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Privacy Policy

Event Name: COMS - Community Managers Summit

Organised by: Coworkies Ltd.

Effective Date: March 17, 2025

At COMS ("we," "us," "our"), we are committed to protecting your privacy. This Privacy Policy explains how we collect, use, store, and share your personal data when you purchase tickets for, participate in, or interact with COMS - Community Managers Summit, an offline event held in Brighton, UK. It complies with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. Please read this policy carefully.

1. Who We Are

We are Coworkies Ltd, the organiser of COMS - Community Managers Summit. For data protection purposes, we are the "data controller" responsible for your personal data. You can contact us at:

Email: hi@coworkies.com

2. Data We Collect

We collect the following types of personal data, depending on how you engage with us:

2.1. When You Purchase Tickets Online:

  • Name, email address, and billing information (e.g., card details via our payment processor Stripe).
  • Contact details (e.g., phone number, if provided).

2.2. When You Register or Attend the Event:

  • Job title or professional details (if provided for networking purposes).
  • Dietary preferences or allergy information (for catering).
  • Accessibility requirements (if requested).

2.3. During the Event:

  • Photographs, video recordings, or audio recordings capturing your likeness or voice, taken by us or authorised third parties (e.g., media outlets).

2.4. Other Interactions:

  • Correspondence (e.g., emails, phone calls) if you contact us.
  • Website usage data (e.g., IP address, browser type) collected via cookies or analytics tools (see Section 8).

3. How We Collect Your Data

  • Directly from You: When you buy tickets on our website coms.coworkies.com powered by Stripe Checkout, submit dietary or accessibility requests.
  • Automatically: Through website analytics or event check-in processes.
  • At the Event: Via photography, videography, or audio recording during COMS - Community Managers Summit in Brighton.

4. How We Use Your Data

We process your data for the following purposes, with legal bases under UK GDPR:

4.1. Event Administration (Legal Basis: Contract):

  • Process ticket purchases and send confirmations.
  • Manage check-in at the Brighton venue.

4.2. Catering and Accessibility (Legal Basis: Contract, Legitimate Interests):

  • Arrange food and drinks with the venue's catering service based on your dietary needs.
  • Accommodate accessibility requests.

4.3. Communication (Legal Basis: Legitimate Interests, Consent where required):

  • Send event updates, schedules, or pre-event and post-event follow-ups via email.
  • Respond to your inquiries.

4.4. Promotion and Publicity (Legal Basis: Legitimate Interests, Consent where implied):

  • Use photographs, videos, or audio from the event to promote COMS - Community Managers Summit, its outcomes, or future events on our social media, blogs, websites, and in submissions to media outlets (e.g., newspapers, online publications).

4.5. Legal Compliance (Legal Basis: Legal Obligation):

  • Fulfil health and safety or tax obligations (e.g., VAT records).

5. Sharing Your Data

We may share your data with:

  • Service Providers: Our ticketing platform, payment processors, and the Brighton venue's catering service, who act as "data processors" under our instructions.
  • Media Outlets: Photos, videos, or audio submitted for post-event coverage (only if you're featured and haven't opted out).
  • Authorities: If required by law (e.g., HMRC, police).

We do not sell your data to third parties. Where data is shared, we ensure appropriate safeguards are in place.

6. Your Rights

Under UK GDPR, you have the following rights:

  • Access: Request a copy of your personal data.
  • Rectification: Correct inaccurate data.
  • Erasure: Request deletion of your data (subject to legal obligations).
  • Restriction: Limit how we process your data.
  • Objection: Object to processing based on legitimate interests (e.g., promotional use of photos).
  • Portability: Receive your data in a structured format.
  • Withdraw Consent: Where processing relies on consent (e.g., optional marketing emails).

To exercise these rights, contact us at hi@coworkies.com. We'll respond within one month, extendable to three months for complex requests.

7. Media and Photography Opt-Out

We will photograph, video, and record audio at COMS - Community Managers Summit for promotional purposes (see Section 4.4). If you do not wish to be featured, please notify us in writing at hi@coworkies.com before the event. Without this opt-out, your attendance implies consent to such use.

8. Cookies and Website Analytics

Our website coms.coworkies.com uses cookies and analytics tools (e.g., Vercel Analytics, Google Analytics) to improve user experience and track usage. These may collect:

  • IP address, browser type, and device information.
  • Pages visited and time spent.

You can manage cookie preferences via your browser settings or our website's cookie banner. Essential cookies (e.g., for ticket purchases) do not require consent, but optional ones (e.g., analytics) do.

9. Data Retention

  • Ticket and Registration Data: Kept for 12 months post-event for follow-up and legal purposes, then securely deleted.
  • Dietary/Accessibility Data: Retained until the event concludes, then deleted unless needed for follow-up (e.g., feedback).
  • Photos/Videos/Audio: Stored indefinitely for promotional use unless you request removal (subject to opt-out).
  • Financial Data: Kept for 6 years per HMRC requirements, then deleted.

If you request deletion earlier, we'll comply unless legally required to retain data.

10. Data Security

We use appropriate technical and organisational measures to protect your data, including:

  • Encryption for online ticket purchases.
  • Secure storage of registration details.
  • Access controls for staff and service providers.

However, no system is 100% secure, and you share data at your own risk online.

11. International Transfers

If any data is transferred outside the UK (e.g., to a US-based ticketing platform), we ensure compliance with UK GDPR through adequacy agreements or standard contractual clauses.

12. Third-Party Links

Our website or event communications may link to third-party sites (e.g., sponsors). We're not responsible for their privacy practices—review their policies separately.

13. Complaints

If you're unhappy with how we handle your data, please contact us at hi@coworkies.com. You can also lodge a complaint with the UK's data protection authority:

  • Information Commissioner's Office (ICO)
  • Website: www.ico.org.uk
  • Phone: 0303 123 1113

14. Changes to This Policy

We may update this Privacy Policy as needed. Changes will be posted on our website coms.coworkies.com or emailed to ticket holders. The latest version applies as of the effective date above.

15. Contact Us

For questions, opt-outs, or to exercise your rights, reach out to:

  • Email: hi@coworkies.com

Thank You: We value your trust and are dedicated to safeguarding your privacy while delivering an exceptional experience at COMS - Community Managers Summit in Brighton!