Privacy Policy

Legitimate interests 

When we process your personal data on the basis of a legitimate interest, we will do so only if the processing is proportionate and limited to what is necessary for the purposes for which it was originally collected. We will also ensure that our legitimate interests do not override your legitimate interests as an individual. 

If you have previously attended one of our events, subscribed to one of our services, or if we have assessed your interests based on your profession or industry, then, in the absence of consent, the legal basis on which we have processed your personal data and communicated with you is legitimate interest.  We have a legitimate interest in communicating with you to provide you with information about upcoming events or our other services.  When balancing our interests against yours, we take into account that the amount of your personal data we process is minimal, that it does not involve sensitive data, that there is minimal impact on your privacy, and that you can easily opt out or unsubscribe at any time. 

8. If you do not provide your personal information 

When we are required by law to collect your personal data, or when we need to collect your personal data in connection with a contract we have entered into with you, and you do not provide that personal data when we request it, we may not be able to perform the contract we have entered into or are attempting to enter into with you. This may apply when you do not provide the personal data we need to grant you access to our services or our website. In such cases, we may not be able to provide you with our services or access to our website, in which case we will notify you. 

9. How long will we retain your personal data? 

We store your personal data in accordance with applicable law and will not retain your personal data for longer than necessary, unless required by other legal or regulatory obligations or to enable us to properly investigate complaints. If you have any questions about the retention of your personal data, please contact us using the contact information provided in Section 3 of this Privacy Policy. 

10. Sharing of Personal Data 

10.1 When will we share your personal data? 

We will only share your personal data with others when we are legally permitted to do so. When we share personal data with others, we put in place contractual arrangements and security measures to protect the shared personal data and to comply with our data protection, privacy, and security standards and obligations. We may share your personal data when: 

• You have agreed to share this information: 

• when registering for an event; 

• when submitting the form; or 

• when attending one of our events, including visits to theaters and booths; 

• You have agreed to allow us to share your name and email address with carefully selected third parties (such as our exhibitors, sponsors, and partners) whose products and services may be of interest to you; 

• We need to share this data in order to fulfill a contractual obligation we have to you and/or your organization; 

• if we are required to disclose or share your personal data in order to comply with any legal obligation; and/or 

• We sell or transfer, or we plan to sell or transfer, all or part of our business, shares, or assets to a third party, in which case we will disclose your personal data to that third party (whether actual or potential) in connection with the foregoing events (including, but not limited to, our current or potential investors). In the event that we are acquired by or merge with a third-party entity, or in the event of bankruptcy or a similar event, we reserve the right to transfer, disclose, or assign your personal data in connection with such events. 

The list above is not exhaustive, and there may be circumstances in which we need to share personal data with other third parties. 

10.2 With whom do we share your personal data? 

The third parties with whom we may share your personal data are as follows: 

• the entities within our group of companies (list available here);  

• the exhibitors and sponsors of the events you attend; 

• marketing agencies that have booked a booth on behalf of an exhibitor or sponsor at an event you are attending; 

• Event partners and vendors: When we organise events, we may share your personal data with third-party service providers who assist us in the operation and administration of the event. If we organize an event in partnership with other organizations, we may share your personal data with those organizations for use in connection with the event; 

• Third parties (such as our exhibitors, sponsors, and partners): Those we believe you would benefit from hearing about their third-party products and services (when you have chosen to share your name and email address with us); 

• Advertising partners: We may share personal data with third-party advertising partners when you use our website. This data is used to provide you with personalised online advertising, measure the effectiveness of such advertising, and for other advertising-related activities; 

• third-party email marketing and CRM specialists: we may share personal data with specialised vendors who help us manage our marketing database and send our email marketing communications; 

• Third-party organizations that provide applications/features, data processing, or IT services: We may share personal data with third parties that help us provide the website and operate, execute, and manage our internal IT systems. These third parties may include, for example, information technology providers, providers of cloud-based software-as-a-service, providers of identity management, website hosting and management, data analytics, data backup, security, and storage services. The servers that power and facilitate this cloud infrastructure are located in secure data centers around the world, and personal data may be stored in any of them. We may also share your personal data with third-party service providers to assist us in analyzing information; 

• payment providers and banks: We may share personal data with third parties who assist us in processing payments; 

• auditors, attorneys, accountants, and other professional advisors: We may share personal data with professional service firms that advise and assist us in the lawful and effective management of our organization and in connection with any litigation in which we may be involved; 

• courts, law enforcement agencies, or other government and regulatory bodies: We may share personal data with courts, law enforcement agencies, or other government and regulatory bodies, or other third parties, as required by and in accordance with applicable laws or regulations; and 

• From time to time, we may receive requests from third parties authorized to obtain the disclosure of personal data, for example, to verify our compliance with applicable laws and regulations, to investigate a suspected crime, or to establish, exercise, or defend legal rights. We will only respond to requests for personal data if we are authorized to do so under applicable laws or regulations. 

10.3 Subcontractors  

In order to provide our services, we may engage third-party service providers (also known as “subprocessors”) to process your personal data on our behalf. These processors may include, but are not limited to, companies providing IT services, marketing services, payment processing, data analysis, event management, and customer support. 

We may change or add subcontractors from time to time as part of our business operations. We will ensure that any future subcontractors we engage are bound by data protection obligations consistent with our own, and we will take appropriate measures to protect your personal data. 

An up-to-date list of our sub-processors, which is subject to change, can be provided upon request by contacting us at dataprotection@closerstillmedia.com. If a sub-processor is located outside the United Kingdom or the European Economic Area, we will ensure that appropriate safeguards are in place to protect your personal data, as required by applicable data protection laws. 

11. International transfers of personal data 

In connection with the processing of your personal data, we may sometimes need to transfer your personal data outside the United Kingdom (“UK”) and/or the European Economic Area (“EEA”) to companies within our group and our third-party service providers. 

In connection with these transfers, we will take all reasonable steps to ensure that your personal information is processed securely and in accordance with this Privacy Policy and applicable data protection laws. This includes ensuring that: 

• Appropriate safeguards are in place, such as binding corporate rules or standard data protection clauses between us or between us and the recipient; or 

• a decision on adequacy has been made by the United Kingdom or the EEA (as applicable), such that the data protection regime of the relevant country or jurisdiction ensures an adequate level of protection for personal data; or 

• One of the exceptions for specific situations applies. 

If you have any questions about our international transfers of personal data, please contact us using the contact information provided in Section 3 of this Privacy Policy. 

12. Marketing 

As stated in Section 7 of this Privacy Policy, we may send you marketing communications regarding our events and services, as well as information about third-party products and services (such as those of our exhibitors, sponsors, and partners), if you have opted in to receive such communications. If you no longer wish to receive emails from us, you can click the unsubscribe link included in our emails or email us at dataprotection@closerstillmedia.com. You can also opt out of receiving SMS and/or WhatsApp messages from us by following the unsubscribe instructions included in the message you receive. 

You can unsubscribe from third-party emails by clicking the unsubscribe link included in their emails. 

13. Your Data Protection Rights 

You have the following rights regarding the personal data we hold about you. 

• The right to request access to the personal data we hold about you. If you ask us, we will confirm whether we are processing your personal data and, if so, provide you with a copy of that personal data (along with certain other details). 

• The right to have your personal data corrected if it is inaccurate or incomplete. If we have shared your personal data with others, we will inform them of the correction to the extent possible. If you ask us to, to the extent possible and lawful, we will also tell you with whom we have shared your personal data so that you can contact them directly. 

• The right to request the erasure of your personal data under certain circumstances, such as when we no longer need it or when you withdraw your consent (if applicable). If we have shared your personal data with others, we will inform them of the erasure to the extent possible. If you ask us, and where it is possible and lawful for us to do so, we will also tell you with whom we have shared your personal data so that you can contact them directly. 

• The right to object at any time to the processing of your personal data, particularly when the processing is carried out for direct marketing purposes. You may ask us to stop processing your personal data, and we will do so, if we rely on our own legitimate interest or that of another party to process your personal data (unless we can demonstrate compelling legitimate grounds for the processing) or if we process your personal data for direct marketing purposes. 

• The right to restrict the processing of your personal data. You may ask us to “block” or stop processing your personal data in certain circumstances, such as when you dispute the accuracy of that personal data or object to our processing it for specific purposes. This may not mean that we will stop storing your personal data, but, while we retain it, we will notify you if we remove any restrictions we have placed on your personal data to prevent us from processing it further. If we have shared your personal data with others, we will inform them of the restriction to the extent possible. If you ask us, where it is possible and lawful for us to do so, we will also tell you with whom we have shared your personal data so that you can contact them directly. 

• The right to data portability. You have the right, under certain circumstances, to receive the personal data you have provided to us (in a structured, commonly used, and machine-readable format) and to reuse it elsewhere or to ask us to transfer it to a third party of your choice. 

• Rights regarding automated decision-making and profiling. You have the right not to be subject to a decision based on automated processing, including profiling, if it produces legal effects concerning you or similarly significantly affects you, unless such profiling is necessary for entering into or performing a contract between you and us. 

• The right to withdraw your consent to the processing of your personal data. If we rely on your consent (or your explicit consent) as the legal basis for processing your personal data, you have the right to withdraw that consent at any time. You may exercise your right to withdraw consent by contacting us using the contact information provided in Section 3 above or by using any other opt-out mechanism we may provide, such as an opt-out link in an email. 

You may exercise the rights listed above by contacting us using the contact information provided in Section 3 of this Privacy Policy. We may require you to verify your identity depending on the nature of your request. 

If you have any questions or complaints regarding how we use your personal data, please contact us using the contact information provided in Section 3 of this Privacy Policy. If you wish to pursue your complaints or questions further, you have the right to contact a national supervisory authority in your country of residence or in the country where the alleged infringement occurred. The data protection supervisory authority in the United Kingdom is the Information Commissioner’s Office, and its contact details are available at https://ico.org.uk/. 

 14. Security of Your Personal Data 

We take precautions to protect your personal data against loss, theft, and misuse, as well as unauthorized access, disclosure, alteration, and destruction, through the use of appropriate technical and organizational measures. 

All of our employees and subcontractors (i.e., those who process your personal data on our behalf) who have access to or are involved in the processing of personal data are required to maintain the confidentiality of such data. Our employees are also trained to ensure high standards of security. 

We take steps to regularly verify the personal data we hold to ensure that the information is accurate and, where applicable, up to date. Information that is no longer necessary for valid business purposes and that we are not required to retain under any applicable law will be systematically destroyed using secure methods. 

15. Third-Party Links and Services 

Our website may, from time to time, contain links to and from third-party websites. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we accept no responsibility for these websites or their related policies. Please review these policies before submitting personal data through these websites. This Privacy Policy does not apply to the processing of your personal data by a third-party provider. 

16. Our Use of Cookies and Similar Technologies 

 Our website may use certain cookies, web beacons, pixel tags, log files, and other technologies. Please review our Cookie Policy to learn more about the cookies and other similar technologies we use, why we use them, and how to manage, block, or delete them. 

17. Changes to this Privacy Policy 

We will update this Privacy Policy from time to time to reflect changes or proposed changes to how we use your personal data. We may also make changes to comply with changes in applicable law or regulatory requirements. 

We will notify you by email of any significant changes to this privacy policy. However, we encourage you to review this privacy policy periodically to stay informed about how we use your personal data.