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Privacy Policy

1. Introduction

Department.Events is a service provided and run by Live Group. This Privacy Notice is intended to describe the practices which Live Group follows in relation to the Delegate Management System (“DMS”) with respect to the privacy of all individuals whose personal data is processed and stored in the DMS.

2. Who manages the DMS?

The DMS is managed, maintained and licensed by Live Group Ltd. Unit 9 Princess Mews, Horace Road, Kingston-Upon-Thames, Surrey, KT1 2SZ, United Kingdom. The data which you provide through the DMS is shared with the licensee of the DMS – the Data Controller. If you are in doubt of who the data controller for your event is please contact Live Group via e-mail [email protected] and we will be able to confirm these details. The DMS is hosted on servers that are located in the United Kingdom.

3. Why do we need your information?

The purpose of the DMS is to facilitate the organization and management of events, including arranging accommodation and meals for attendees. Personal Data is collected and processed in the DMS in order to facilitate the organization of the meetings, conferences or events. This may include, e.g. obtaining the dietary and other additional requirements of event attendees. Such Personal Data will be shared with relevant third parties who have involvement in the event (e.g. the owners of the venue or hotel where the event is being held).

Your personal data is shared with the Data Controller of a given event in order for them to update their records, or check on the status of your registration. Processing is necessary for the purposes of the terms and conditions of this system and legitimate interests pursued by the data controller for a given event or by a third party, except where such interests are overridden by the interests or fundamental rights and freedoms of the data subject which require protection of personal data.

The provision of your personal data to Live Group is optional, however, please be aware that if you do not provide us with all or part of your personal data, we may not be able to carry out the purposes for processing which are set out above.

Additional Use of Information:
We may also use your personal information to contact you about other services and offerings from Live Group. By providing your personal data to Live Group, you consent to receiving such communications unless you expressly opt out.

4. What type of personal data is processed in the DMS?

The DMS processes the following categories of personal data (note the list below is non-exhaustive as the data request fields may be edited by Live Group or the event’s Data Controller, depending on the nature of the event):

  • Contact Details
  • Name
  • Company and job information
  • Dietary restrictions
  • Special accessibility needs
  • Information about accommodation
  • User name and passwords
  • Web click data, cookies etc.
  • Requests for consent when filming and photography are taking place at an event

Unless explicitly requested by the event’s Data Controller for the purposes of pre-registration, your personal data will always be voluntarily provided by you by completing the event registration form.

If you wish to register for the event without completing the registration form on the platform, you should contact the Data Controller for your event or, if unsure who to contact, contact Live Group at [email protected]

You can delete your data at any time by emailing [email protected] with the subject header ‘REMOVE MY DATA’ from the email address associated with your account. Please note that if you delete your data before the event, we may not be able to permit you entry to the event.

5. Sensitive Personal Data

Sensitive (Special Category) personal data reveals your racial or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, genetic data, biometric data, data concerning health or data concerning sex life or sexual orientation. The following sensitive personal data is collected and processed in the DMS:

  • Information relating to an individual’s health (e.g. special accessibility needs and food allergies) may be processed in the DMS if it is relevant to an event that they are attending. The accessibility needs information is requested to help support individuals at events if needed.
  • Information relating to an individual’s dietary requirements may be considered sensitive personal information where it indicates religious beliefs.

6. Who can access your information?

Your personal data may be accessed in the DMS by the following persons/teams:

  • System Administrators who are assigned to work on a particular event
  • Event Organisers
  • Event Attendees (delegates); and
  • Third parties who are involved in the event, e.g. hotel staff/ venue managers.

The access rights and locations of these persons/teams are as follows:

  • Client Administrators who are assigned to work on a particular event have read/write/delete access to all Personal Data.
  • Super Administrators (Live Group only). There is a team of 12 people based in the UK who have super administrator permissions. This means that they have full access to all data within the DMS and can grant access to DMS to authorised personnel.
  • Event Attendees. Users have read/write access to their personal profile only. Some of data is visible and editable, but not all.

7. Data retention

The policies and/or procedures for the retention of personal data in the DMS are as follows:

  • After a meeting or event is completed, information relating to the event attendees (delegates) themselves will be deleted from the system when it is no longer required.
  • Global System Owners will undertake a review of the system annually and delete the user registration record of any user who is inactive in the system within the last 18 months.
  • Following any requests from delegates, as detailed in section 4.

8. Security

Live Group is committed to making sure that your personal data is kept secure. In order to prevent unauthorised access or disclosure, Live Group has put in place appropriate technical and organizational measures to safeguard and secure your personal data. All Live Group personnel and any third parties which Live Group engages to process your personal data are obliged to respect the confidentiality of your data and comply with all the relevant data protection and privacy laws.

9. Controlling your personal data

The Live Group will never sell or lease your personal data to third parties.

We will only share your personal data with third parties when required to do so in order to deliver the required event experience (eg to ensure you get your dietary requirements) or when we are required by law to do so.

You are legally entitled to request details and a copy of the personal data which The Live Group holds about you.

If you would like to obtain confirmation as to whether or not your personal data is processed in the DMS or if you would like to access your personal data in the DMS, please contact us via [email protected].

We may also share your contact details within Live Group to inform you of other services we offer, unless you have opted out of such communications.

10. Control of data by organisers

Organisers are individuals who create events on the DMS platform, for which others can register. Organisers act as the Data Controller for the personal data associated with an event. Organisers agree to process such personal data in accordance with their obligations under all applicable data protection laws.

Where Live Group processes the personal data of consumers on behalf of an organiser as part of the services, Live Group is a Data Processor in performing such processing and the organiser is the Data Controller.

11. Rectification, erasure or restriction of processing

Live Group provides you with the ability to make sure your personal data is accurate and up to date. You can request rectification, erasure or restriction of processing and profiling of your personal data by sending an e-mail to [email protected].

12. Complaints

If you are concerned about an alleged breach of privacy law or any other regulation by Live Group, you can contact Live Group’s Privacy Officer, Unit 9 Princess Mews, Horace Road, KT1 2SZ, United Kingdom or via email at [email protected]. A Live Group representative will be made available to investigate your complaint and give you information about how it will be handled and resolved.

If you are not satisfied with the way in which Live Group has resolved your complaint, you have the right to complain to the data protection authority in your country.

You may also refer the matter to a court of competent jurisdiction.

13. Contact us

If you have questions or you do not feel that your concerns have been addressed in this Privacy Notice, you can reach us via [email protected].

Acceptable Use Policy

This acceptable use policy sets out the terms between you and us under which you may access our website (our site). This acceptable use policy applies to all users of, and visitors to our site.

Your use of our site means that you accept, and agree to abide by, all the policies in this acceptable use policy, which supplement our terms of website use. is a site operated by Live Group (“we”). We are registered in England and Wales under company number 01201913. Our main trading address is Unit 9 Princess Mews, Horace Road, Kingston Upon Thames, Surrey, KT1 2SZ. Our VAT number is 834 8687 80.

Prohibited uses

You may use our site only for lawful purposes. You may not use our site:

  • In any way that breaches any applicable local, national or international law or regulation.
  • In any way that is unlawful or fraudulent or has any unlawful or fraudulent purpose or effect.
  • For the purpose of harming or attempting to harm minors in any way.
  • To send, knowingly receive, upload, download, use or re-use any material which does not comply with our content standards.
  • To transmit, or procure the sending of, any unsolicited or unauthorised advertising or promotional material or any other form of similar solicitation (spam).
  • To knowingly transmit any data, send or upload any material that contains viruses, Trojan horses, worms, time-bombs, keystroke loggers, spyware, adware or any other harmful programs or similar computer code designed to adversely affect the operation of any computer software or hardware.

You also agree:

  • Not to reproduce, duplicate, copy or re-sell any part of our site in contravention of the provisions of our terms of website use.
  • Not to access without authority, interfere with, damage or disrupt:
    • any part of our site;
    • any equipment or network on which our site is stored;
    • any software used in the provision of our site; or
    • any equipment or network or software owned or used by any third party.

Interactive services

We may from time to time provide interactive services on our site, including, without limitation:

  • Chat rooms.
  • Bulletin boards.
  • Registration and Information Distribution Service (interactive services).

Where we do provide any interactive service, we will provide clear information to you about the kind of service offered, if it is moderated and what form of moderation is used (including whether it is human or technical).

We will do our best to assess any possible risks for users (and in particular, for children) from third parties when they use any interactive service provided on our site, and we will decide in each case whether it is appropriate to use moderation of the relevant service (including what kind of moderation to use) in the light of those risks. However, we are under no obligation to oversee, monitor or moderate any interactive service we provide on our site, and we expressly exclude our liability for any loss or damage arising from the use of any interactive service by a user in contravention of our content standards, whether the service is moderated or not.

The use of any of our interactive services by a minor is prohibited. We advise parents who permit their children to use an interactive service that it is important that they communicate with their children about their safety online, as moderation is not fool proof. Minors who are using any interactive service should be made aware of the potential risks to them.

Where we do moderate an interactive service, we will normally provide you with a means of contacting the moderator, should a concern or difficulty arise.

Content standards

These content standards apply to any and all material which you contribute to our site (contributions), and to any interactive services associated with it.

You must comply with the spirit of the following standards as well as the letter. The standards apply to each part of any contribution as well as to its whole.

Contributions must:

  • Be accurate (where they state facts).
  • Be genuinely held (where they state opinions).
  • Comply with applicable law in the UK and in any country from which they are posted.

Contributions must not:

  • Contain any material which is defamatory of any person.
  • Contain any material which is obscene, offensive, hateful or inflammatory.
  • Promote sexually explicit material.
  • Promote violence.
  • Promote discrimination based on race, sex, religion, nationality, disability, sexual orientation or age.
  • Infringe any copyright, database right or trade mark of any other person.
  • Be likely to deceive any person.
  • Be made in breach of any legal duty owed to a third party, such as a contractual duty or a duty of confidence.
  • Promote any illegal activity.
  • Be threatening, abuse or invade another's privacy, or cause annoyance, inconvenience or needless anxiety.
  • Be likely to harass, upset, embarrass, alarm or annoy any other person.
  • Be used to impersonate any person, or to misrepresent your identity or affiliation with any person.
  • Give the impression that they emanate from us, if this is not the case.
  • Advocate, promote or assist any unlawful act such as (by way of example only) copyright infringement or computer misuse.

Suspension and termination

We will determine, in our discretion, whether there has been a breach of this acceptable use policy through your use of our site. When a breach of this policy has occurred, we may take such action as we deem appropriate.

Failure to comply with this acceptable use policy constitutes a material breach of the terms of use upon which you are permitted to use our site, and may result in our taking all or any of the following actions:

  • Immediate, temporary or permanent withdrawal of your right to use our site.
  • Immediate, temporary or permanent removal of any posting or material uploaded by you to our site.
  • Issue of a warning to you.
  • Legal proceedings against you for reimbursement of all costs on an indemnity basis (including, but not limited to, reasonable administrative and legal costs) resulting from the breach.
  • Further legal action against you.
  • Disclosure of such information to law enforcement authorities as we reasonably feel is necessary.

We exclude liability for actions taken in response to breaches of this acceptable use policy. The responses described in this policy are not limited, and we may take any other action we reasonably deem appropriate.

Changes to the acceptable use policy

We may revise this acceptable use policy at any time by amending this page. You are expected to check this page from time to time to take notice of any changes we make, as they are legally binding on you. Some of the provisions contained in this acceptable use policy may also be superseded by provisions or notices published elsewhere on our site.