom. Where possible, we ensure that any data processing done on our behalf takes place within the EU, but where data has to move beyond the EU, we work to ensure that our Data Processors adhere to the EU-US Privacy Shield, or have equivalent legal protections in place to ensure the security and privacy of your data.

If you have any questions about how your data is handled, please contact us using the details below.

Contact us

If you would like to know more about how we manage personal data, or wish to access or request amendment or deletion of information we hold about you, please contact us on [email protected] or at our mailing address:

BEYOND Conference Ltd
13 Grove Road
London
W3 6AW