Data Protection, Privacy Policy & Terms and Conditions

Privacy Policy

This Privacy Policy explains the data processing practices of Vinelake Limited (Event Organiser).

The Event Organiser is the data controller (Data Controller) for the purposes of this Privacy Policy and any personal information (Personal Data).

Please note that you may contact the Event Organiser regarding your Personal Data to:

  • Request access
  • Request rectification
  • Request suppression
  • Request restriction of processing
  • Object to processing
  • Request Data portability
  • Request withdrawal of consent provided
  • Lodge a complaint with the Event Organiser or the Information Commissioner’s Office

If you, the data subject (Data Subject), have any requests, concerns or queries regarding your Personal Data please contact us by email at [email protected] or write to us at Vinelake Limited, 160 Hursley, Winchester, Hants, United Kingdom, SO21 2LD.

The Data and how it is collected
The Event Organiser collects Personal Data which consists of:

  • Full name
  • Job title
  • Job function
  • Company’s name
  • Telephone
  • Fax and mobile numbers
  • Postal and email addresses
  • Industry you work in
  • Your area of interest

Personal Data is obtained by the Event Organiser every time you provide your details and by the Event Organiser’s booking forms. Furthermore, Personal Data is obtained through your use of our websites or when you access links in marketing e-mails (see below). The Event Organiser will only collect Personal Data relevant and limited to what is necessary in relation to the purposes for which it is processed.

The Event Organiser requires the Personal Data to be accurate. Please contact the Event Organiser, using the contact details provided above, if you believe the Personal Data held by the Event Organiser to be incorrect. The Event Organiser will erase or rectify the Personal Data without delay, upon receipt of the up to date Personal Data. The Event Organiser will also update any third parties it may have transferred your Personal Data to.

Use of Personal Data
The Event Organiser will only use the Personal Data that it collects in accordance with its data protection notification pursuant to the Data Protection Act 1998 (DPA) and this Privacy Policy.

If you register to attend an event, the Event Organiser will collect the information necessary to fulfil your booking, including displaying your company logo on all Event related materials.

The Event Organiser only uses Personal Data supplied by you as reasonably required for the purposes of administering its events. In certain circumstances we may have to supply your details to our suppliers in connection with an event you are attending. In such circumstances the Personal Data made available will be limited to the necessary information required for an Event and will be supplied strictly on condition it is only used for that purpose.

The Event Organiser also uses Personal Data to evaluate what its customers and potential customers are most interested in.

The Event Organiser may use the Personal Data for the purposes of market research in the following methods:

  • Contacting you to inform you of any future conference organised which we believe you may be interested in.
  • Personalising and tailoring our products and services for you.
  • Personalising and tailoring your experience on our event site.
  • Administering any prize draws, competitions or other promotions that you choose to enter.
  • Releasing your data to carefully selected third parties, related to the Event Organiser.

The Event Organiser values their relationship with you and by requesting information on, or registering / buying tickets to attend an event, you agree that the contact details provided may be used for events as set out above.

Please contact the Event Organiser on [email protected] to confirm whether you wish to be contacted by third parties or whether you wish to opt out.

If you do not wish to receive any information about an event, please either:

  • Email [email protected]
  • Let the telephone operator know.
  • Click the unsubscribe box when receiving emails from us.

Retention time of Personal Data

The event Organiser will not retain your personal information longer than necessary. The event Organiser will hold onto the information you provide either while your account is in existence, or as needed to be able to provide the Services to you, or (in the case of any contact you may have with our Customer Services team) for as long as is necessary to provide support-related reporting only.

If legally required or if it is reasonably necessary to meet regulatory requirements, resolve disputes, prevent fraud and abuse, or enforce our Terms and Conditions, we may also retain some of your information for a limited period of time as required, even after you have closed your account, or it is no longer needed to provide the Services to you.

Disclosure of Personal Data

The Event Organiser may disclose Personal Data to companies within the Event Organiser group of companies from time to time. Group companies may include subsidiaries, any ultimate holding company and its subsidiaries, as defined in section 1159 of the UK Companies Act 2006.

Furthermore, the Event Organiser may give Personal Data about you to the following (who may use it for the same purposes as set out above):

  • To partners and third parties that collaborate for an event for which you registered.
  • Agents and third parties who fulfil any other services on the Event Organiser’s behalf (e.g. to administer payments for purchases, despatch tickets and information etc.).
  • To other Delegates (as defined below) (only where you are attending in a professional capacity, e.g. business-related events) where it is expected that attendees will have access to a list of attendees and their organisation but not the actual contact details.
  • To other organisations for the administration of prize draws, competitions or promotions.
  • To anyone whom the Event Organiser transfers or may transfer their rights and duties with you (for example a sale of the business or the sale of a particular event).
  • If there is a duty to do so or if the law allows to do so.
  1. Personal Data may be transferred to reputable companies outside the European Economic Area. Please note this will only be done if your explicit consent is obtained or when it is necessary for the performance of the agreement.

The Event Organiser takes steps to ensure that your information will be afforded the same level of protection as that required of us under applicable UK Data Protection legislation and the General Data Protection Regulation (GDPR).

Data Security of Personal Data

All Personal Data will be stored subject to appropriate technical and organisational security measures designed to protect against unauthorised or unlawful processing of Personal Data and against accidental loss or destruction of, or damage to, Personal Data. The Event Organiser will take reasonable steps to ensure the reliability of any employees who have access to Personal Data.

Where Personal Data is passed to data processors to process on behalf of the Event Organiser, the Event Organiser we will require that data processors put in place an equivalent level of security measures.

Tracking technology ‘cookies’

The Event Organiser uses technology to track the patterns of behaviour of visitors to its websites. This can include using a “cookie” which would be stored on your browser or on the hard drive of your computer. You can usually modify your browser to prevent this from happening. The information collected in this way can be used to identify you unless you modify your browser settings.

The Event Organiser uses this information to find out which features of the websites are most popular so that they can be developed in the light of the analysis of your usage. The Event Organiser also uses the information generated so as to ensure that users have a more personal experience when accessing their websites, particularly when visiting them on repeat occasions. As required by law, whenever a visitor visits the websites they will be alerted to the fact that cookies are used and asked to consent to their continued use. This consent may be implied from the visitor continuing to use the website.

Access to Personal Data

The GDPR gives you the right to copies of the Personal Data the Event Organiser holds about you. Your right of access can be exercised in accordance with the GDPR.  The Event Organiser will comply with your request within a month of receipt.

Changes to our Privacy Policy
Any changes made to the Event Organisers Privacy Policy will be posted on this page, or publicised via their newsletters, emailed or posted. The Event Organiser recommend that you check this page regularly to keep-up-to-date.

Additional Terms and Conditions of Delegate Registration

Additional Terms and Conditions of Delegate Registration

  1. Agreement
    1. 1.1.These terms and conditions (Terms), and the delegate registration form (Delegate Registration Form) submitted by you (the Delegate), comprise the agreement (Agreement) between the Delegate and Vinelake Ltd (the Event Organiser) governing the Delegates participation and attendance at the Event.
  1. Attendance
    1. To ensure that the Delegate receives maximum value from the pre-arranged one-to-one meetings, the Delegate will be directed to complete a needs profile for inclusion on the Event Organiser’s secure event website.
    2. The Event Organiser will provide profiles of solution partner organisations and other Delegates to assist the Delegate in selecting who they would like to meet during the one-to-one meeting sessions. A deadline will be specified by which time meeting choices must be submitted to the Event Organiser.
    3. Participation in pre-arranged one-to-one meetings is at the discretion of the Event Organiser.
    4. The Delegate agrees to complete and return all Delegate profiling, meeting and workshop selections before the requested deadlines, as specified by the Event Organiser.
    5. The Event Organiser will not be held liable to the Delegate for any change in the number or identity of other attendees or for any attendees who do not keep scheduled meetings.
    6. The Delegate hereby confirms they will participate in a minimum of one (1) full day’s participation, including attendance to their pre-arranged networking meetings (if applicable).
    7. The Delegate hereby confirms that they are appropriately qualified for attendance at the Event and will conduct themselves in a proper and professional manner at all times.
  2. Payment
    1. This Agreement, upon acceptance by the Delegate, confirms the named Delegate as a participant at the Event.
    2. Payment is due in full upon completion and return of the Delegate Registration Form. 
    3. Registration cannot be confirmed until full payment is received.
    4. Admission to the Event will be refused if payment has not been received in full.
    5. Payments in GBP:
      Account Name: Vinelake Ltd
      Royal Bank of Scotland
      Account No: 10525408
      Sort Code: 16-34-25
      VAT No: 210376741
      IBAN: GB95RBOS16342510525408
      Accepted card payments from the following:
      Visa Credit
      Visa Debit
      MasterCard Credit
      MasterCard Debit
      Visa Electron


    1. Event Organiser reserves the right to withhold any information relating to the event and/or refuse the Delegate entry to the event unless and until all fees due in respect of that Delegate’s attendance at the event have been paid in full.
  1. Alterations, Postponement or Cancellations by the Event Organiser
    1. The Event Organiser will strive to adhere to the communicated event programme, nevertheless, reserves the right to alter the event structure (i.e.: location, venue, date and features etc) or cancel the event.
    2. If the event is cancelled or postponed by the Event Organiser due to events or circumstances beyond its reasonable control (including without limitation Acts of God, flood, earthquake or other natural disaster, interruption or failure of utility service, non-performance by suppliers or subcontractors to the event, unforeseen occurrence, cancellation by the venue or other emergency), the Event Organiser will reschedule the event and the Delegate will be transferred to the appropriate re-scheduled event (within 12 months).
  2. Cancellation and Substitutions by the Delegate
    1. Delegate bookings are transferable but cannot be cancelled by the Delegate.
    2. If the Delegate is unable to attend, they must notify the Event Organiser, by giving written notice (“Notice”), as soon as possible, with a minimum of three (3) weeks’ Notice prior to the event.
    3. The written notice shall be hand delivered or by pre-paid first-class post or the other next working day delivery service at the Event Organisers registered office or its principal place of business or sent by email to [email protected]
    4. The Notice shall be deemed to have been received: if delivered by hand, on signature of a delivery receipt, if sent by pre-paid first-class post or other next working day delivery service, at 9.00 am on the second working day after posting. If the Notice is sent by email, at 9.00 am on the next working day after transmission.
    5. A Delegate who is unable to attend the event may nominate a substitute who should be of equivalent standard and expertise.
    6. Substitutes will be admitted to the event subject to the Event Organiser’s discretion and approval.
    7. Delegates who book within three (3) weeks of the event and subsequently are unable to attend within that period are also entitled to nominate a substitute of equivalent standard and experience.
    8. Should no substitute be available, the Delegate may be transferred on to an appropriate alternative event (within 12 months), which is also subject to the Event Organisers approval.
    9. If the Delegate is registering for the extension of a complimentary pass by the Event Organiser;
      1. by booking the Delegate agrees to the Event Organiser charging a ‘no-show’ fee of £300 (plus VAT where applicable) for liquidated damages in the event that the Delegate or the nominated substitution fail to attend the event.
      2. If the Delegate is unable to attend, they must notify the Event Organiser verbally and in writing as soon as possible with a minimum of three (3) weeks’ Notice prior to the event.
      3. these Terms also apply to any additional registrants that the Delegate may have booked on behalf of.
    1. No fee will be charged for complimentary pass cancellations received in writing, not less than, twenty-one (21) days before the event. Complimentary passes are allocated at the complete discretion of The Event Organiser.
  1. Miscellaneous
    6.1 Delegates are responsible for the cost of gratuities that might include the following expenses: use of leisure facilities at the Venue, parking, alcohol (where applicable), travel and other items such as non- Event Organiser arranged dining, dry-cleaning, mini-bar, other refreshments and telephone calls.

6.2 These Terms and the Delegate Registration Form constitute the sole and exclusive Agreement between the Delegate and the Event Organiser on the subject matter covered. The Delegate acknowledges that no other warranties, representations or acknowledgements, written or oral, have been made which are not reflected herein.

  1. Limitation of Liability
    1. Nothing shall limit or exclude a party’s liability:
      a) for death or personal injury caused by its negligence, or the negligence of its employees, agents or subcontractors:
      b) for fraud or fraudulent misrepresentation;
      c) for breach of the terms implied by section 2 of the Supply of Goods and Services Act 1982(title and quiet possession) or any other liability which cannot be limited or excluded by applicable laws.
    2. Under no circumstances shall the Event Organiser be liable to the Delegate including following but not limited to, whether in contract, tort (including negligence) or otherwise:
  1. Loss of revenue or anticipated revenue;
  2. Loss of savings or anticipated savings:
  3. Loss of business opportunity:
  4. Loss of profits or anticipated profits:
  5. Wasted expenditure;
  6. Any indirect or consequential losses;
  7. Losses incurred by the Delegate arising out of or in connection with any third-party claim against the Delegate which has been caused by the act or omission of the Event Organiser. For these purposes, third party claims shall include, but not be limited to, demands, fines, penalties, actions, investigations or proceedings, including, but not limited to, those made or commenced by subcontractors, the Event Organiser’s personnel, regulators and customers of the Delegate.
    1. The Event Organiser will not be liable for any death or injury suffered by the Delegate or any persons attending the event including the Delegates employees, contractors and subsequent sub-contractors, save to the extent that the same was caused by the negligence of the Event Organiser.
    2. The Event Organiser excludes liability, and the Delegate undertakes to assume liability for any damage to or loss of any items or articles brought to the Event by the Delegate or any visitor to the event (including any contractor and their employees), including any articles left at the event after the event
    3. Unless the Delegate notifies the Event Organiser that it intends to make a claim in respect of an event within 7 days, “Notice”, the Event Organiser shall have no liability for the event. The Notice period for an event shall start on the day on which the Delegate became, or ought reasonably to have become, aware of the event having occurred.
    4. The Event Organiser is not responsible for the following: conduct of the Delegates while at the event, any costs, damages and/or expenses associated with the Delegate’s transportation to/from the event, hotel accommodations or third-party services, whether or not arranged by the Event Organiser in connection with the Event.
    5. This Agreement is binding upon confirmation by the Event Organiser of acceptance of the Delegate Registration Form submitted by the Delegate.
  1. Law and Jurisdiction
    1. These terms and any dispute or claim (including non-contractual disputes or claims) arising out of or in connection with it or its subject matter or formation shall be governed by and construed in accordance with the law of England and Wales. 
    2. The Delegate and the Event Organiser irrevocably agrees that the courts of England and Wales shall have the exclusive jurisdiction to settle any dispute or claim (including non-contractual disputes and claims) arising out of or in connection with the terms or its subject matter or formation.
    3. Vinelake Limited is a company registered in England and Wales (company number 09533381) whose registered office is located at: 160 Hursley, Winchester, Hants, United Kingdom, SO21 2LD.
  1. Data Protection and Privacy
    1. The Event Organiser is committed to protecting the Delegates privacy and keeping their data confidential. Data is collected in accordance with the General Data Protection Regulation and the Event Organisers Privacy Policy which is available to view on our website.
    2. The information provided by Technology Partner will be held on the Event Organisers database. Occasionally, data may be made available to carefully selected external partners in accordance with the Event Organisers Privacy Policy. If you do not wish data to be made available, please contact: [email protected]
  2. Termination
    1. 10.1.Without affecting any other right or remedy available to it, the Event Organiser may terminate the Agreement with immediate effect by giving written notice to the Delegate (“The Event Organiser Cancellation Notice”) if: –
      1. The Delegate commits a material breach of any term of the Agreement and (if such a breach is remediable) fails to remedy that breach within 7 days of the Sponsor being notified in writing to do so;
      2. The Delegate fails to pay any amount due under the Agreement on the due date for payment;
      3. The Delegate fails to or delays provision of the necessary information or documentation;
      4. The Delegate purports to assign the benefit of the Agreement to a third party;
      5. The Delegate suspends, or threatens to suspend, or ceases or threatens to cease to carry on all or a substantial part of its business;
      6. The Delegate’s financial position deteriorates to such an extent that in the Event Organiser’s opinion the Delegate’s capability to adequately fulfil its obligations under the Agreement has been placed in jeopardy;
      7. If the Event Organiser Cancellation Notice is received by the Delegate prior to the date of the Event in accordance with sub-clauses 10.1;
      8. The Delegate will remain liable to the Event Organiser for any sums due and owing at that date (including any interest thereon);
      9. The Event Organiser will be under no liability to refund to the Delegate any payments already made by the Delegate.
      10. 10.1.10.Without affecting any other right or remedy available to it, the Event Organiser may suspend the supply of services under the Agreement or any other Agreement between the Delegate and the Event Organiser if the Delegate fails to pay any amount due under the Delegate Registration Form on the due date for payment, the Delegate becomes subject to any of the events listed in clause 10.1, or the Event Organiser reasonably believes that the Delegate is about to become subject to any of them.
      11. 10.1.11. If the Event Organiser terminates the Agreement in accordance with clause 10.1 above, it shall be under no liability whatsoever to the Delegate (including for any direct or indirect damages or consequential loss of any kind).
      12. 10.1.12. Payments that have yet to be made to the Event Organiser and that are due and payable, in accordance with clause 3., will be due immediately, to the Event Organiser, upon provision of the Event Organiser Cancellation Notice.


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