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ABE Expo Privacy Policy

Effective Date: 02/11/2025

 

1. Introduction

ABE Expo (“we,” “us,” “our”) respects your privacy. We are committed to protecting the personal data of all individuals we interact with (e.g., exhibitors, attendees, speakers, suppliers, partners, visitors). This Privacy Policy explains:

1. What personal information we collect

2. Why and how we use it

3. The rights you have regarding your data

4. With whom we might share it

5. How long we keep it

6. How we protect it

We process your data in accordance with the UK GDPR, the Data Protection Act 2018, and other applicable data protection laws.

 

2. Who Is Responsible and How to Contact Us

We act as joint controllers for the personal data we collect in relation to ABE Expo’s operations.

Our UK contact (for data protection matters):
ABE Expo Sole Trader 
Email: info@abeexpo.co.uk
Phone: 07564 206960
Website: www.abeexpo.co.uk

If you have questions or want to exercise your data rights (see Section 10), please get in touch via those contacts.

 

3. What Is “Personal Data”?

“Personal data” means any information that identifies you, either directly or indirectly — e.g., your name, address, email, telephone number, IP address, company affiliation, job title, or other identifiers.

 

4. Who This Policy Covers

This policy applies to:

• Exhibitors (current, prospective, and past)

• Attendees, visitors, and potential visitors

• Speakers and their representatives

• Sponsors, advertisers, and partners

• Users of our websites, apps, newsletters, and digital tools

• Suppliers and business contacts

• Users of any community or networking platforms linked to the event

 

5. What Data We Collect & When

5.1 Basic & Profile Data

We may collect:

• Identity and contact information (name, title, email, phone, address, etc.)

• Company and professional details (employer, job title, industry, VAT number, etc.)

• Preferences, interests, and communications preferences

• Social media or public information to enrich our records

5.2 Event & Interaction Data

Depending on how you interact with us, we may collect:

• Your event registrations, attendance, and visit history

• The exhibitors or sessions you expressed interest in

• Use of “smart badge” or other tracking technologies during the event

• Actions you take within our websites, apps, or community platforms

• Any content you submit (e.g., social connections, messages, meeting requests)

5.3 Technical & Usage Data

We also collect:

• IP address and device/browser information

• Cookies, analytics, or tracking data

• Log data on how you use our digital services

5.4 External & Third‑Party Data

We may augment our records using external sources (e.g., public directories, business databases) to keep our information accurate and improve our services.

5.5 Special Event Technologies

• Smart Badge / Digital Business Card: If you use these, we may share your business card details with exhibitors or collect your movements in the event area.

• Call Recording: Phone calls with our support center may be recorded for quality and training.

• Security Cameras & Event Photography: We use surveillance for security, and photographers may take pictures during events for marketing materials.

5.6 Legal & Compliance Data

We may collect documentation required for compliance (e.g., anti–money laundering checks, beneficial ownership, identity verification).

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6. Why We Process Your Data (Legal Bases)

We process personal data under one or more of these legal bases:

• Consent: where you opt in (for newsletters, marketing, etc.)

• Contract / Pre-contractual: to deliver services or process registrations

• Legitimate interests: e.g., improving our event services, marketing (balanced against your rights)

• Legal obligations: where law requires us to collect or store certain data

Purposes include:

• Managing event registration, attendance, ticketing

• Operating the event experience (badge scanning, visitor tracking)

• Communication (newsletters, updates, marketing)

• Security, fraud prevention, legal compliance

• Analytics, business planning, customer relationship management

• Photography, video, and promotional content

You can withdraw your consent at any time (see Section 10), though doing so may affect your ability to use some services.

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7. Who We Share Your Data With

We may share your personal data with:

• Within our Group or affiliated entities for lawful event-related purposes

• Service providers, contractors, or partners (e.g., IT providers, venue services, logistics) — always under strict confidentiality

• Exhibitors, sponsors, or partners (if you have opted in or as part of the event service)

• Advertising or media partners, with respect to marketing communications

• Third parties in connection with business transactions (mergers, sales, reorganisations)

• Public authorities or legal bodies when required by law

All recipients are obligated to protect your data and only use it for the purposes we specify.

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8. Transfers Outside the UK / EEA

Your data may be transferred outside the UK or European Economic Area (EEA). In those cases, we ensure appropriate safeguards are in place (e.g., Standard Contractual Clauses, data protection agreements) to maintain a high level of protection.

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9. How Long We Keep Your Data

We keep your data only as long as necessary for the purposes described, subject to legal or contractual retention requirements:

Data TypeRetention Period

Prospects / leadsUp to 4 years (unless renewed interactions)

Event participants (exhibitors, attendees, speakers)While contract is active, then up to 10 years for legal claims, accounting, or litigation

Call recordingsTypically 1 month

Camera footageTypically 1 month (unless relevant for legal/security investigation)

AML / compliance documents10 years (or longer, per law)

Newsletter subscriptionsUntil you unsubscribe (for paid subscriptions, follow contract retention)

Anonymised / aggregated dataMay be kept indefinitely for statistical / analytical use

If legal or administrative proceedings are ongoing, we may suspend deletion until resolved.

You also have a right to request deletion in certain circumstances (see Section 10).

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10. Your Rights

You have certain rights regarding the personal data we hold about you under the UK GDPR and related laws. These include the right to:

1. Access your data – You can request a copy of the personal information we hold about you.

2. Correct your data – If any of your personal data is inaccurate or incomplete, you can ask us to correct it.

3. Delete your data – You can request that we erase your personal data where we are not legally required to keep it.

4. Restrict processing – You may ask us to limit how we process your data in certain circumstances.

5. Object to processing – You can object to the processing of your personal data based on legitimate interests or for direct marketing purposes.

6. Data portability – You can request your personal data in a structured, commonly used format and transfer it to another organisation where applicable.

7. Withdraw consent – If we process your data based on your consent (e.g., for marketing), you may withdraw it at any time.

To exercise your rights, please contact us at:

Email: info@abeexpo.co.uk
Phone: 07564 206960
Website: www.abeexpo.co.uk

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We may need to verify your identity before responding to your request. We will respond to your request within one month unless the request is complex or numerous, in which case we may extend this by a further two months.

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You also have the right to lodge a complaint with the UK Information Commissioner’s Office (ICO) if you believe your data has been mishandled.

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11. Cookies and Tracking

Our websites may use cookies, analytics, and similar technologies to enhance your experience. Cookies help us:

• Remember your preferences

• Measure website traffic and performance

• Personalise content and communications

• Analyse event-related digital interactions

You can manage or disable cookies via your browser settings. Note that some features of our website may not function properly if cookies are blocked.

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12. Security

We take the protection of your personal data seriously. We use appropriate technical and organisational measures to protect your information against loss, theft, unauthorised access, disclosure, or destruction.

Measures include:

• Encryption of sensitive data

• Secure storage and restricted access

• Regular monitoring of systems

• Staff training on data protection

While we strive to protect your data, no system can be guaranteed to be 100% secure. By interacting with us online or at events, you accept a reasonable level of risk.

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13. Children

ABE Expo events and websites are intended for adults. We do not knowingly collect personal data from children under 16. If you believe we have inadvertently collected data from a child, please contact us so we can delete it.

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14. Updates to This Privacy Policy

We may update this Privacy Policy from time to time. Any updates will be posted on our website at www.abeexpo.co.uk with the “Effective Date” updated. Please review it regularly to stay informed of how we protect your personal data.

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15. Contact Us

For questions, concerns, or to exercise your rights, please contact:

ABE Expo Ltd
Email: info@abeexpo.co.uk
Phone: 07564 206960
Website: www.abeexpo.co.uk

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