PRIVACY STATEMENT

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MICE Organiser Ltd. t/a MEDX Events ("we", "us", "our") is committed to protecting and respecting your privacy.​

We act as the professional conference organiser on behalf of our clients (the "Event Host"). This Privacy Notice explains how we collect, use, and protect your personal information when you visit our event websites or register to attend an event we are managing.

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By using our website and registering for an event, you acknowledge the practices described in this notice.

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1. How We Collect Your Information

We collect personal data directly from you when you:

• Use our event website or contact us with enquiries.

• Complete an online registration form for one of our managed events.

• Submit abstracts, papers, or specific event-related materials.

• Opt-in to receive marketing or event updates.

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2. What Information We Collect

• To successfully manage event registrations and logistics, we may collect:

• Identity & Contact Data: Name, job title, institution/company, email address, postal address, and telephone number.

• Special Category Data: Dietary requirements, allergies, or specific accessibility arrangements. We only collect this with your explicit consent to ensure your health and safety at the event.

• Financial Data: If you pay online, your payment is processed securely via our trusted third-party payment gateways (e.g., PCI-DSS compliant processors). We do not store or have access to your full credit/debit card details.

• Technical Data: IP address, browser type, and basic usage data to ensure our websites display and function correctly across mobile and desktop devices.

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3. How and Why We Use Your Information

Under UK GDPR, we must have a valid legal basis for processing your data. We use your information for the following purposes:

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Event Registration & Essential Communications: To process your booking, issue tickets, manage the attendee list, and send payment receipts or pre-event logistical updates. Lawful basis: Necessary to fulfill our contract with you as an attendee.

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Health & Safety: To cater to specific dietary needs, allergies, and accessibility requests. Lawful basis: Your explicit consent, which you provide voluntarily during registration.

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Event Operations: To share necessary details with the Event Host, venue, or accommodation providers so the event runs smoothly. Lawful basis: Our legitimate interests in delivering the event seamlessly on behalf of our client.

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Marketing: To send you promotional updates about future events. Lawful basis: Your explicit consent (only if you have actively opted in) and always giving you the option of opting out when such promotional updates are sent.

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Legal Compliance: For financial record keeping, auditing, and fraud prevention. Lawful basis: Necessary to comply with statutory legal

obligations.

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4. Who We Share Your Information With

We will never sell or rent your data to third parties for marketing purposes. We only share your data with:

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The Event Host: The client or organisation for whom we are managing the event.

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Service Providers: Trusted third-party platforms we use to run the event smoothly (e.g. registration software, secure payment gateways, email communication tools, and abstract management systems).

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Venues & Caterers: Strictly limited to the information required to fulfill your accommodation, dietary, and accessibility needs. All third-party service providers are bound by strict data  processing agreements requiring them to keep your data secure and use it solely for the specified purposes.

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Event Exhibitors & Sponsors: We may share basic attendee details (limited strictly to your full name, job title, and place of work/organisation) with contracted event exhibitors and sponsors. We do not share your email address or telephone number with exhibitors or sponsors.

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On-Site Badge Scanning (Lead Capture): The only way an exhibitor or sponsor receives your email contact details is if you voluntarily agree to have the QR code on your name badge scanned at their exhibition stand during the event (facilitated via our event app). Clear wording is displayed on each attendee badge confirming that allowing your badge to be scanned serves as your explicit consent to share your contact details directly with that specific exhibitor.

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5. International Data Transfers

Because we use modern cloud-based software to manage registrations and communications, some of your data may be processed outside of the UK or the European Economic Area (EEA). Whenever we transfer your data outside the UK/EEA, we ensure it is protected by implementing legally recognised safeguards, such as the UK International Data Transfer Agreement (IDTA) or Standard Contractual Clauses (SCCs).

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6. Data Retention

We only retain your personal data for as long as necessary to fulfill the purposes we collected it for, including satisfying any legal, accounting, or reporting requirements. Once the data is no longer required, it is securely deleted or anonymised.

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7. Your Choices and Marketing

You have full control over marketing communications. We will only send you promotional emails if you have explicitly opted in. You can change your preferences or unsubscribe at any time by clicking the link at the bottom of our emails or by contacting us.

Note: Opting out of marketing does not apply to essential transactional emails regarding an event you are registered for (e.g., ticket confirmations or schedule changes).

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8. Your Data Protection Rights

• Under data protection laws, you have the right to:

• Request access to the personal data we hold about you (Subject Access Request).

• Request correction of incomplete or inaccurate data.

• Request erasure of your personal data when there is no good reason for us to continue processing it.

• Object to processing of your data where we are relying on a legitimate interest.

• Request restriction of processing your data.

• Withdraw consent at any time (e.g., for dietary data or marketing).

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9. Security

We have implemented appropriate security measures to prevent your personal data from being accidentally lost, used, accessed in an unauthorised way, altered, or disclosed. Sensitive information transmitted via our websites is protected using SSL encryption.

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10. Links to Other Websites

Our websites may contain links to external sites (e.g., the Event Host's main website or hotel providers). This Privacy Notice only applies to our event registration sites. We encourage you to read the privacy policies on any other websites you visit.

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11. Contact Us

If you have any questions regarding this Privacy Notice, your rights, or how we handle your data, please contact us:

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Email: hello@medxevents.com Post: MEDX Events, 93 Holloways Lane, Welham Green, Hertfordshire, AL9 7NU Complaints: If you believe we are not processing your data in accordance with the law, you have the right to complain to the UK Information Commissioner’s Office (ICO) at www.ico.org.uk. We would, however, appreciate the chance to deal with your concerns before you approach the ICO.

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This Policy was last updated in August 2026.