Warrington Business Expo Privacy Policy

 

Event: Warrington Business Expo (the "Event") Event date: Friday 19 March 2027 Venue: The Causeway, Wilderspool Causeway, Warrington, WA4 6PS

How to contact us about your data

Use our data protection contact form: https://warringtonbusinessexpo.co.uk/data-protection-complaint-form/

This is the route for everything covered by this policy, including questions, requests to access or delete your data, changes to your preferences, objections to photography, and complaints. Using the form means your request is logged and tracked properly, so nothing gets lost in an inbox. You will get a reference number by email as soon as you submit it.

If you cannot use the form, for example because of an accessibility need, write to us at the address above and we will deal with your request in the same way.

Joint organisers: The Event is organised jointly by Tony Longmore and Kirsty James. We make decisions about attendee and exhibitor data together, so we act as joint controllers under Article 26 of the UK GDPR. We have agreed between us who handles what, and a summary is available on request. You can exercise all of your rights against either of us through the contact form above, and we will make sure the right person deals with it.

We have not appointed a Data Protection Officer, as we are not required to.

Last updated: 11 September 2026 Next scheduled review: when Event registration opens

This Privacy Policy explains how we collect, use, store and share personal data when you register for, attend, exhibit at, speak at, sponsor or supply the Event. It is written to meet the UK GDPR and the Data Protection Act 2018, both as amended by the Data (Use and Access) Act 2025, and the Privacy and Electronic Communications Regulations 2003 (PECR).

1. What data we collect

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

• Identity and contact data: name, business name, job title, email address, phone number, postcode or town, social links if you provide them.
• Booking and ticket data: ticket or stand type, order reference, attendance status, check-in records, badge details, badge scan records.
• Payment data: transaction references and billing details. We do not receive or store full card details. Card payments are handled entirely by our payment provider.
• Preferences and communications: marketing preferences, your choice about exhibitor contact sharing, interests, survey and feedback responses.
• Event requirements: accessibility requirements and dietary requirements. Where these reveal health information they are special category data and we treat them with extra care (see section 4).
• Images and recordings: photographs, video and audio captured at the Event.
• Website and device data: IP address, browser and device information, cookie and analytics data (see section 9).
• Contact form data: whatever you tell us when you use our data protection contact form, together with the reference number and our record of how we handled it.

Where your data comes from

Most data comes from you directly when you register or book. We may also receive your data from:

• your employer or a colleague, where they register you as part of a team, stand booking or group ticket
• an exhibitor or sponsor who books stand staff passes on your behalf
• publicly available business sources, where we contact you about exhibiting or sponsoring

If you did not give us the data yourself, you still have all the rights set out in section 11.

If you do not provide your data

Name, contact details and ticket information are needed to issue a ticket and admit you to the Event. If you do not provide them we cannot complete your booking. Everything else, including dietary and accessibility details, marketing preferences and exhibitor contact sharing, is optional and refusing has no effect on your booking.

2. How we use your data

We use your data to:

• administer registrations, tickets and exhibitor or sponsor bookings
• send you Event information and important operational updates, such as schedule changes, venue information and safety notices
• manage access on the day, including check-in and badges
• support networking between attendees and exhibitors, where you have asked us to (see section 5)
• run the Event safely and securely, and meet our obligations to the venue
• keep accounting and compliance records
• handle your questions, rights requests and complaints
• improve future events through feedback and analytics
• promote this and future events using photography and video (see section 10)
• send you marketing about future events, where you have opted in or where the soft opt-in applies

3. Our lawful bases for processing

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

• Contract: to provide your ticket or stand booking and deliver the Event services you have paid for or registered for.
• Legitimate interests: to run the Event, send operational updates, manage the venue relationship, prevent fraud and misuse, measure performance and promote future events. We have balanced these interests against your rights and you can object at any time (see section 11).
• Consent: for sharing your contact details with exhibitors and sponsors, for optional marketing where consent is required, and for non-essential cookies.
• Explicit consent: for special category data (see section 4).
• Legal obligation: where we must keep records for legal, tax or regulatory reasons, and to operate a data protection complaints process.

We do not carry out any automated decision-making or profiling that produces legal or similarly significant effects.

4. Accessibility and dietary requirements (special category data)

If you tell us about an accessibility requirement or a dietary requirement that reveals health information, we process it only on the basis of your explicit consent, given at the point you provide it. Our condition under Schedule 1 of the Data Protection Act 2018 is [insert the condition you rely on, commonly the explicit consent condition].

We share these details only with the people who need them to make the arrangements, which normally means the venue, the caterer and our onsite team. We do not share them with exhibitors or sponsors.

We delete this data shortly after the Event unless we need to keep it to deal with a live issue, such as a complaint or an insurance matter. You can withdraw your consent at any time through our contact form, and we will delete the details, though this may mean we cannot make the arrangement you asked for.

5. Sharing your data with exhibitors and sponsors

We only share your contact details with exhibitors and sponsors if you ask us to.

At registration we ask a separate, unticked question: whether you are happy for us to share your name, business name, job title, email address and phone number with Event exhibitors and sponsors so they can follow up with you. If you do not tick it, we do not share your contact details with them.

We also share your details with an individual exhibitor if you choose to have your badge scanned at their stand on the day. Scanning your badge is entirely your choice and is how you tell that exhibitor you are happy to hear from them. You can decline a scan at any stand.

Our lawful basis for sharing is your consent, given either through the registration question or by presenting your badge to be scanned. You can withdraw it at any time through our contact form, which stops any future sharing, although it cannot undo sharing that has already happened.

Once your details are shared, the exhibitor or sponsor becomes an independent data controller of that data and is responsible for its own compliance, including honouring your right to opt out of their marketing. Our exhibitor and sponsor contracts require them to identify the Event as the source, to act on opt-out requests promptly, and to comply with UK data protection and marketing law. If you want an exhibitor to stop contacting you, contact them directly. You can also tell us through our contact form and we will help where we reasonably can.

We do not sell attendee data, and we do not provide exhibitors with a general list of everyone who attended.

6. Other organisations we share data with

We use trusted suppliers to run the Event. They act as our processors and may include:

• website hosting and site infrastructure
• registration, ticketing and check-in systems
• payment processing
• email and SMS delivery for Event communications
• website analytics
• the venue and onsite contractors, including security and catering, where needed for safety and operations
• our accountant and professional advisers, where needed

A current list of the suppliers we use is available on request through our contact form.

We may also disclose data where we are required to by law, or to establish, exercise or defend legal claims.

7. International data transfers

Some of our suppliers store or process data outside the UK, including in the United States. Where that happens we rely on one of the following safeguards:

• UK adequacy regulations, where the destination country is covered
• the UK International Data Transfer Agreement, or the UK Addendum to the EU Standard Contractual Clauses
• the UK extension to the EU-US Data Privacy Framework, where the supplier is certified

You can ask us which safeguard applies to a particular supplier through our contact form.

8. How long we keep your data

• Attendee, exhibitor and sponsor registration records: up to 24 months after the Event, so we can deal with queries, reporting and planning for the next Event.
• Marketing list entries: until you unsubscribe or object, or until we have had no engagement from you for 24 months, whichever comes first.
• Finance and transaction records: 6 years from the end of the relevant accounting period, to meet tax and accounting requirements.
• Accessibility and dietary data: deleted shortly after the Event (see section 4).
• Photographs and video: up to 3 years after the Event, after which we review and delete anything we no longer use. We will stop using an identifiable image of you sooner if you object and it is reasonable for us to do so.
• Contact form submissions, rights requests and complaints: 3 years from the date we close them.

9. Cookies and website analytics

Our website uses cookies and similar technologies.

• Strictly necessary cookies are needed for the site to work and do not require your consent.
• Analytics and performance cookies are used only to measure how the site is used and to improve it. Under the rules introduced by the Data (Use and Access) Act 2025 these can be used on an opt-out basis, so we set them by default and give you a clear and easy way to turn them off through our cookie controls.
• Advertising, marketing and tracking cookies are only set if you give consent through our cookie banner, and you can change or withdraw that consent at any time.

Full details of the cookies we use, and the controls, are in our Cookie Policy at [link].

10. Photography and filming at the Event

We take photographs, video and audio at the Event and use them to promote this and future events, including on social media, our website and in advertising. Our lawful basis is legitimate interests. We display notices at the entrance and around the venue so you know filming is taking place.

If you do not want to appear in promotional material:

• tell us in advance through our contact form, or
• tell the registration desk on the day and we will give you a discreet marker on your badge or lanyard

We will take reasonable steps to avoid capturing or using identifiable images of you, and will remove images from material we control if you ask. We cannot always recall material that has already been shared or published by others.

11. Your rights

You have the right to:

• access a copy of your data
• have inaccurate data corrected
• have your data erased in certain circumstances
• restrict how we process your data in certain circumstances
• object to processing based on legitimate interests, including our use of photography
• object at any time to direct marketing, which is an absolute right
• data portability, where it applies
• withdraw consent where we rely on it, including exhibitor sharing and special category data, without affecting processing that has already taken place

To exercise any of these, use our contact form: https://warringtonbusinessexpo.co.uk/data-protection-complaint-form/

Exercising your rights is free and you do not have to give a reason.

We respond within one month. We may extend this by up to two further months for complex or multiple requests, and we will tell you if we do. If we need more information from you to confirm who you are or to locate what you have asked for, we may pause the time limit until you reply.

12. How to complain

If you think we have mishandled your personal data, you can complain to us directly and we will investigate.

Use our data protection complaint form: https://warringtonbusinessexpo.co.uk/data-protection-complaint-form/

What happens next:

• You will receive a reference number by email as soon as you submit the form.
• We will acknowledge your complaint within 30 days.
• We will look into it and keep you updated on progress while we do.
• We will give you the outcome without undue delay, and explain what we did and anything we have changed as a result.

If you are not satisfied with our response, or we do not respond, you can complain to the UK data protection regulator, currently the Information Commissioner's Office and transitioning to the Information Commission. Details are at ico.org.uk. Under the Data (Use and Access) Act 2025 you should normally raise your complaint with us first before escalating.

13. Children

The Event is for a business audience and tickets are issued to people aged 18 and over. Anyone under 18 may only attend as the guest of a registered adult, who is responsible for supervising them. We do not knowingly collect personal data from under-18s. If you believe we hold data about a child, tell us through our contact form and we will delete it.

14. Security

We use reasonable technical and organisational measures to protect personal data, including access controls, reputable suppliers, encrypted connections and secure handling procedures. No system is completely secure, but we work to reduce risk appropriately and we have a process for identifying and reporting personal data breaches.

15. Changes to this Privacy Policy

We may update this policy from time to time. The current version is always published on our website, and the "last updated" date at the top tells you when it last changed. If we make a significant change, such as a change to how we share data with exhibitors, we will tell registered attendees by email.