Privacy Policy

This Privacy Policy explains how AiX Conference (“we”, “us”, “our”) collects, uses, and protects your personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

AiX Conference operates as a sole trader. Our address is 115 New Bridge Street, Newcastle upon Tyne, Tyne and Wear, NE1 2SW, United Kingdom. Contact details: Telephone: +44 7719 612421 (+447719612421). Email: hello@aixconf.co.uk.

We may collect and process the following personal data:

• Full name
• Email address
• Job title and company name
• Payment information (processed via third-party providers)
• Dietary requirements (if provided)
• Any information you provide when contacting us

When you submit an application or enquiry form on this website, we use your details to respond to that request. Form details aren’t added to marketing lists unless you tick the box.

We process your personal data for the following purposes:

• To process ticket purchases and manage attendance — Legal basis: Contractual necessity
• To communicate important event information, such as updates and logistics — Legal basis: Contractual necessity
• To send marketing communications about future events — Legal basis: Legitimate interests and/or consent
• To provide customer support — Legal basis: Legitimate interests
• To comply with legal obligations, such as tax and accounting — Legal basis: Legal obligation

Where we rely on legitimate interests, these include growing and promoting AiX Conference, informing past attendees about relevant future events, and improving our services and event experience. We ensure these interests do not override your rights and freedoms. You can object to this processing at any time by contacting us.

We share personal data with trusted third parties where necessary:

• Ticketing platform (TicketTailor)
• Payment processor (Stripe)
• Email marketing provider (MailerLite)
• Website analytics provider (Cloudflare Web Analytics, provided by Cloudflare, Inc.)

These providers act as data processors on our behalf. We do not sell your personal data.

Some of our service providers are based outside the UK. This means your data may be transferred internationally, for example to the United States. Where this occurs, we ensure appropriate safeguards are in place, such as the UK International Data Transfer Agreement (IDTA) and adequacy regulations where applicable.

We retain personal data as follows:

• Ticket purchase and financial data: up to 6 years (for legal and tax purposes)
• Marketing data (email subscribers): until you unsubscribe
• General enquiries: for as long as necessary to resolve your request

Under UK GDPR, you have the right to:

• Access your personal data
• Correct inaccurate data
• Request deletion of your data
• Restrict processing
• Data portability
• Object to processing
• Withdraw consent at any time (where applicable)

To exercise your rights, contact: hello@aixconf.co.uk

Cookies

The AiX website doesn't set any cookies or store anything on your device. Our analytics (Umami) is cookie-free and doesn't identify you.

Buying tickets

Tickets are sold through Ticket Tailor. When you click a "Get tickets" button, we load Ticket Tailor's ticket checkout over the page. Only then does Ticket Tailor set a small number of cookies needed to run your order and keep checkout secure (for example, TT_SessionID, __checkout_queue_session, cf_clearance and AWSALB/AWSALBCORS). These are strictly necessary for the checkout you've asked for, so we don't ask for separate consent. No Ticket Tailor cookies are set if you just browse the site.

Ticket Tailor handles your order details as a separate service. You can read their privacy policy and cookie policy.

We may use privacy-focused analytics tools, such as Umami, and referral tracking links to understand website usage.

We also use Cloudflare Web Analytics to understand how the website is used and how quickly pages load. It doesn’t use cookies, local storage or fingerprinting, and it doesn’t track you across other websites. When you visit a page, it collects the page address (URL), the referring page, your browser and device type (from your browser’s user agent), your country (worked out from your IP address, which is not stored) and page load performance measurements. Cloudflare, Inc. processes this data on our behalf as our data processor. You can read more in Cloudflare’s privacy policy.

Providing your personal data, such as name, email address, job title, and company, is required to purchase a ticket and attend the event. If you do not provide this information, we may not be able to fulfil your booking.

We do not use automated decision-making or profiling that produces legal or similarly significant effects. We may use basic automated email flows, such as confirmations or reminders, but these do not involve decision-making about you.

We collect personal data directly from you when you purchase a ticket, sign up for emails, or contact us.

If you provide dietary requirements, this may constitute special category data. We process this information only with your explicit consent and solely for the purpose of catering and event accessibility.

We may update this Privacy Policy from time to time. Any changes will be published on our website.

If you have any questions about this Privacy Policy, contact us at: hello@aixconf.co.uk