{"id":1707,"date":"2025-12-01T11:40:42","date_gmt":"2025-12-01T11:40:42","guid":{"rendered":"https:\/\/stablecon.com\/?page_id=1707"},"modified":"2026-06-02T12:29:36","modified_gmt":"2026-06-02T12:29:36","slug":"stablecon-emea-privacy-notice","status":"publish","type":"page","link":"https:\/\/stablecon.com\/?page_id=1707","title":{"rendered":"Stablecon EMEA \u2013 Privacy Notice"},"content":{"rendered":"\t\t
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Stablecon Conference, Ltd<\/span>
<\/span>Registered address: <\/span>124 City Road, London, England, EC1V 2NX<\/span><\/p>

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1. Introduction<\/span><\/h3>

Stablecon Conference Ltd (\u201cStablecon\u201d, \u201cwe\u201d, \u201cus\u201d, \u201cour\u201d) is committed to protecting your personal data and respecting your privacy.<\/span><\/p>

This Privacy Notice explains how we collect, use, share and safeguard personal data when you:<\/span><\/p>

– interact with our websites, apps, and digital platforms<\/span><\/p>

– register for, attend, or participate in Stablecon events<\/span><\/p>

– engage with sponsors, exhibitors, and networking tools<\/span><\/p>

– receive communications from us<\/span><\/p>

This Privacy Notice applies to individuals located in the United Kingdom and the European Economic Area (EEA).<\/span><\/p>

Stablecon Conference Ltd acts as a Data Controller under the UK GDPR and EU GDPR.<\/span><\/p>

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2. How to Contact Us<\/span><\/h3>

If you have questions about this Privacy Notice or how we handle your data, you can contact:<\/span><\/p>

Data Protection Team<\/span>
<\/span> Stablecon Conference Ltd<\/span>
<\/span> 124 City Road, London, England, EC1V 2NX<\/span>
<\/span> Email: <\/span>[insert email]<\/span><\/p>

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3. The Personal Data We Collect<\/span><\/h3>

We may collect the following categories of personal data:<\/span><\/p>

\u2022 Identity data (name, job title, employer)<\/span>
<\/span> \u2022 Contact details (email, phone, postal address)<\/span>
<\/span> \u2022 Registration and ticketing details<\/span>
<\/span> \u2022 Payment information (processed via secure providers; we do not store full card details)<\/span>
<\/span> \u2022 Event participation data (session attendance, meetings scheduled, networking interactions)<\/span>
<\/span> \u2022 Marketing preferences<\/span>
<\/span> \u2022 Technical data (IP address, device information, browser type, cookies)<\/span>
<\/span> \u2022 Any information you voluntarily provide (e.g. surveys, forms, enquiries)<\/span><\/p>

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4. How We Collect Personal Data<\/span><\/h3>

We may collect and process the following categories of personal data:<\/span><\/p>

Identity & Contact Information<\/span><\/p>

Name<\/span>
<\/span>Job title<\/span>
<\/span>Employer<\/span>
<\/span>Email address<\/span>
<\/span>Phone number<\/span>
<\/span>Postal address<\/span><\/p>

Registration & Ticketing Information<\/span><\/p>

– Event registration details<\/span>
<\/span>– Ticket information<\/span>
<\/span>– Badge\/QR code identifiers<\/span><\/p>

Special Category Data (Processed with Your Explicit Consent)<\/span>
<\/span>Dietary requirements (may reveal religious beliefs or health information)<\/span>
<\/span>Accessibility needs (health-related data)<\/span>
<\/span>Any other health or medical information you choose to provide<\/span>
<\/span>We process this sensitive data only to accommodate your needs at our events.<\/span><\/p>

This data is:<\/span><\/p>

– Handled only by trained staff who need it to provide accommodations<\/span>
<\/span>– Retained for 90 days after the event<\/span>
<\/span>– Not shared with sponsors, exhibitors, or third parties<\/span>
<\/span>– Deleted upon request or automatically after the retention period<\/span><\/p>

Payment Information<\/span><\/p>

– Processed via secure third-party providers<\/span>
<\/span>– We do not store full credit or debit card details<\/span><\/p>

Event Participation Data<\/span><\/p>

– Session attendance<\/span>
<\/span>– App interactions (e.g., Brella, Swapcard)<\/span>
<\/span>– Networking meetings scheduled<\/span>
<\/span>– Exhibitor\/sponsor interactions<\/span>
<\/span>– Badge scans (with your consent)<\/span><\/p>

Marketing & Communications Preferences<\/span><\/p>

Technical & Usage Data<\/span><\/p>

– IP address<\/span>
<\/span>– Browser type<\/span>
<\/span>– Device identifiers<\/span>
<\/span>– Cookies and tracking technologies<\/span>
<\/span>– Log data about use of websites or apps<\/span>
<\/span>– Photographs, Video & Audio<\/span>
<\/span>– Event photography<\/span>
<\/span>– Video recordings and livestreams<\/span>
<\/span>– Media interviews or press coverage<\/span>
<\/span>– Any information you voluntarily provide<\/span>
<\/span>– Surveys<\/span>
<\/span>– Enquiries<\/span>
<\/span>– Forms<\/span>
<\/span>– Feedback<\/span><\/p>

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5. How We Use Personal Data<\/span><\/h3>

We process personal data for the following purposes:<\/span><\/p>

– Event Registration & Delivery<\/span>
<\/span>– Managing registrations, tickets and payments<\/span>
<\/span>– Providing access to events, sessions, and digital tools<\/span>
<\/span>– Operating event apps, matchmaking and networking platforms<\/span><\/p>


<\/b><\/p>

Communications<\/span><\/p>

– Sending essential event information<\/span>
<\/span>– Operational updates<\/span>
<\/span>– Customer support<\/span><\/p>

Networking & Sponsor Engagement<\/span><\/p>

– Facilitating meetings through our event apps<\/span>
<\/span>– Enabling sponsor\/exhibitor interactions (only with your explicit consent)<\/span>
<\/span>– Badge scanning (see Section 7a for full details on how this works)<\/span><\/p>

Note: Our event apps may use algorithms to suggest networking matches or recommend sessions based on your profile and interests. These are suggestions only and you remain in full control of your networking choices.<\/span><\/p>

Marketing & Newsletters<\/span><\/p>

– Sending marketing communications where we rely on consent or legitimate interest<\/span>
<\/span>– Managing your preferences<\/span><\/p>

Photography, Filming & Media<\/span><\/p>

– Event documentation<\/span>
<\/span>– Livestreaming<\/span>
<\/span>– Future event promotion<\/span>
<\/span>– Press or media coverage<\/span><\/p>

Analytics & Service Improvement<\/span><\/p>

– Understanding event performance<\/span>
<\/span>– Improving our digital platforms<\/span>
<\/span>– Measuring engagement<\/span><\/p>

Legal & Compliance<\/span><\/p>

– Tax, accounting and reporting<\/span>
<\/span>– Responding to regulatory requests<\/span>
<\/span>– Ensuring venue safety and security<\/span><\/p>

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6. Legal Bases for Processing<\/span><\/h3>

We rely on the following legal bases under the UK GDPR and EU GDPR:<\/span><\/p>

Contract<\/span><\/p>

To provide event registration, tickets, networking services and digital access.<\/span><\/p>


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Legitimate Interests<\/span><\/p>

To operate and improve our events, ensure security, provide networking tools, analyse engagement and prevent fraud.<\/span><\/p>

Consent<\/span><\/p>

For:<\/span><\/p>

– Marketing communications<\/span>
<\/span>– Badge scanning by sponsors\/exhibitors<\/span>
<\/span>– Optional networking features<\/span>
<\/span>– Certain cookies and tracking technologies<\/span><\/p>

You may withdraw consent at any time.<\/span><\/p>

Special Category Data – Explicit Consent (Article 9 GDPR)<\/span><\/p>

For dietary requirements, accessibility needs, or other health-related information, we rely on your explicit consent to process this data solely to provide appropriate accommodations at our events.<\/span><\/p>

Our Legitimate Interests Assessment<\/span>
<\/span>Where we rely on legitimate interests, we have balanced our business needs against your rights and freedoms. We have determined that:<\/span><\/p>

– Processing is necessary and proportionate to our legitimate aims<\/span>
<\/span>– You would reasonably expect such processing as a professional event attendee<\/span>
<\/span>– Your fundamental rights are not overridden by our interests<\/span><\/p>

Examples of legitimate interests we rely on:<\/span><\/p>

\u2713 Event security, safety and fraud prevention<\/span>
<\/span>\u2713 Improving event quality through anonymised analytics<\/span>
<\/span>\u2713 Facilitating professional networking between consenting attendees<\/span>
<\/span>\u2713 Sending information about similar future events to past attendees<\/span>
<\/span>\u2713 Operating core event technology platforms<\/span><\/p>

You have the right to object to processing based on legitimate interests at any time by contacting <\/span>privacy@stablecon.com<\/span>.<\/span><\/p>

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7. Sharing Personal Data <\/span><\/h3>


<\/b><\/p>

We may share your data with:<\/span><\/h3>

Event Technology Providers<\/span>
<\/span>Event apps<\/span>
<\/span>Networking and matchmaking platforms<\/span>
<\/span>Ticketing Providers<\/span>
<\/span>Tickettailor, Luma, Eventbrite. Swoogo<\/span>
<\/span>CRM & Marketing Platforms <\/span>
<\/span>HubSpot, Megahit<\/span>
<\/span>Email service providers<\/span>
<\/span>Operational and Venue Partners<\/span>
<\/span>Venues and security staff<\/span>
<\/span>Production and AV teams<\/span>
<\/span>Onsite support providers<\/span>
<\/span>Sponsors & Exhibitors<\/span><\/h3>

Only when:<\/span>
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<\/span>– you explicitly opt in, or<\/span>
<\/span>– you allow badge scanning at their stand<\/span>
<\/span>– Regulators & Authorities<\/span><\/h3>

Where legally required.<\/span><\/h3>

We do not sell personal data.<\/span><\/h3>

7a. Badge Scanning by Sponsors & Exhibitors – How It Works<\/span><\/h3>

When a sponsor or exhibitor scans your event badge, they receive:<\/span><\/p>

– Your name<\/span><\/p>

– Job title<\/span><\/p>

– Company name<\/span><\/p>

– Email address<\/span><\/p>

– Any other information shown on your badge<\/span><\/p>


<\/b><\/p>

How you provide consent:<\/span><\/p>

You consent to badge scanning by:<\/span><\/p>

\u2713 Physically allowing your badge to be scanned by an exhibitor’s device, OR<\/span><\/p>

\u2713 Entering your contact details into an exhibitor’s tablet or form<\/span><\/p>


<\/b><\/p>

You are in control:<\/span><\/p>

– You can decline any scan request – there is no obligation to have your badge scanned<\/span><\/p>

– Each scan is a separate consent – one scan does not authorize others<\/span><\/p>

– Scans are logged and you can request a list of who scanned your badge by <\/span><\/p>

  emailing privacy@stablecon.com<\/span><\/p>


<\/b><\/p>

Data handling by exhibitors:<\/span><\/p>

– Exhibitors become independent data controllers of your scanned data<\/span><\/p>

– They must handle your data according to their own privacy policies<\/span><\/p>

– We recommend reviewing exhibitors’ privacy practices before sharing your data<\/span><\/p>

– We are not responsible for how exhibitors use data after scanning<\/span><\/p>


<\/b><\/p>

To completely opt out of badge scanning:<\/span><\/p>

Request a “No Scan” badge at registration or email us before the event.<\/span><\/p>


<\/b><\/p>

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8. Photography, Filming, Media<\/span><\/h3>

Stablecon events are photographed and video-recorded. Footage may be used for:<\/span><\/p>

– Event documentation and archives<\/span><\/p>

– Livestreaming of keynotes and sessions<\/span><\/p>

– Media and press coverage<\/span><\/p>

– Marketing materials and future event promotion<\/span><\/p>

– Social media content<\/span><\/p>


<\/b><\/p>

By attending a Stablecon event, you acknowledge that your image may appear in <\/span><\/p>

photographs, videos, and livestreams.<\/span><\/p>


<\/b><\/p>

How to manage your visibility:<\/span><\/p>


<\/b><\/p>

Before the event:<\/span><\/p>

– Email privacy@stablecon.com if you have concerns about being photographed<\/span><\/p>

– Request a special accommodation if you have specific requirements<\/span><\/p>


<\/b><\/p>

At the event:<\/span><\/p>

– Inform event staff or photographers directly if you prefer not to be filmed<\/span><\/p>

– Note: Keynote sessions and main stages are livestreamed – if you wish to avoid <\/span><\/p>

  appearing on livestreams, we recommend not sitting in the front rows or asking <\/span><\/p>

  questions at microphones<\/span><\/p>


<\/b><\/p>

Important limitations:<\/span><\/p>

While we make reasonable efforts to honor photography opt-outs, we cannot guarantee <\/span><\/p>

you will not appear in:<\/span><\/p>

– Wide-angle crowd shots<\/span><\/p>

– Background of livestreams<\/span><\/p>

– Photos or videos taken by other attendees or media<\/span><\/p>


<\/b><\/p>

Badge photos:<\/span><\/p>

If you upload a photo during registration, it will appear on:<\/span><\/p>

– Your printed event badge<\/span><\/p>

– The event app attendee directory (visible to other attendees)<\/span><\/p>


<\/b><\/p>

You may request a non-photo badge at registration.<\/span><\/p>


<\/b><\/p>

To request removal of published photos:<\/span><\/p>

If your image appears in our published materials and you wish it to be removed, contact privacy@stablecon.com with details of where the image appears. We will assess your request and remove the image where reasonably practicable.<\/span><\/p>


<\/b><\/p>

9. International Transfers<\/span><\/h3>

Where personal data is transferred outside the UK\/EEA (for example, to technology providers), we ensure appropriate safeguards such as:<\/span><\/p>

\u2022 Standard Contractual Clauses (SCCs)<\/span>
<\/span> \u2022 UK International Data Transfer Agreements (IDTAs)<\/span>
<\/span> \u2022 Adequacy decisions<\/span><\/p>

Transfer mechanisms explained:<\/span><\/p>

– SCCs (Standard Contractual Clauses): EU Commission-approved contracts that ensure your data is protected to European standards<\/span><\/p>

– UK IDTA: UK government-approved international data transfer agreement<\/span><\/p>

– EU-US Data Privacy Framework: Adequacy decision allowing transfers to <\/span><\/p>

  certified US companies<\/span><\/p>

– EEA Adequacy: Transfers within the European Economic Area are considered  safe by default<\/span><\/p>

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10. Data Retention<\/span><\/h3>

We retain personal data only for as long as necessary:<\/span><\/p>