PRIVACY POLICY

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A.M.P. Events Ltd – Privacy Policy

A.M.P. Events Ltd – Privacy Policy

Last updated: 2025

Covers: Event Tech Live, Event Technology Awards (ETA), Event Technology Awards: AI Edition (ETA:AI), AMP events, newsletters, websites, online forms, entries, ticketing, and all award-related submissions.

1. Our Privacy Promise

We take looking after your personal information seriously. This policy explains what information we collect, how we use it, the legal basis for doing so, who we share it with, and how we keep it secure.

We promise that:

  • We only collect information needed to deliver the services you request, such as entering an award, booking tickets, or subscribing to communications.
  • We will always be clear about what we are collecting and why.
  • We will only collect and use your information where we have your permission or a lawful business reason.
  • We will never sell your information to anyone, ever.
  • We will ensure that all organisations acting on our behalf meet our data protection standards.
  • If information is transferred outside the UK or EEA, it will only be done with the correct legal protections in place.
  • You are always in control of your information, and we make it easy to update, restrict, or remove your data.

2. Information We Collect

We collect personal data when you:

  • Enter the Event Technology Awards or ETA:AI
  • Register for or attend one of our events
  • Book tickets
  • Sign up for a newsletter
  • Request information or contact us
  • Complete a survey or provide feedback
  • Use our websites
  • Interact with us on social media
  • Cookies or analytics services collect technical data

We may collect the following types of data:

  • Identity Data: name, job title, organisation
  • Contact Data: email address, phone number, postal address
  • Entry Data: award entry materials, descriptions, media files, testimonials, technical documents
  • AI-Specific Entry Data: technical summaries, workflow descriptions, model usage, performance data or case studies supplied voluntarily as part of ETA:AI entries
  • Transaction Data: ticket purchases, invoices, billing information
  • Technical Data: IP address, browser type, device type, unique identifiers, operating system, network information, cookie identifiers
  • Location Data: if location services are enabled on your device
  • Communications Data: emails, preferences, interactions
  • Sensitive Data: only where explicitly provided (e.g., accessibility needs) and only with explicit consent

Confidential Technical Information (ETA:AI)

For ETA:AI, Entrants may provide confidential information relating to AI systems, datasets, training processes, or algorithms. All such information is treated as strictly confidential , used only for judging and administration, and not shared beyond authorised individuals.

3. Why We Collect Data

Contract

We use your data when we need it to deliver a service you have requested, such as:

  • Processing an award entry
  • Managing exhibitor or sponsor participation
  • Delivering tickets
  • Administering event attendance
  • Contacting you about event or award logistics

Legitimate Interests

We process data for purposes such as:

  • Sending you information about similar products or services
  • Asking for feedback or research participation
  • Contacting you regarding award categories you previously entered
  • Sharing your entry with judges
  • Using analytics to improve our events or websites
  • Protecting our services and preventing misuse

When using Legitimate Interests, we always balance our needs with your rights.

Consent

Used only when:

  • You sign up for newsletters
  • You agree to receive partner communications
  • You allow optional cookies or analytics
  • You provide sensitive personal data

You can withdraw your consent at any time.

Legal Obligation

We may need to process or share data when required by:

  • Tax law
  • Financial record-keeping
  • Law enforcement requests

4. Profiling

We may use limited data to tailor communications, such as:

  • Prompting you to enter a similar category to one you entered previously
  • Suggesting relevant content or events

No automated decision-making takes place. All profiling is light-touch, human-reviewed, and respectful of your preferences.

5. How Long We Hold Information

  • Financial records: 7 years (legal requirement)
  • Award entries: up to 3 years
  • Judge-related materials: retained only for the duration of judging
  • Email subscribers: until unsubscribed
  • Do-not-contact requests: permanently retained in a minimal suppression record

All data is deleted securely when no longer required.

6. Use of Children’s Data

Our services are directed at business professionals. We do not knowingly collect data on individuals under 16 years old.

7. Updating Your Information

You can request to:

  • Access your information
  • Update or correct your information
  • Restrict processing
  • Object to certain uses
  • Request data portability
  • Request deletion

Contact:
? adam@eventtechlive.com

We may ask for proof of identity before responding.

8. Who We Share Data With

We do not sell your data. We only share it with:

1. Service providers

  • Ticketing platforms
  • Payment processors
  • Website hosts
  • Mailing platforms
  • Entry management systems
  • Cloud storage providers

All operate under strict contractual privacy controls.

2. Independent Judging Panels (including ETA:AI global judges)

Award entries, including AI-related materials, are shared securely with authorised judges solely for evaluation.

  • Judges are bound by confidentiality agreements
  • Judges may be located outside the UK or EEA
  • Access is provided only during judging

3. Legal or regulatory bodies

Where required by law.

4. Auditors or compliance bodies

For ensuring legal or standards compliance.

5. Advertising platforms (limited, not personal)

We may use anonymised or pseudonymised data for advertising or retargeting.

6. International Transfers

If data is accessed outside the UK/EEA (e.g., by judges or processors), it is protected through:

  • UK Data Transfer Agreements (DTAs)
  • Standard Contractual Clauses (SCCs)
  • ICO-approved safeguards
  • Adequacy decisions

9. Cookies

We use cookies for:

  • Website functionality
  • Remembering preferences
  • Analytics
  • Feedback tools
  • Security and performance

Details can be found in our Cookie Policy (link to your cookie policy). You can control cookies via your browser settings or cookie preferences panel.

10. Analytics and AI-Based Insights

We use tools such as Google Analytics to understand website usage.
To opt out: https://tools.google.com/dlpage/gaoptout

We may also use AI-powered analytics or sentiment tools to understand engagement. These are used only in anonymised or pseudonymised form and disclosed in our cookie policy where applicable.

11. Who We Are

A.M.P. Events Ltd
4 Glasby Square
Retford
Nottinghamshire
DN22 6EP
United Kingdom

Company Registration: 08430479
ICO Registration: ZA530644

Data protection support provided by:
Data Oversight Ltd, Kings Head House, 15 London End, Beaconsfield HP9 2HN

Contact:
? adam@eventtechlive.com

12. Your Right to Complain

If you feel your data has not been handled correctly, you may complain directly to:

Information Commissioner’s Office (ICO)
https://ico.org.uk/make-a-complaint
☎️ +44 303 123 1113

We encourage you to contact us first so we can try to resolve any concerns promptly.

13. Changes to This Privacy Policy

If we update this policy, we will reflect changes in this section. Where changes are significant, we may notify you directly by email or on our website. Where legally required, we will ask for your consent before applying changes.