How this event website collects, uses, shares and protects information—and how you can control cookies and your data.
Last updated: 7 August 2026 · Applies to: Demo Event
Ingenious Media Ltd. is the data controller for personal data processed through this website and the related event services, except where a clearly identified third party acts as an independent controller.
Business address: Park West Enterprise Centre, 51, Dublin, D12 E2Y9, Ireland
Country of establishment: Ireland
Privacy contact: admin@mail.ingeniousmedialive.com
Telephone: (01) 612 0880
Data-protection contact: exhibitsupport@ingeniousmedialive.com
This notice applies when you browse this website, register for an event, create or edit a portal account, obtain a ticket, submit a speaker, exhibitor, panel, award, logistics, risk-assessment or special-requirements form, communicate with the event team, interact with email campaigns, use a badge or lead scanner, or otherwise use a service linked from the website.
A linked service may have its own privacy notice. Where another organisation determines how it will use information you provide to it, that organisation is an independent controller for that use.
| Category | Examples | How it is used |
|---|---|---|
| Identity and account data | Name, username, user ID, password hash, profile image and account role | Create and secure accounts, manage access and identify users |
| Professional and contact data | Email, telephone, job title, employer, address, city, country, postcode, website and professional/social links | Registration, accreditation, listings, communications and event administration |
| Profile and programme data | Biography, photograph, speaker or exhibitor role, panel assignments, priority, co-located event and submitted materials | Publish approved profiles, build programmes and operate the event |
| Registration and ticket data | Registration time, ticket code, QR code, attendance, check-in, ticket emails and event role | Issue tickets, control admission, provide support and report attendance |
| Form and operational data | Panel proposals, staff registrations, forklift/logistics requests, risk assessments, special requirements, files and free-text responses | Plan delivery, safety, accessibility and exhibitor operations |
| Lead-scanning data | Badge code, scan time, scanner user, exhibitor and the contact record associated with a badge | Record a requested interaction and provide leads to the relevant exhibitor or sponsor |
| Marketing and attribution data | Consent status, campaign source, medium, campaign, term, content, gclid, fbclid, landing page, referrer and timestamp | Measure campaigns, understand registrations and send permitted communications |
| Technical and security data | IP address, browser, device, cookie identifiers, login events, audit history, form errors and server logs | Security, troubleshooting, fraud prevention, performance and consent management |
| Communications | Emails, support requests, notes, delivery logs, preferences and unsubscribe records | Respond, deliver service messages and demonstrate communication choices |
We collect information directly from you, from an authorised colleague registering or nominating you, from exhibitors or event partners where lawful, from Eventbrite or another configured registration provider, from website forms and portal activity, and automatically through security logs, consent records and permitted analytics or campaign technologies. If information is obtained from another source, we will provide information required by law within the applicable period unless an exemption applies.
| Purpose | Typical legal basis |
|---|---|
| Process registrations, issue tickets, maintain portal accounts and provide requested event services | Contract or steps requested before entering a contract; legitimate interests for administering free professional events |
| Operate access control, event safety, logistics, technical support and fraud prevention | Legitimate interests, legal obligations and, in emergencies, vital interests |
| Publish approved speaker, exhibitor, sponsor, association or award information | Contract, consent or legitimate interests depending on the relationship and material |
| Send essential registration, ticket, operational and service messages | Contract and legitimate interests; these are not treated as optional marketing where they are necessary to deliver the service |
| Send newsletters, promotions or partner communications | Consent where required, or another lawful basis permitted for the specific communication; every marketing message should provide an opt-out |
| Measure campaigns and improve the website | Consent for non-essential cookies or tracking; legitimate interests for privacy-preserving operational measurement where permitted |
| Maintain records, handle disputes and comply with law | Legal obligations and legitimate interests |
Some special-requirements, accessibility, health or risk-assessment responses may reveal sensitive information. Please provide only what is necessary. Where special-category data is processed, we rely on an applicable condition under Article 9 GDPR, such as explicit consent, substantial public-interest law, employment-related obligations, legal claims or vital interests, depending on the circumstances. Access is limited to personnel or suppliers who need it for the stated purpose.
Portal accounts let users manage profiles, tickets, downloads and event forms. Information marked for publication—such as an approved speaker biography, position, organisation, photograph or social link—may appear publicly. Account credentials, private operational forms, ticket codes and administrator notes are not intended for public display. Users should keep account credentials confidential and ensure information remains accurate.
Tickets and QR codes identify a registration and may be scanned for admission, attendance records or event services. When you voluntarily allow an exhibitor or sponsor to scan your badge, the contact information associated with the badge may be provided to that organisation so it can follow up on the interaction. The recipient becomes responsible for its subsequent use of the data and should provide its own privacy information. We do not treat a badge scan as blanket consent for unrelated marketing.
We record delivery and operational information for ticket emails, pre-event reminders, follow-up messages and administrator-sent communications. Records may include recipient, template, sending time, delivery status and errors. You may unsubscribe from optional marketing at any time. We may still send messages necessary to administer a registration, account, safety issue or requested service.
Event forms may save entries to the event platform, create or update profiles, generate PDFs, send emails, call configured webhooks or export information to an authorised Google Sheet or event system. Eventbrite embeds may send information directly to Eventbrite. Uploaded files are processed for the purpose stated on the form. Administrators can export authorised records in CSV format and may clear entries or delete delegates as part of controlled event close-down procedures.
Authorised administrators may use an AI assistant to query approved site information, tutorials and operational data or to prepare controlled website edits. A question, relevant retrieved context and limited site information may be sent to the configured AI provider. The assistant must not be used to expose credentials or unrelated personal information. Access to names, emails or individual records is restricted to authorised roles and should be logged. AI output may be inaccurate and must be reviewed before decisions or material site changes are made. The system is not intended to make decisions that produce legal or similarly significant effects about individuals.
Data may be shared only as necessary with authorised employees and contractors; venues, security and event-delivery teams; exhibitors or sponsors following a requested badge scan; registration and ticketing providers; website hosting, security, backup and support providers; email and communications services; payment providers where relevant; analytics or advertising providers activated with consent; video, map and social-content providers; Google services or configured webhook destinations; and professional advisers, insurers, regulators or authorities where required.
Service providers acting as processors must be subject to appropriate data-protection terms. We do not sell personal data.
Some technology providers may process data outside the European Economic Area. Where a restricted transfer occurs, we use a lawful transfer mechanism where required, such as an adequacy decision, the European Commission’s Standard Contractual Clauses and appropriate supplementary measures. Provider documentation should be reviewed before enabling a new integration.
We keep personal data only for as long as necessary for the relevant event, service, legal, accounting, security and dispute-handling purposes. Retention periods are reviewed according to the type of record and the reason it is held.
We may keep a minimal suppression record to honour an opt-out, consent evidence while relied upon, security logs for a proportionate period, and records needed for legal claims or statutory obligations. When information is no longer required, it is deleted, anonymised or securely archived with restricted access.
We use proportionate technical and organisational safeguards designed to protect personal data against accidental loss, alteration, unauthorised access or disclosure. Measures may include role-based access, secure authentication, HTTPS, updates, backups, audit logs, restricted administrator tools and incident procedures. No online system can be guaranteed completely secure.
Subject to applicable conditions, you may ask for access, correction, erasure, restriction, portability or objection; withdraw consent without affecting earlier lawful processing; object at any time to direct marketing; and request human review where a solely automated decision with legal or similarly significant effects is used. We may need to verify identity and may retain information where law permits or requires it.
Send requests to admin@mail.ingeniousmedialive.com. You may also complain to the Irish Data Protection Commission at dataprotection.ie or to another competent supervisory authority.
Cookies are small data files stored on a browser or device. Similar technologies include local storage, pixels, tags, scripts and device identifiers. They may be first-party technologies set by this website or third-party technologies used by an embedded or integrated service.
| Category | Purpose | Consent |
|---|---|---|
| Strictly necessary | Security, login, load balancing, form submission, account and ticket functions, and remembering consent choices | Used where necessary to provide a requested service or transmit communications |
| Preferences | Remember language, interface or functional choices | Consent where the technology is not strictly necessary |
| Analytics and performance | Understand visits, page performance, errors, referrals and aggregate usage | Activated only after consent where required |
| Marketing and attribution | Measure campaigns, recognise referrals and support advertising or social-media activity | Activated only after valid consent |
| Embedded media | Load services such as YouTube, maps, Eventbrite, Flickr or social features | Non-essential embeds should remain blocked until the relevant consent is given |
Depending on configuration, the website may use a content platform, page builder, event-data tools, document-generation services, security and caching tools, Eventbrite, Google services, YouTube, mapping tools, Flickr, social networks, email-delivery services, analytics platforms, advertising measurement, OpenAI for the administrator assistant, and other services identified in the consent manager. The exact active cookie list can change when extensions, embeds or providers are updated. The cookie-settings panel should be treated as the current inventory for the site and should be reviewed after material technical changes.
You can accept, reject or customise non-essential technologies through the site’s cookie banner or settings control. Refusing non-essential cookies must not prevent access to basic content, although an optional embed or feature may remain unavailable. You can also remove cookies using browser settings. Withdrawing consent does not affect processing that occurred lawfully before withdrawal.
This professional event service is not directed at children. If a registration involving a minor is permitted for a particular event, appropriate information, authority and safeguards must be arranged for that context.
We may update this notice when event operations, providers, integrations or legal requirements change. The latest version will appear here with its effective date. Material changes may also be communicated through the website, account or email where appropriate.
Ingenious Media Ltd.
Park West Enterprise Centre, 51, Dublin, D12 E2Y9, Ireland
Email: admin@mail.ingeniousmedialive.com
Telephone: (01) 612 0880