1. Introduction

Zenck Ltd (“Zenck”, “we”, “us”, “our”) is an independent event organiser and is the data controller responsible for your personal information. 

Registered office: 162-164 High Street, Rayleigh, Essex, England, SS6 7BS

Company No. 15241313

We are registered with the Information Commission No (TBA)

Telephone: +44 208 142 9887

This Privacy Notice explains how we collect, use, store, share and protect personal information when you visit our website, register for or visit our events, subscribe to our communications, enquire about our services, or otherwise interact with us.

We are committed to protecting your privacy and processing your personal information in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and the Privacy and Electronic Communications Regulations (PECR).

2. Information we collect

Information you provide

• Name, job title and company 
• Email address, telephone number and postal address
• Professional details, such as your type of business or your position.
• Event registration details
• Details you agree to share, such as a biography, photograph and approved quotes
• Accessibility or dietary requirements, only if you choose to tell us
• Billing and invoicing details (card payments are handled by our payment provider and we do not store full card numbers)
• Marketing preferences
• Images or footage of you at our events
• Information provided through correspondence, surveys or feedback forms

If you give us information about a colleague, for example when registering them, please make sure they have seen this Notice.

Information collected automatically

When you visit our websites, we may collect:

• IP address
• Device information, browser type and version, and operating system
• Website usage information, pages viewed and referral source
• Cookies and analytics data

Please read our Cookie Notice.

3. How we use your information and our legal basis

UK data protection law requires a legal basis for each use of your information. We use it as follows.

Purpose

Legal basis

Event registration and administration - Contractual necessity. 

Attendee applications and bookings, including contracts and invoices - Contractual necessity

Providing important event specific updates, such as timings, venue information and changes to the programm - Contractual necessity

Running the content programme, advisory group meetings, round tables and launch events - Legitimate interests 

Publishing approved speaker and advisory group names and photographs - Consent or contract, as agreed with you

Responding to enquiries and requests made through our contact forms, by email or by phone - Legitimate interests

Meeting accessibility or dietary needs - Explicit consent, where the information relates to your health

Marketing communications -Consent. For existing business contacts we may rely on legitimate interests.

Website analytics, performance monitoring and improving our websites, services and events, including analysing engagement and audience behaviour - Consent for non-essential cookies. 

Event planning and business development - Legitimate interests

Keeping the event safe and secure, and complying with legal, regulatory and accounting obligation - Legal obligation 

We do not sell your personal information, and we do not make decisions about you using solely automated processing.

4. Marketing communications

Where you have given consent, or where the law otherwise allows, we may send you information about:

• Other relevant events organised by Zenck Ltd
• Brand, partner, speaker, exhibitor and sponsor announcements
• Industry news and insights
• Networking opportunities
• Research, content and educational initiatives
• Products and services that may be relevant to your professional interests

You can withdraw your consent or unsubscribe at any time by using the unsubscribe link in any of our emails or by contacting us directly. 

We keep a record of your opt-out so that we do not contact you again.

5. Sharing your information

We share your personal information only where needed for the purposes in this Notice, with:

• Event registration, ticketing and badging providers
• CRM and email marketing platforms
• Payment processing providers
• Event technology suppliers, website developers and designers
• The event venue for access control, security and health and safety
• Advisory group members and speakers, limited to what is needed to run sessions 
• Professional advisers, legal representatives, accountants and insurers
• Regulatory authorities and law enforcement where required by law

We never pass visitor lists to exhibitors or sponsors for their own marketing without your consent. If you choose to have your badge scanned at a stand, that exhibitor will receive your details.

6. Photography and filming

We photograph and film our events to promote them and future editions. Images may appear on our websites, in newsletters, on social media and in trade press.

We rely on our legitimate interests to capture general event scenes, and signs at the entrance will tell you that filming is taking place. Close-up portraits and filmed interviews are only taken with your agreement. If you would prefer not to be photographed, please tell our team or the photographer on the day, or email nathan@zenck.co.uk afterwards and we will remove identifiable images of you from future use where we reasonably can.

7. International data transfers

Some of our suppliers and service providers may process information outside the United Kingdom. Where this happens, we make sure appropriate safeguards are in place through:

• UK adequacy regulations
• International Data Transfer Agreements (IDTAs)
• the UK Addendum to the EU Standard Contractual Clauses

8. Data retention

We keep personal information only for as long as necessary to fulfil the purposes for which it was collected, including legal, accounting and reporting requirements. Typical retention periods are:

• Event registration and attendance records: up to 5 years
• Business enquiries: up to 3 years
• Marketing subscriptions - until consent is withdrawn, after which we keep a suppression record so we do not contact you again
• Financial and transactional records, including exhibitor and sponsor contracts: 6 years
• Accessibility and dietary information: deleted within 3 months after the event
• Event photographs and video: kept in our archive for promotional use, and removed on a valid request

When a retention period ends, personal information is securely deleted or anonymised.

9. Security

We maintain appropriate technical and organisational measures to protect personal information, including:

• Secure hosting environments
• Encrypted data transmission
• Access controls and authentication procedures
• Regular staff training and awareness
• Regular security reviews

10. Your rights

Under UK GDPR, you have the right to:

• access your personal information
• correct inaccurate or incomplete information
• request erasure of your information
• restrict processing
• object to processing, including for direct marketing
• request data portability
• withdraw consent at any time, where we rely on consent
• not be subject to solely automated decision-making

To exercise any of these rights, please contact us using the details below. We will respond within one month.

If you are unhappy with how we have handled your information, please contact us first so we can try to put it right. You also have the right to complain to the Information Commissioner at www.ico.org.uk or on 0303 123 1113.

11. Contact us

For questions about this Privacy Notice or how we handle your personal information, please contact:

Nathan Garnett 

Email: nathan@zenck.co.uk
Telephone: +44 208 142 9887

12. Changes to this Privacy Notice

We may update this Privacy Notice from time to time to reflect changes in our practices, suppliers, legal requirements or business operations. The most recent version will always be available on www.zenck.co.uk.