Privacy Policy
Last updated on: 18th May 2026
1. Introduction
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.
2. Data Controller Details
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. Email: hello@aixconf.co.uk.
3. Information We Collect
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
4. How We Use Your Information and Legal Basis
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
5. Legitimate Interests
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.
6. Data Sharing
We share personal data with trusted third parties where necessary:
Ticketing platform (TicketTailor)
Payment processor (Stripe)
Email marketing provider (Mailchimp)
These providers act as data processors on our behalf. We do not sell your personal data.
7. International Data Transfers
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.
8. Data Retention
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
9. Your Rights
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
10. Cookies and Analytics
We may use privacy-focused analytics tools, such as Umami, and referral tracking links to understand website usage. Where cookies are used, you will be given clear choices to accept or reject them.
11. Providing Your Data
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.
12. Automated Decision-Making
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.
13. Source of Data
We collect personal data directly from you when you purchase a ticket, sign up for emails, or contact us.
14. Special Category Data
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.
15. Changes to This Policy
We may update this Privacy Policy from time to time. Any changes will be published on our website.
16. Contact Us
If you have any questions about this Privacy Policy, contact us at: hello@aixconf.co.uk
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