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Privacy Policy

Last updated: 2 September 2026

SMART MEETINGS LTD (“Smart Meetings”, “We”, “Us” or “Our”) respects your privacy and is committed to protecting your personal information.

This Privacy Policy explains how We collect, use, store and share personal information when you visit https://www.smartmeetings.io/, contact Us, apply to join Our network, register for or attend an Event, or otherwise interact with Us.

  1. WHO WE ARE

SMART MEETINGS LTD is the data controller responsible for the personal information covered by this Privacy Policy.

Company number: 15541516
Registered in England and Wales

Registered office:

89 Wentloog Road
Rumney
Cardiff
Wales
CF3 3HD

London office:

Kemp House
152–160 City Road
London
EC1V 2NX
United Kingdom

Dubai office:

33A, Levels 41 and 43
Emirates Towers
Sheikh Zayed Road
Dubai
United Arab Emirates

Email: hello@smartmeetings.io

  1. PERSONAL INFORMATION WE COLLECT

We may collect the following categories of personal information:

Identity information:

  • Name;
  • Title;
  • Photograph, where voluntarily provided; and
  • Proof of identity where reasonably required.

Professional information:

  • Employer or organisation;
  • Job title;
  • Department or professional role;
  • Industry and areas of responsibility;
  • Professional interests;
  • Business objectives, projects and challenges; and
  • Professional profile or biography.

Contact information:

  • Business email address;
  • Telephone number;
  • Business address; and
  • Communication preferences.

Application and membership information:

  • Information submitted when applying to join Our network or steering committee;
  • Reasons for applying;
  • Relevant experience and interests;
  • Membership status;
  • Event preferences;
  • Attendance history; and
  • Notes relating to Our communications with you.

Event information:

  • Events you apply for, register for or attend;
  • Responses to invitations;
  • Dietary requirements;
  • Accessibility requirements;
  • Seating or venue requirements;
  • Feedback, questions and survey responses; and
  • Communications relating to an Event.

Dietary or accessibility information may reveal information about your health, religion or beliefs. Where this amounts to special-category personal data, We will process it only where We have an appropriate lawful basis and additional legal condition, such as your explicit consent.

Communications information:

  • Emails and messages sent to Us;
  • Enquiries and requests;
  • Feedback or complaints; and
  • Records of telephone or online communications where appropriate.

Technical and usage information:

  • IP address;
  • Browser type and version;
  • Device type and operating system;
  • Time zone and approximate location;
  • Pages visited and time spent on the Website;
  • Referring website;
  • Links selected;
  • Cookie identifiers; and
  • Information about how you use Our Website and emails.

Marketing information:

  • Your marketing preferences;
  • Records of consent;
  • Engagement with marketing emails; and
  • Areas of interest.

We do not intentionally collect more personal information than is reasonably necessary for the purposes described in this Privacy Policy.

  1. HOW WE COLLECT PERSONAL INFORMATION

We may collect personal information:

  • Directly from you when you complete a form;
  • When you apply for membership or to join Our network;
  • When you register for or attend an Event;
  • When you contact Us;
  • When you respond to an invitation, questionnaire or survey;
  • When you subscribe to communications;
  • Automatically through cookies and similar technologies;
  • From your employer or organisation;
  • From another attendee or business contact who refers or nominates you;
  • From Event partners, sponsors or service providers where permitted;
  • From publicly available professional sources, such as company websites and professional networking platforms; and
  • From third-party registration, event-management or communications platforms.

If you provide personal information about another person, you must ensure that you are authorised to provide it and that the person understands how their information will be used.

  1. HOW WE USE PERSONAL INFORMATION

We may use personal information to:

  • Respond to enquiries;
  • Assess applications to join Our membership network or steering committee;
  • Determine whether an Event is relevant and appropriate for a potential Participant;
  • Issue and manage invitations;
  • Register Participants for Events;
  • Administer Event attendance;
  • Communicate Event details, reminders and changes;
  • Manage dietary, accessibility and venue requirements;
  • Introduce relevant Participants where appropriate;
  • Plan and improve Our meetings, Events and services;
  • Understand the interests and challenges of Our audience;
  • Personalise Event topics and communications;
  • Request feedback and conduct surveys;
  • Maintain Our business relationships;
  • Manage Our Website and online services;
  • Detect and prevent fraud, misuse and security incidents;
  • Keep appropriate business, financial and attendance records;
  • Comply with legal and regulatory obligations;
  • Establish, exercise or defend legal claims;
  • Send relevant business and marketing communications where permitted; and
  • Measure the effectiveness of Our Website, Events and communications.
  1. OUR LAWFUL BASES

Under applicable data protection law, We must have a lawful basis for processing personal information.

Depending on the circumstances, We may rely on:

Contract:

Processing may be necessary to take steps at your request before entering into a contract or to perform an agreement with you.

Legitimate interests:

We may process information where necessary for Our legitimate interests or those of a third party, provided that your rights and interests do not override those interests.

Our legitimate interests include:

  • Operating and improving Our business;
  • Organising relevant and effective Events;
  • Assessing applications and managing attendance;
  • Communicating with existing and potential Participants;
  • Maintaining professional relationships;
  • Protecting the security of Our systems;
  • Understanding how Our services are used; and
  • Promoting Our services to relevant business contacts.

Consent:

We may rely on consent for optional marketing communications, non-essential cookies, special-category information or another activity where consent is required.

You may withdraw your consent at any time.

Legal obligation:

We may process information where necessary to comply with a legal, regulatory, tax, accounting or reporting obligation.

Legal claims and substantial public interests:

Where permitted, We may process information to establish, exercise or defend legal claims or for another reason recognised by applicable law.

     6. EVENT PRIVACY AND CONFIDENTIALITY

We recognise that participation in Our Events and the subjects discussed may be commercially sensitive.

We do not ordinarily publish the identity of Participants, photograph or record meetings, or publicise attendance on social media without appropriate permission.

We ask Participants to respect the confidentiality and privacy of others. However, We cannot guarantee that another Participant will comply with these requirements.

If photography, filming or recording is proposed for a particular Event, We will provide appropriate notice and, where required, obtain consent.

We may maintain internal records of invitations, registrations and attendance for administration, relationship management and Event planning.

7. MARKETING COMMUNICATIONS

We may send you information about relevant Events, services and opportunities where:

  • You have requested the information;
  • You have consented to receive it; or
  • We are otherwise permitted to contact you under applicable law.

Business-to-business marketing may be sent where We reasonably believe it is relevant to your professional role and Our legitimate interests support the communication.

You can opt out at any time by:

Opting out of marketing will not prevent Us from sending administrative or service-related messages about an application, registration, membership or Event.

  1. COOKIES

Our Website may use cookies and similar technologies.

Cookies are small files placed on your device when you visit a website. They can help the Website function, remember preferences, understand how visitors use the Website and support relevant marketing.

We may use:

Strictly necessary cookies:

These are required for the Website to operate and cannot normally be disabled through Our systems.

Preference cookies:

These remember settings and choices you make.

Analytics cookies:

These help Us understand how visitors use the Website so that We can measure and improve its performance.

Marketing cookies:

These may be used to measure campaigns or provide advertising relevant to your interests.

Except where the law permits otherwise, non-essential cookies will only be placed after you provide consent through Our cookie banner or preference tool.

You may withdraw or change your consent through the cookie settings available on Our Website.

You can also manage cookies through your browser. Blocking some cookies may affect how the Website operates.

Further details about individual cookies, providers and retention periods should be provided through Our cookie banner or separate Cookie Policy.

  1. SHARING PERSONAL INFORMATION

We may share personal information with:

  • Companies within Our corporate group;
  • Event venues;
  • Event-management and registration providers;
  • Website and hosting providers;
  • Customer relationship management providers;
  • Email and communications providers;
  • Cloud-storage and IT-support providers;
  • Payment providers, where applicable;
  • Professional advisers, including lawyers, accountants and insurers;
  • Analytics, research and marketing providers;
  • Event partners or sponsors where necessary and legally permitted;
  • Government bodies, regulators, law enforcement agencies and courts;
  • A purchaser, investor or successor in connection with a sale, merger, restructuring or transfer of Our business; and
  • Other parties where you have instructed or authorised Us to share information.

We require service providers acting on Our behalf to protect personal information and use it only for the services they provide to Us.

We will not sell your personal information.

We will not provide your contact information to an Event partner or sponsor for their independent marketing unless We have an appropriate lawful basis and have provided any notice or choice required by law.

  1. INTERNATIONAL TRANSFERS

SMART MEETINGS LTD operates from the United Kingdom and Dubai and may work with Participants, partners and service providers in other countries.

Your personal information may therefore be accessed from or transferred to countries outside the United Kingdom, including the United Arab Emirates.

Some countries may not provide the same level of legal protection for personal information as the United Kingdom.

Where required, We will use appropriate safeguards for international transfers, such as:

  • An adequacy decision or applicable data bridge;
  • The United Kingdom International Data Transfer Agreement;
  • The UK Addendum to approved standard contractual clauses; or
  • Another safeguard permitted by applicable law.

You may contact Us for further information about the safeguards used for a particular transfer.

  1. INFORMATION RETENTION

We retain personal information only for as long as reasonably necessary for the purposes for which it was collected.

The appropriate retention period will depend on:

  • The type and sensitivity of the information;
  • The purpose for which it is used;
  • The length of Our relationship with you;
  • Legal, tax, accounting and regulatory requirements;
  • Applicable limitation periods; and
  • Whether the information may be required to establish, exercise or defend a legal claim.

When personal information is no longer required, We will securely delete it or anonymise it.

  1. INFORMATION SECURITY

We use appropriate technical and organisational safeguards designed to protect personal information against:

  • Unauthorised access;
  • Unlawful use;
  • Accidental loss;
  • Disclosure;
  • Alteration; and
  • Destruction.

Access to personal information is limited to personnel, contractors and service providers who reasonably require it for their work.

No method of transmitting or storing information electronically can be guaranteed to be completely secure. You should therefore take appropriate care when sending information online.

  1. YOUR DATA PROTECTION RIGHTS

Depending on the circumstances, you may have the right to:

  • Request access to your personal information;
  • Request correction of inaccurate or incomplete information;
  • Request deletion of your information;
  • Request restriction of processing;
  • Object to processing based on legitimate interests;
  • Object to direct marketing;
  • Request the transfer of information in a structured, commonly used and machine-readable format;
  • Withdraw consent at any time;
  • Ask not to be subject to a decision based solely on automated processing where it has a legal or similarly significant effect; and
  • Submit a complaint to a data protection authority.

These rights may be subject to legal conditions and exceptions.

We may need to request information to confirm your identity before responding. We will ordinarily respond within one month, although the law permits additional time for complex or numerous requests.

You will not normally be charged for exercising your rights. We may charge a reasonable fee or refuse a request where it is manifestly unfounded or excessive.

To exercise your rights, email hello@smartmeetings.io.

  1. AUTOMATED DECISION-MAKING

We may assess applications based on professional role, experience, interests and the relevance of a particular Event.

These assessments are not intended to constitute solely automated decision-making that produces legal or similarly significant effects.

If We introduce qualifying automated decision-making, We will provide the additional information and protections required by law.

  1. THIRD-PARTY WEBSITES AND PLATFORMS

Our Website may link to third-party websites or use third-party registration, scheduling, video, payment or Event-management platforms.

Those organisations may process personal information as independent data controllers under their own privacy policies.

We are not responsible for the privacy practices of third-party websites and recommend reviewing their policies before providing information.

  1. CHILDREN’S INFORMATION

Our Website and Events are intended for business professionals and are not directed at children.

We do not knowingly collect personal information from anyone under the age of 18.

If you believe that a person under 18 has provided personal information to Us, please contact Us so that We can investigate and, where appropriate, delete it.

  1. COMPLAINTS

Please contact Us first if you have a question or concern about how We use your information. We will try to resolve the matter.

You also have the right to complain to the UK Information Commissioner’s Office:

Website: https://ico.org.uk/make-a-complaint/

If you live outside the United Kingdom, you may also have the right to complain to the data protection authority responsible for your country or region.

  1. CHANGES TO THIS PRIVACY POLICY

We may update this Privacy Policy from time to time to reflect changes to Our services, business practices or legal obligations.

The updated version will be published on Our Website with a revised “last updated” date.

Where a change is significant, We may also notify you by email or another appropriate method.

  1. CONTACTING US

Questions, requests and complaints about this Privacy Policy or Our handling of personal information should be sent to:

Email: hello@smartmeetings.io

SMART MEETINGS LTD
Kemp House
152–160 City Road
London
EC1V 2NX
United Kingdom

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