Who is responsible for your information
Agilexe Technologies Ltd is the data controller for symposium registrations. If you have a question about this notice, or you want to exercise any of your rights, email symposium@agilexe.co.uk.
What the registration form collects
- Your full name — checked against photo ID at the gate and used on the attendee list.
- Your organisation — used to plan the agenda and to confirm your place with site security.
- Your work email address — used to confirm your registration and send joining instructions.
- Your vehicle registration (optional) — passed to site security so that on-site parking can be authorised. Leave it blank if you are not driving.
- Your dietary requirements (optional) — passed to catering so that suitable food is provided.
- Your access requirements (optional) — used to arrange step-free routes, seating, interpreters, a quiet space, assistance-dog provision or any other adjustment you ask for.
- The topics you select and any topic or question you write in — used to shape the symposium agenda, and to follow up directly with you on anything the programme cannot cover.
- Email addresses for up to two additional attendees (optional) — used solely so that we can invite those people directly.
Additional attendees
Please enter an additional attendee's email address only if that person has agreed to you giving it to us. We will contact them directly to invite them, we will tell them that you suggested them, and we will not use their address for anything other than this event. If someone's address has been given to us without their agreement, tell us and we will delete it.
Why we can use your information
For the name, organisation, email address, vehicle registration, topic selections and free-text topic requests, and for additional-attendee email addresses, our lawful basis is legitimate interests (UK GDPR Article 6(1)(f)): organising, securing and running an event for our user community, and inviting the people our attendees ask us to invite. We have considered the limited and expected nature of this processing against your interests and rights.
Where site access requires it, we also rely on legitimate interests in sharing your name and vehicle registration with the venue's security team so that entry and parking can be authorised.
Dietary and access requirements — explicit consent
Dietary and access requirements are optional, and what you write may reveal special-category information such as health conditions, disability, or religious or philosophical beliefs. We process these details only where you have given explicit consent on the registration form (UK GDPR Article 6(1)(a) and Article 9(2)(a)), and only to make suitable arrangements for you on the day. Details are shared with catering and event staff strictly on a need-to-know basis. You can withdraw your consent at any time by emailing symposium@agilexe.co.uk; withdrawing it does not affect arrangements already made, and we will delete the details on request.
Where your information is stored and who can see it
Registration details are submitted over an encrypted connection to an Agilexe service, with the primary registration store located in Microsoft Azure in the United Kingdom. Access is restricted to the authorised Agilexe staff who administer the symposium. Dietary, access and vehicle details are shared only with the catering team, event staff and the venue's security team as described above. We do not sell your information or use it for marketing unrelated to this event. If a service provider processes limited information outside the United Kingdom, Agilexe requires an approved UK data-transfer safeguard.
How long we keep it
We delete symposium registration information no later than 30 days after the event, unless we are required to keep a limited record to meet a legal obligation. Additional-attendee email addresses are deleted on the same timetable, or sooner if the person asks us to.
Your rights
You can ask us to give you a copy of your information, correct it, delete it, restrict or object to how we use it, or withdraw consent where we rely on it. Email symposium@agilexe.co.uk and we will respond within one month. If you are unhappy with how we have handled your information, you can complain to the Information Commissioner's Office at ico.org.uk.