- 1. Personal information we collect about you
- 2. How we will use your personal information
- 3. Electronic badges and lead scanning
- 4. When we share your personal information with others
- 5. How we store your information and keep it secure
- 6. How we transfer your information internationally
- 7. How long we will hold your information
- 8. Your data protection rights
- 9. How to exercise your rights
- 10. Making a complaint
- 11. Contacting us about your privacy
- 12. Representative in the European Union according to Article 27 GDPR
- 14. Data agreements
- 15. Legal information about our events
1. Personal information we collect about you
We may collect the following personal information about you.
Information you provide directly to us
We will collect personal information from you when we communicate with you, when you register for an IMEX event, when you attend an IMEX event and when you subscribe to IMEX email lists.
The information we collect may include:
- Contact details, such as your name, email address, postal address, phone numbers
- Payment information, such as credit or debit card numbers, or bank details
- Employment details, such as work position, professional background, work email address and contact details
- Event details, such as seminars and events booked/attended, areas of interest, exhibitors of interest (see the ‘Electronic badges and lead scanning’ section of this policy) and images and videos of you taken at our events (see the ‘Photography and filming’ section of Our legal terms)
- Any other personal information you choose to provide or send to us via communications
We ask that you do not disclose to us any sensitive personal information e.g. information revealing racial or ethnic origin, political opinions, religion or philosophical beliefs, trade union membership, genetic data, biometric data for identification purposes, or data concerning health, sex life or sexual orientation.
Data we derive through your interactions with us
General user information about your computer and your visits to our website (including your IP address, location, browser, operating system, referral source, length of visit and the pages you visit). This information can be facilitated by cookies (see our Cookies policy).
Other information that may be generated when you use our website, interact with us online or attend our events.
2. How we will use your personal information
- To administer our events, our websites and our business
- To enable your use of our services, including registration and attendance at our events
- To respond to your requests for information
- To send you email or postal mail e.g. tickets, brochures or newsletters that you have specifically requested
- To send invoices, reports, statements, payment reminders and collect payments from you
- To deal with any enquiries 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, including conducting internal analyses
- To keep our events and systems secure and prevent fraud
- To send you other necessary information about our services and our relationship
- To contact you about new IMEX services, offers, events or news where it is legitimate for us to do so
- To otherwise manage our relationship with you or comply with our contractual obligations
- As is otherwise necessary for our legitimate business interests
3. Electronic badges and lead scanning
We use badge scanning technology at our live events for security reasons and to help improve your experience and network effectively with our delegates and exhibitors.
Everyone attending our live events requires an official, printed badge. The information displayed will be provided by you during registration, either online or on site.
You will need to allow us to scan your badge to gain entry on to the show floor and other restricted areas. All other badge scanning is optional.
If you allow anyone on the show floor or elsewhere in the exhibition to scan your badge, you are providing a copy of some of your registration information, just as if you were handing them a business card. The third party may use this information to contact you after the event. The third party’s use of your information in this situation is subject to your direct relationship with them and their own privacy policies.
5. 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 unauthorised access to our systems.
We restrict access to personal information to IMEX staff, 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 controlling further distribution or disclosure of the information to other parties.
6. 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 organisations where appropriate safeguards are in place to do so. We take steps, including through contracts, intended to ensure that the information continues to be protected wherever it is located in a manner consistent with the standards of protection required under applicable law.
7. 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 programmes to delete unnecessary information from our systems.
We may need to keep certain information for reasonable business or legal purposes (e.g. accounts information, unsubscribe records, information needed to prevent identity theft, legal disputes and misconduct) even if deletion has been requested.
8. Your data protection rights
You have these rights in relation to your information:
- 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 where 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 (where automated processing is based on consent) 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 individual 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 authorised under applicable law or is based on your explicit consent.
9. 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.
10. Making a complaint
If you want to make a complaint about how your personal data is being processed by us, please 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.
11. Contacting us about your privacy
If you have any questions or comments about data protection please contact us at [email protected] or by post using our registered office address. For any other questions or comments, please contact us.
We are Regent Exhibitions Limited, company number 04244004 with our registered office at The Agora, First Floor, Ellen Street, Hove, East Sussex, BN3 3LN, United Kingdom.
12. Representative in the European Union according to Article 27 GDPR
We have appointed the following law firm as our Representative in the European Union:
WINHELLER Rechtsanwaltsgesellschaft mbH
Tower 185, Friedrich-Ebert-Anlage 35-37
60327 Frankfurt am Main
Phone: +49 69 76 75 77 80
Fax: +49 69 76 75 77 810
Email: [email protected]
This notice applies from 25 May 2018.
This notice was last updated 4 January 2024.
14. Data agreements
We use these agreements with our partners when sharing your personal data.
15. Legal information about our events
View our legal terms