Stablecon Conference, Ltd
Registered address: 124 City Road, London, England, EC1V 2NX
1. Introduction
Stablecon Conference Ltd (“Stablecon”, “we”, “us”, “our”) is committed to protecting your personal data and respecting your privacy.
This Privacy Notice explains how we collect, use, share and safeguard personal data when you:
– interact with our websites, apps, and digital platforms
– register for, attend, or participate in Stablecon events
– engage with sponsors, exhibitors, and networking tools
– receive communications from us
This Privacy Notice applies to individuals located in the United Kingdom and the European Economic Area (EEA).
Stablecon Conference Ltd acts as a Data Controller under the UK GDPR and EU GDPR.
2. How to Contact Us
If you have questions about this Privacy Notice or how we handle your data, you can contact:
Data Protection Team
Stablecon Conference Ltd
124 City Road, London, England, EC1V 2NX
Email: [insert email]
3. The Personal Data We Collect
We may collect the following categories of personal data:
• Identity data (name, job title, employer)
• Contact details (email, phone, postal address)
• Registration and ticketing details
• Payment information (processed via secure providers; we do not store full card details)
• Event participation data (session attendance, meetings scheduled, networking interactions)
• Marketing preferences
• Technical data (IP address, device information, browser type, cookies)
• Any information you voluntarily provide (e.g. surveys, forms, enquiries)
4. How We Collect Personal Data
We may collect and process the following categories of personal data:
Identity & Contact Information
Name
Job title
Employer
Email address
Phone number
Postal address
Registration & Ticketing Information
– Event registration details
– Ticket information
– Badge/QR code identifiers
Special Category Data (Processed with Your Explicit Consent)
Dietary requirements (may reveal religious beliefs or health information)
Accessibility needs (health-related data)
Any other health or medical information you choose to provide
We process this sensitive data only to accommodate your needs at our events.
This data is:
– Handled only by trained staff who need it to provide accommodations
– Retained for 90 days after the event
– Not shared with sponsors, exhibitors, or third parties
– Deleted upon request or automatically after the retention period
Payment Information
– Processed via secure third-party providers
– We do not store full credit or debit card details
Event Participation Data
– Session attendance
– App interactions (e.g., Brella, Swapcard)
– Networking meetings scheduled
– Exhibitor/sponsor interactions
– Badge scans (with your consent)
Marketing & Communications Preferences
Technical & Usage Data
– IP address
– Browser type
– Device identifiers
– Cookies and tracking technologies
– Log data about use of websites or apps
– Photographs, Video & Audio
– Event photography
– Video recordings and livestreams
– Media interviews or press coverage
– Any information you voluntarily provide
– Surveys
– Enquiries
– Forms
– Feedback
5. How We Use Personal Data
We process personal data for the following purposes:
– Event Registration & Delivery
– Managing registrations, tickets and payments
– Providing access to events, sessions, and digital tools
– Operating event apps, matchmaking and networking platforms
Communications
– Sending essential event information
– Operational updates
– Customer support
Networking & Sponsor Engagement
– Facilitating meetings through our event apps
– Enabling sponsor/exhibitor interactions (only with your explicit consent)
– Badge scanning (see Section 7a for full details on how this works)
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.
Marketing & Newsletters
– Sending marketing communications where we rely on consent or legitimate interest
– Managing your preferences
Photography, Filming & Media
– Event documentation
– Livestreaming
– Future event promotion
– Press or media coverage
Analytics & Service Improvement
– Understanding event performance
– Improving our digital platforms
– Measuring engagement
Legal & Compliance
– Tax, accounting and reporting
– Responding to regulatory requests
– Ensuring venue safety and security
6. Legal Bases for Processing
We rely on the following legal bases under the UK GDPR and EU GDPR:
Contract
To provide event registration, tickets, networking services and digital access.
Legitimate Interests
To operate and improve our events, ensure security, provide networking tools, analyse engagement and prevent fraud.
Consent
For:
– Marketing communications
– Badge scanning by sponsors/exhibitors
– Optional networking features
– Certain cookies and tracking technologies
You may withdraw consent at any time.
Special Category Data – Explicit Consent (Article 9 GDPR)
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.
Our Legitimate Interests Assessment
Where we rely on legitimate interests, we have balanced our business needs against your rights and freedoms. We have determined that:
– Processing is necessary and proportionate to our legitimate aims
– You would reasonably expect such processing as a professional event attendee
– Your fundamental rights are not overridden by our interests
Examples of legitimate interests we rely on:
✓ Event security, safety and fraud prevention
✓ Improving event quality through anonymised analytics
✓ Facilitating professional networking between consenting attendees
✓ Sending information about similar future events to past attendees
✓ Operating core event technology platforms
You have the right to object to processing based on legitimate interests at any time by contacting privacy@stablecon.com.
7. Sharing Personal Data
We may share your data with:
Event Technology Providers
Event apps
Networking and matchmaking platforms
Ticketing Providers
Tickettailor, Luma, Eventbrite. Swoogo
CRM & Marketing Platforms
HubSpot, Megahit
Email service providers
Operational and Venue Partners
Venues and security staff
Production and AV teams
Onsite support providers
Sponsors & Exhibitors
Only when:
– you explicitly opt in, or
– you allow badge scanning at their stand
– Regulators & Authorities
Where legally required.
We do not sell personal data.
7a. Badge Scanning by Sponsors & Exhibitors – How It Works
When a sponsor or exhibitor scans your event badge, they receive:
– Your name
– Job title
– Company name
– Email address
– Any other information shown on your badge
How you provide consent:
You consent to badge scanning by:
✓ Physically allowing your badge to be scanned by an exhibitor’s device, OR
✓ Entering your contact details into an exhibitor’s tablet or form
You are in control:
– You can decline any scan request – there is no obligation to have your badge scanned
– Each scan is a separate consent – one scan does not authorize others
– Scans are logged and you can request a list of who scanned your badge by
emailing privacy@stablecon.com
Data handling by exhibitors:
– Exhibitors become independent data controllers of your scanned data
– They must handle your data according to their own privacy policies
– We recommend reviewing exhibitors’ privacy practices before sharing your data
– We are not responsible for how exhibitors use data after scanning
To completely opt out of badge scanning:
Request a “No Scan” badge at registration or email us before the event.
8. Photography, Filming, Media
Stablecon events are photographed and video-recorded. Footage may be used for:
– Event documentation and archives
– Livestreaming of keynotes and sessions
– Media and press coverage
– Marketing materials and future event promotion
– Social media content
By attending a Stablecon event, you acknowledge that your image may appear in
photographs, videos, and livestreams.
How to manage your visibility:
Before the event:
– Email privacy@stablecon.com if you have concerns about being photographed
– Request a special accommodation if you have specific requirements
At the event:
– Inform event staff or photographers directly if you prefer not to be filmed
– Note: Keynote sessions and main stages are livestreamed – if you wish to avoid
appearing on livestreams, we recommend not sitting in the front rows or asking
questions at microphones
Important limitations:
While we make reasonable efforts to honor photography opt-outs, we cannot guarantee
you will not appear in:
– Wide-angle crowd shots
– Background of livestreams
– Photos or videos taken by other attendees or media
Badge photos:
If you upload a photo during registration, it will appear on:
– Your printed event badge
– The event app attendee directory (visible to other attendees)
You may request a non-photo badge at registration.
To request removal of published photos:
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.
9. International Transfers
Where personal data is transferred outside the UK/EEA (for example, to technology providers), we ensure appropriate safeguards such as:
• Standard Contractual Clauses (SCCs)
• UK International Data Transfer Agreements (IDTAs)
• Adequacy decisions
Transfer mechanisms explained:
– SCCs (Standard Contractual Clauses): EU Commission-approved contracts that ensure your data is protected to European standards
– UK IDTA: UK government-approved international data transfer agreement
– EU-US Data Privacy Framework: Adequacy decision allowing transfers to
certified US companies
– EEA Adequacy: Transfers within the European Economic Area are considered safe by default
10. Data Retention
We retain personal data only for as long as necessary:
Ticketing & contractual records: 6 years
Event access logs: 12 months
App/networking data: up to 90 days after the event
Marketing data: until you unsubscribe
Technical logs: up to 12 months
Where retention periods differ, we follow the longer of legal or operational requirements.
You can request earlier deletion of your data at any time by contacting privacy@stablecon.com. Some data may need to be retained for legal compliance (e.g., financial records for 6 years) but we will delete all other data upon request.
11. Your Rights
Under GDPR, you have the right to:
• Access your personal data
• Correct inaccurate data
• Request deletion (right to be forgotten)
• Object to processing
• Restrict processing
• Port your data
• Withdraw consent at any time
To exercise these rights, contact [insert email].
12. Marketing Communications
You can opt out of marketing at any time by:
Clicking “unsubscribe” in emails
Updating your preferences
Contacting privacy@stablecon.com
How we send marketing:
Based on Consent:
When you actively opt in to receive:
– Newsletters and event updates
– Promotional content about Stablecon events
– Early-bird ticket offers and special announcements
Based on Legitimate Interest:
If you have previously:
– Attended a Stablecon event
– Registered for an event (even if you didn’t attend)
– Downloaded content or engaged with our website
We may send you information about similar future Stablecon events. We believe
this is within your reasonable expectations as someone who has shown interest
in our events.
13. Cookies and Tracking Technologies
Our website uses cookies and similar technologies to:
• Improve functionality
• Analyse performance
• Personalise content
• Support security and fraud prevention
You can control cookie settings via your browser or our cookie management tool (where available).
Detailed information is available in our Cookie Policy.
14. Children’s Data
Stablecon events are professional conferences not intended for individuals under 16.
We do not knowingly collect or process personal data from children without appropriate parental consent.
If you are under 16:
If you wish to attend a Stablecon event and are under 16, please have a parent
or legal guardian:
– Contact privacy@stablecon.com before registering
– Provide consent for data processing
– Confirm they will accompany you at the event
If we discover we have collected data from a child under 16 without proper parental consent, we will delete it promptly.
Parents/Guardians:
If you believe we have collected personal data from your child without consent, please contact privacy@stablecon.com immediately.
15. Links to Third-Party Websites
Our website may contain links to other sites. We are not responsible for their privacy practices, and we encourage you to review their policies.
16. Security
We use technical and organisational measures to protect personal data, including:
• Encrypted data transfer
• Access controls
• Secure hosting
• Regular security reviews
No system is fully secure, but we follow industry best practice to minimise risk.
17. Changes to This Privacy Notice
We may update this Privacy Notice from time to time. Changes will be published on our website with an updated “Last Updated” date.
18. How to Complain
If you are unhappy with how we handle your data, please contact us first.
You may also contact the relevant Supervisory Authority:
Information Commissioner’s Office (ICO)
www.ico.org.uk
18a. Data Breaches
We take data security seriously and have measures in place to prevent breaches.
If a personal data breach occurs:
Our obligations:
– We will notify the ICO within 72 hours (where legally required)
– We will inform affected individuals if there is a high risk to your rights and freedoms
– We will document all breaches in our internal breach register
What we’ll tell you:
If we contact you about a breach, we will explain:
– What happened and what data was affected
– The likely consequences
– What steps we’re taking to address the breach
– What you can do to protect yourself
If you suspect a breach:
If you believe your personal data has been compromised through our services, contact privacy@stablecon.com immediately.