Privacy Policy

About this Privacy Policy

This Privacy Policy applies to the processing activity of the IMEX group. Where this Privacy Policy uses the terms "we”, “our” or “us”, it means the IMEX entity that processes your personal data, which will be either:

Regent Exhibitions Limited (company number: 04244004), which owns the IMEX Frankfurt exhibition; or

IMEX America Limited (company number: 07339316) which owns the IMEX America exhibition

Each IMEX entity has its registered office at 113-118 Davigdor Road, Hove, England, BN3 1RE.

This Privacy Policy applies to attendees, speakers, sponsors, exhibitors, contractors, volunteers, venue representatives, newsletter subscribers and any individuals who engage with us in relation to our events. It also covers visitors to our websites and recipients of our marketing communications. Separate notices or policies may apply to employees and job applicants.

1. Personal information we collect about you

We collect personal information directly from you when we communicate with you, when you register for or attend an IMEX event, and when you subscribe to IMEX email lists.

The information we collect or derive about you may include:

Contact details, such as your name, email address, postal address and phone numbers

Identity details, such as gender, date of birth and passport details

Payment information, such as credit or debit card information, or bank details

Employment details, such as work position or role, professional background, work email address and employment contact details

Event details and preferences, such as seminars and events booked or attended, areas of interest, exhibitors of interest, table plans, booth interactions or meeting scheduling

Images and videos of you taken at our events. See the Photography and Filming section of Our legal terms and the Recordings section below

Usage information about how you interact with our website and platform

Technical data such as internet protocol (IP) address, browser type and version, time zone setting and location, operating system and platform, device ID and other technology on the devices you use to access our website

Marketing communications preferences

Incident reports, accident logs and emergency contact details

Any other personal information you choose to provide or send to us through communications

When you apply for a position with us, either directly or through an agency, we will collect additional personal information about you, including your CV information, references and other recruitment information. See our Recruitment Privacy Policy.

We do not routinely collect special category data and ask that you do not disclose any sensitive personal information to us unless there is a need to do so. Depending on the services we provide, we may need to collect special category data, such as dietary or accessibility requirements. This could reveal religious beliefs, health information or disabilities. Where we collect such information, we will ensure we have an appropriate legal basis to process this personal data.

We may also process anonymized aggregated data, such as statistical or demographic data. This is not personal data as it does not directly (or indirectly) reveal your identity. See the Recordings section below for more information.

2. How we will use your personal information

We will only use your personal information where we have a legal basis to do so, as set out in this Privacy Policy. We will make it clear to you if we intend to use your information for any purpose that is not obvious. Depending on how you interact with us, we may use your personal information:

To administer our events and our business, including managing payments

To enable your use of our services, including registration and attendance at our events

To manage our relationship with you and provide customer support

To respond to your communications or requests for information

To send you electronic or postal mail, such as tickets, brochures or newsletters that you have specifically requested

To send invoices, reports, statements and payment reminders and to collect payments from you;

To deal with any inquiries or complaints by or about you

To understand how you and others are using our services and to help us improve and develop our services, events, content, user experience and business, including conducting analysis and reviewing aggregated and statistical data

To keep our events, website and systems secure and prevent fraud

To send you other necessary information about our services and our relationship

To manage safety, security and fraud prevention, including incident reporting, access logs, and safeguarding measure

To understand how you use our website and platform

To contact you about new IMEX services, offers, events or news

To otherwise manage our relationship with you or comply with our contractual obligations

Where necessary to support our legitimate business interests

3. Data collection at our events

At our in-person events, we use badge scanning technology for administration and security purposes, and to allow you to network effectively with other attendees and exhibitors. 

Everyone attending our in-person events is required to wear an official, printed badge. You provide the information displayed on your badge during registration. 

You will need to allow us to scan your badge to gain entry to the show floor and other restricted areas. This is required for security purposes. All other badge scanning is optional.  

During the event, exhibitors and/or attendees may ask to scan your badge. In doing so, you are providing them with a copy of some of your registration information, just as if you were handing them a business card. The third party, acting as a separate controller, may use this information to contact you after the event for their own marketing and business purposes. We have no control over the third-party use of the personal data it collects when scanning your badge and they collect such personal data under their own privacy terms. You can decline scans at any time. To exercise your rights regarding their processing of your personal data contact the sponsor or exhibitor directly.

Recordings and images

We may use a third-party behavioral analytics service that analyzes live images of attendees to measure traffic and engagement levels at our events. These insights are used to enhance the overall experience our events. No video images or personal information is transmitted outside of the devices and we will only receive aggregated statistical information to help improve our events. No attempt will be made to match the images or data with an attendee’s identity. If you have any questions on this, see the Zenus behavioral analytics notice.

Other than as detailed above, we do not collect personal data through CCTV or other recording devices at our in-person events, but the venue owner and/or exhibitors may do so. This is done under their own privacy policies and we have no control over this data collection.  

We may take photographs, audio recordings and video footage during in-person events, and use them to promote future events. This material may include identifiable images of attendees and/or exhibitors. Further information on image use can be found in Our Legal Terms.    

IMEX in-person events use blue dot wayfinding through the IMEX Events App, to enhance the attendee experience and help attendees navigate the event. If attendees or exhibitors choose to use this wayfinding feature, the resulting data may be used for post-event analysis.

4. Marketing preferences

You can manage your marketing preferences or opt out of receiving marketing communications from us at any time by using the unsubscribe links in our emails or by contacting us. Even if you opt out of marketing, we may still send you service messages related to your registration or the event you are attending.

5. Cookies and similar technologies

Our website uses cookies and similar technologies to provide core functionality, keep you signed in, remember your preferences and analyze traffic. Non-essential cookies, including those used for analytics and advertising, are used only with your consent. You can manage your preferences through our cookie banner or your browser settings. For further details, see our Cookies Policy

6. When we share your personal information with others

We work collaboratively with others as part of providing our services and we may need to share your information with them as follows:

Everyone registered for or attending the event: Our events facilitate all kinds of interaction between those attending. This may include providing your badge, lead scanning, using online services to arrange meetings, send messages to, or network with, other attendees at our events. We will only share your personal data to deliver the event experience you have registered for, and we will only share your personal data with others at our events where we have your consent to do so, or where there is a clear legitimate interest, contractual or legal obligation to do so and the appropriate safeguards for your data are in place

Exhibitors: We may share your information with exhibitors when you register to attend their events taking place at the IMEX event and/or register for or attend meetings with them, so they may contact you regarding this and/or their related products and services

Sponsors: We may tell sponsors that you have visited their section on our platform, or their activation at an event, so that they have this for analytics and marketing purposes

Speakers: We may share your information with speakers when you register for or attend their sessions, so they may contact you regarding this and/or their related products and services.

Consultants, partners and service providers: We may share your information with our consultants and partners to deliver some of the show services such as PR, catering and education programs. This data may include your preferences, such as dietary requirements, educational qualifications, expertise and interests, as necessary to provide these services to you

Sales inquiries and referrals: We may share contact information of registered exhibitors, our official suppliers or our providers in response to inquiries we receive about using those services.

Registered press: We may share contact information of registered press with our registered exhibitors for them to contact you to promote their presence at the show.

Official show suppliers: We may share contact information of exhibitors registered for the show with selected official suppliers who provide key exhibiting services, including internet, electricity and booth construction, booth assessors and sustainability consultants, to enable your participation at our events. View a list of all official suppliers for IMEX America here and for IMEX Frankfurt here.

Travel, transportation and accommodations providers: We may share your contact information, passport or travel ID information, the duration of your stay, including when you arrive in and depart the host city as well as your travel preferences, such as frequent flyer program and dietary requirements for in-flight meals, with our travel agent, hoteliers and ground transfer partners to arrange your travel, transportation and accommodations at the show

CMP accreditation: We may share your email address with the Events Industry Council (EIC) if you attend education at an IMEX event to assign your CMP points. If you are not registered with the EIC, your email address will not be used for any other purpose by them.

Other third-party suppliers: We also work with a number of other suppliers in our business, such as IT and software companies, AI technology suppliers, hosting and communications providers, payroll providers and sustainability consultants, to provide our services to you. These suppliers may need to process your data for us. All of our data processors are contracted to protect your information and comply with applicable data protection law.

Corporate transactions: If we merge, sell or transfer the whole or part of our business or assets, we may transfer personal information to the buyer or transferee.

Professional advisors and insurers: We may have to provide information to our advisors as necessary for running our business.

Regulatory bodies and law enforcement: We may disclose personal information to a third-party authority, such as a law enforcement agency, if required to do so by law.

We may share your personal information across our group of companies (Regent Exhibitions Limited and IMEX America Limited) for reporting, analytics and/or general business operations.

We may also share your personal information with our affiliates and with exhibitors, sponsors, media partners and other third parties, that wish to send you information about their products and services that may be of interest to you. This is determined by your choices in managing your communications preferences and other settings, and we will only share your information in this way if you opt in to this type of marketing.

If you choose to pay us by credit card, we use Stripe for payments. Stripe may collect personal data including through cookies and similar technologies. The personal data Stripe collects may include transactional data and identifying information about devices that connect to its services. Stripe uses this information to operate and improve the services it provides to us, including for fraud detection, loss prevention, authentication and analytics related to the performance of its services. You can learn more about Stripe and read its privacy policy at Stripe privacy policy (https://stripe.com/privacy)

We will not sell your data to a third party. There are a number of organizations that contact our community claiming to have the delegate or attendee lists of our events. We do not share your personal data with such organizations.

7. How we store your information and keep it secure

We’ll take care to ensure that your personal information is secure.

We follow good practice security protocols across our business to ensure that information is protected. We regularly review our information collection, storage and processing practices, including physical security measures, to guard against unauthorized access to our systems.

We restrict access to personal information to IMEX team members, contractors and agents on a need-to-know basis.

When we share information with our suppliers, we enter into agreements with them requiring them to comply with all applicable laws, and control further distribution or disclosure of the information to other parties.

8. How we transfer your information internationally

IMEX is an international business with a global customer base. We may need to transfer personal information between any of the countries we operate in and to our suppliers in other countries. We will only transfer personal data to other countries or international organizations where appropriate safeguards are in place to do so. Whenever we transfer your personal data outside of the UK, we ensure a similar degree of protection is afforded to it by ensuring that (1) we only transfer your personal data to countries that have been deemed by the UK to provide an adequate level of protection for personal data; or (2) we use specific standard contractual terms approved for use in the UK, which give the transferred personal data the same protection as it has in the UK.

9. How long we will hold your information

We will not keep your personal information for longer than necessary for the permitted purposes. We regularly review the data we hold and implement programs to delete unnecessary information from our systems.

We may need to keep certain information for reasonable business or legal purposes, such as accounts information, unsubscribe records, information needed to prevent identity theft, legal disputes and misconduct, to fulfil the purpose for which we collected it. This may include legal, tax, or reporting requirements, even if deletion has been requested.

10. Your data protection rights

You have these rights in relation to the information we process about you:

Access: You can obtain confirmation of whether we hold any personal information about you. If so, you can access your information and details of how we process it, as long as this does not adversely affect the rights and freedoms of others

Rectification: We will rectify any errors in the personal information we hold on request

Erasure: You can ask us to delete your personal information from our systems in the following situations:

The information is no longer necessary for the purpose for which it was collected.
You withdraw your consent on which the information processing is based and there is no other legal ground for the processing.
You object to the information processing and there are no overriding legitimate grounds for the processing.
The information has been unlawfully processed.
The information has to be deleted for compliance with a legal obligation to which we are subject.

Right to restrict processing: You have the right to restrict our information processing on specified grounds

Notification: Where you’ve asked us to rectify, delete or restrict processing of your information, we will pass on your instructions to anyone we’ve shared your information with, unless this proves impossible or involves disproportionate effort, in which case we will let you know

Data portability: You have the right in specific circumstances to receive your information in a structured, commonly used and machine-readable format and have the right to transmit the information to another entity without hindrance

Right to object: In certain circumstances, you have the right to object to our processing of your information, including in relation to profiling, direct marketing, or scientific or historical research purposes

Automated decision making: We don’t carry out this kind of decision making. However, for your information, you have the right not to be subject to a decision based solely on automated processing, including profiling, which produces legal effects concerning you, unless this is necessary for our contract, is authorized under applicable law or is based on your explicit consent

11. How to exercise your rights

To exercise any of your rights, contact us at [email protected]. We may need evidence of your identity, in which case we will provide you with a form to complete and return to us.

If you’re requesting access to your information, the first copy will be provided without charge, but reasonable administration fees will be charged for additional or subsequent copies. We may refuse repeated or excessive requests.

We will respond to your requests without undue delay and in any event within one month.

Please note that if you delete or restrict information we hold about you, it may prevent you from making full use of our services.

12. Contacting us about your privacy or making a complaint

If you have any questions or comments about data protection, contact us at  [email protected] or by post using our registered office address.

If you want to make a complaint about how your personal data is being processed by us, contact our Data Protection Manager. Our complaints procedure is available here.

You also have the right to lodge a complaint directly with the supervisory authority, the Information Commissioner’s Office. We ask that you contact us in the first instance, to give us the opportunity to address your complaint.

13. Representative in the European Union according to Article 27 GDPR

We are established in the United Kingdom and do not have an establishment in the European Economic Area (EEA). Because we offer goods and services to individuals in the EEA and may process their personal data, we have appointed a European representative under Article 27 of the EU GDPR. The European representative serves as a point of contact for data subjects and supervisory authorities in the EEA regarding our processing of personal data, including handling privacy inquiries and rights requests on our behalf. This appointment does not affect our role as the controller of your personal data, nor does it limit your ability to contact us directly. You can reach our European representative at:

WINHELLER Rechtsanwaltsgesellschaft mbH

Tower 185, Friedrich-Ebert-Anlage 35-37

60327 Frankfurt am Main

Germany

Phone: +49 69 76 75 77 80

Fax: +49 69 76 75 77 810

Email: [email protected]

14. Changes to this privacy policy

We will regularly review and update this Privacy Policy.

This notice applies from 25 May 2018.

This notice was last updated August 2026

15. Legal information about our events

View our legal terms.