Data Controller

KonnectHouse Limited
3 Corseley Road
Tunbridge Wells
TN3 9RH
Email: [email protected]
Company Registration Number: 15924254

At KonnectHouse, we are committed to protecting your personal information and respecting your privacy. This Privacy Policy outlines how we collect, use, share, and store your personal data in connection with our events, including conferences, webinars, roundtables, and networking meetups.

What this policy covers:

This policy explains how we collect, use, share and store your personal data in connection with our business activities in the UK, Germany, USA and globally. These include physical events (conferences, round-tables, exhibitions), online events/webinars, networking meet-ups, ticketing services, sponsorship and lead-sharing arrangements, marketing communications, and related services.
Whether you are attending a live event in Germany, registering for a webinar, sponsoring an event in the USA or purchasing a ticket in the UK, this policy applies.

1. Information We Collect

We collect and process the following categories of personal data:

• • Identity Data: Name, job title, company/organisation, industry, professional interests
  • Contact Data: Email address, business phone number, LinkedIn or other professional profile, business address
  • Event Data: Event registration details, session selections, attendance history, ticket type, networking preferences, badge scans, webcam/attendance logs (for webinars)
  • Financial Data: Payment information (processed via third-party payment processors such as Stripe), invoice and billing details
  • Technical Data: IP address, browser type, device information, cookies, event platform usage metrics
  • Marketing Data: Your preferences for receiving marketing communications, click/interaction behaviour, survey responses
  • Visual/Media Data: Photographs, video, audio recordings taken at events (live or online)
  • Voluntary Data: Any additional information you provide via registration forms, surveys, event feedback or direct communications
    
    

2. Legal Basis for Processing

Depending on the activity and jurisdiction, we rely on one or more of the following legal bases for processing your personal data:

• Performance of a contract: For event registration, ticket purchase, webinar participation, attendance confirmations, delivery of services.
• Consent: When you tick an explicit opt-in for marketing communications, sponsor data-sharing, media use of your image/voice for promotional purposes.
• Legitimate interests: For improving our events and services, managing our business operations, ensuring security and fraud prevention, analysing attendance data (where such interests are not overridden by your rights).
• Legal obligation: Where we must collect or retain data to comply with tax, accounting or regulatory requirements in the UK, Germany, USA or any applicable jurisdiction.

 

3. How We Use Your Information

Core Event & Service Functions

We use your data to:

• Register and manage your attendance at physical or online events/webinars.
• Communicate event information, logistics, ticket confirmations, agenda changes, access links.
• Personalise your experience (e.g., matchmaking, agenda recommendations, networking suggestions).
• Provide customer support, respond to your enquiries or requests.
• Process payments, issue invoices, manage refunds, enforce ticketing terms.
  
  

Marketing & Promotional Uses (with your consent)

With your explicit consent, we may:

• Send you marketing communications about upcoming KonnectHouse events, related services, content, industry insights and networking opportunities.
• Share your professional contact details (name, job title, company, email address, business phone) with event sponsors or partners for follow-up relevant to the event.
• Use photographs, video or audio recordings featuring you in promotional materials, our website, social media, event collateral.
  
  

Legitimate-Interest Uses

Where applicable we may process data on the basis of our legitimate interests to:

• Analyse attendance, engagement, session popularity, demographics and feedback to improve future events.
• Monitor and manage event security, fraud prevention, badging/check-in systems.
• Manage our internal operations, IT systems, audits, legal compliance and risk management.
  
  

4. Data Sharing & Recipients

We may share your personal data with the following categories of recipients:

• Service Providers: Registration platforms, ticketing/payment processors (e.g., Stripe), webinar/virtual event platforms, email-marketing tools, analytics and survey providers, photography/video production agencies.
• Event Stakeholders (only with your explicit consent): Event sponsors, exhibitors, partners and other attendees (only where you opted-in and agreed to networking sharing) for the purposes of post-event follow-up, networking and relevant business offers.
• Legal/Regulatory Recipients: Courts, regulatory or tax authorities, professional advisors (lawyers, auditors) where required by law.
• International Transfers: Some service providers may be located outside the UK, EU/EEA or USA. Where data is transferred internationally, we will ensure appropriate safeguards (e.g., UK adequacy decisions, EU Standard Contractual Clauses, Binding Corporate Rules) are in place.
  
  

5. Specific Considerations for Germany & USA

Germany (events held in Germany or attendees resident in Germany)

• We comply with the German Federal Data Protection Act (BDSG) and GDPR requirements for processing and sharing your data.
• For sponsors: sharing of your professional contact details will only happen if you provide explicit consent in the registration process.
• We provide an Impressum on our website as required by German Telemedia Act.
  
  

USA (webinars, USA-based attendees or sponsors)

1. While there is no federal US equivalent to GDPR, we comply with relevant US state laws (e.g., California Consumer Privacy Act – CCPA/CPRA) where applicable: you have rights regarding access, deletion and opt-out of sale of your personal data.
2. We do not “sell” your personal data unless you explicitly opt-in to third-party sharing beyond sponsors referenced above.
   
   

6. Data Retention

We retain your personal data according to the following standard periods, unless a different retention period is required or permitted by law:

• Event Data (attendance, registration, tickets): Up to 3 years from your last interaction with the event network.
• Marketing Data (consent, communication preferences, inactivity): Until you withdraw consent or 5 years of inactivity.
• Financial and Billing Data: 7 years (to meet UK/German/US tax and accounting obligations).
• Visual/Media Content (photos / video with your image): Up to 5 years unless you request erasure earlier.
• Technical/Analytical Data (cookies, logs): Up to 13 months or as required under analytics frameworks.
  
  

You may request earlier deletion or anonymisation of your personal data by contacting us.

7. Data Security

We implement appropriate technical and organisational measures to protect your personal data, including:

• Encryption of data in transit and at rest
• Strong access controls and authentication systems
• Regular security assessments, monitoring and staff training
• Incident-response procedures and breach management protocols
  
  

8. Your Rights

Under UK & EU GDPR

If you are located in the UK, the EU, or Germany, you have the following rights:

• Access: Request a copy of your personal data we hold.
• Rectification: Correct inaccurate or incomplete data.
• Erasure (“right to be forgotten”): Request deletion of your data (subject to legal obligations).
• Restrict Processing: Ask us to limit how we use your data.
• Data Portability: Receive your data in a portable, structured format.
• Object: Object to processing based on legitimate interests.
• Withdraw Consent: Withdraw any permission you gave for processing or sharing.
• Not be subject to decisions based solely on automated processing (where relevant).
  
  

Under US Laws (e.g., CCPA/CPRA)

If you are a resident of California (or other US states with similar laws), you have the right to:

• Request access to your personal data.
• Request deletion of your personal data, subject to certain exceptions.
• Opt-out of the “sale” of your personal data (we don’t sell your data beyond sponsors as described).
• Non-discrimination if you exercise your privacy rights.
  
  

To exercise any of these rights, please contact us at: [email protected]
We aim to respond within one month of your request.

9. Cookies & Online Tracking

We use cookies and similar tracking technologies to:

• Remember your preferences and settings.
• Analyse website and platform usage to improve our services.
• Provide targeted marketing or advertising (only with your consent where required by law).
  
  

For detailed information on the cookies we use, please see our Cookie Policy.

10. Updates to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal obligations, or regulatory environments. We will notify you by email or through a prominent notice on our website when significant changes occur.

Please check the effective date at the top of the policy to know when it was last updated.

11. Contact Information

If you have any questions, concerns or wish to exercise your rights, please contact us at:

KonnectHouse Ltd
Email: [email protected]

If you are resident in the UK or EU and wish to lodge a complaint with a supervisory authority:

• UK: Information Commissioner’s Office (ICO) – https://ico.org.uk
• Germany: Federal Commissioner for Data Protection and Freedom of Information (BfDI) – https://bfdi.bund.de
• USA: for California residents, you can contact the California Attorney General’s Office – https://oag.ca.gov