Village Hotel Warrington – Friday 20th March 2026

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Privacy Policy

Warrington Business Expo Privacy Policy

Event: Warrington Business Expo (the “Event”)
Organiser / Data Controller: [Warrington Business Expo] (“we”, “us”, “our”)
Email: [info@warringtonbusinessexpo.co.uk]
Event date: [20th March 2026]
Last updated: 18 December 2025

This Privacy Policy explains how we collect, use, store, and share personal data when you register for, attend, or exhibit at the Event. It is intended to meet the requirements of the UK GDPR and the Data Protection Act 2018.

1) What data we collect

Depending on your relationship with the Event (attendee, exhibitor, speaker, sponsor, supplier), we may collect:

  • Identity & contact data: name, business name, job title, email address, phone number, postcode/city, social links (if provided).

  • Booking & ticket data: ticket type, order reference, attendance status, check-in details, badge details.

  • Payment data (if applicable): transaction references and billing details (we do not store full card details—these are handled by our payment provider).

  • Preferences & communications: marketing preferences, interests, responses to surveys.

  • Event requirements: accessibility requirements and dietary requirements (this may be special category data where it reveals health information).

  • Images & recordings: photos/video/audio captured at the Event.

  • Device/website data (if you use our site): IP address, browser/device info, cookies/analytics data (see Cookies section).

2) How we use your data

We use your data to:

  • administer registrations, tickets and exhibitor bookings

  • provide Event information and important updates (e.g., schedule changes, safety notices)

  • manage access on the day (e.g., check-in and badges)

  • facilitate networking and exhibitor engagement (see “Sharing with exhibitors”)

  • run the Event safely and securely

  • keep records for accounting and compliance

  • improve future events (feedback and analytics)

  • promote the Event using photography/video (see “Photography & filming”)

3) Our lawful bases for processing

Under UK GDPR, we rely on one or more of the following lawful bases:

  • Contract – where processing is necessary to provide your ticket/stand booking and deliver the Event services to you.

  • Legitimate Interests – to run the Event, communicate operational updates, prevent fraud/misuse, support networking, measure performance, and promote future events (balanced against your rights).

  • Consent – for optional marketing communications where required, and for any special category data (e.g., certain accessibility/medical information) where applicable.

  • Legal Obligation – where we must keep records for legal, tax, or regulatory reasons.

4) Sharing your data (including with exhibitors)

We may share your data with trusted third parties to run the Event, including:

  • ticketing/registration platforms (e.g., Eventbrite or similar)

  • payment processors (e.g., Stripe/PayPal or similar)

  • email/SMS providers used for Event communications

  • the Venue and onsite contractors (e.g., security) where required for safety/operations

  • IT providers (website hosting, CRM, analytics)

Sharing with exhibitors and sponsors

As part of the Event networking purpose, we will share certain attendee registration details with Event exhibitors and sponsors.
This may include your name, business name, job title, email address and phone number (and any other details you provide in registration fields intended for networking).

Why we do this: to help exhibitors/sponsors follow up on conversations, provide information you may have requested, and support networking outcomes.
Lawful basis: generally legitimate interests (running a business networking event). You have the right to object (see Section 10).

Important: Once shared, exhibitors/sponsors will act as independent data controllers of your data and are responsible for their own privacy compliance. If you want an exhibitor to stop contacting you, you’ll need to contact them directly (and you can also tell us, and we’ll help where reasonable).

5) International data transfers

Some of our service providers may store/process data outside the UK. Where this happens, we use appropriate safeguards (such as UK adequacy regulations or approved contractual protections) to protect your data.

6) How long we keep your data

We keep personal data only as long as necessary:

  • Attendee/exhibitor registration records: typically up to 24 months after the Event (to manage queries, reporting, and future event planning).

  • Marketing lists: until you unsubscribe or we decide the data is no longer needed.

  • Finance and transaction records: typically 6 years to meet tax/accounting requirements.

  • Special category data (e.g., access needs): deleted sooner where possible, typically shortly after the Event unless we need it for a live issue.

  • Photos/video: may be retained for ongoing promotional use, unless you object and we can reasonably remove/avoid use.

7) How we protect your data

We use reasonable technical and organisational measures to protect personal data, including access controls, reputable providers, and secure handling procedures. No system is 100% secure, but we work to reduce risks appropriately.

8) Cookies and website analytics

If you use our website, we may use cookies and analytics tools to understand site usage and improve performance. Where required, we will provide a cookie banner/controls so you can manage preferences.

9) Photography & filming at the Event

We may take photos/video/audio at the Event for promotional and marketing purposes (e.g., social media, websites, future event adverts).
Lawful basis: typically legitimate interests.

If you do not want to appear in promotional imagery:

  • email us in advance at [info@warringtonbusinessexpo.co.uk], and/or

  • speak to the registration desk on the day for any opt-out process we offer (e.g., a discreet sticker/lanyard note), and we’ll take reasonable steps to avoid capturing or using identifiable images of you.

10) Your rights

You have rights under UK GDPR, including:

  • Access – request a copy of your data

  • Rectification – correct inaccurate data

  • Erasure – request deletion in certain circumstances

  • Restriction – limit processing in certain circumstances

  • Objection – object to processing based on legitimate interests (including exhibitor-sharing and promotional photography)

  • Data portability – where applicable

  • Withdraw consent – where we rely on consent (this won’t affect past processing)

To exercise your rights, contact: [info@warringtonbusinessexpo.co.uk].

11) Complaints

If you’re unhappy with how we handle your data, please contact us first so we can try to resolve it. You can also complain to the UK regulator:

Information Commissioner’s Office (ICO) – ico.org.uk

12) Children

The Event is intended for business audiences. If under-18s attend, they must be supervised by an adult and should not provide personal data without appropriate consent.

13) Changes to this Privacy Policy

We may update this policy from time to time. The latest version will be published on our website and/or available on request.