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WHERE WE STORE YOUR PERSONAL DATA
Almost all data we store about you is held securely within the UK. We work with trusted third-party providers, some based outside the UK or European Economic Area, to support delivery of our services, communication, payment processing and data storage. In all cases we take appropriate steps to ensure your data is processed in accordance with the UK GDPR and Data Protection Act 2018, including approved transfer safeguards (the UK International Data Transfer Agreement or Addendum, the UK-US Data Bridge / EU-US Data Privacy Framework, or Standard Contractual Clauses with the UK Addendum, as applicable).
Depending on the services you use, your data may be processed in the following ways:
GoHighLevel (GHL)
We use GoHighLevel, a secure customer relationship management (CRM) platform, to store client contact data and manage communications such as service updates and email marketing. Data is processed using Amazon Web Services (AWS) and Google Cloud Platform (GCP) infrastructure. All data is encrypted in transit (TLS v1.2+) and at rest (AES256), with regular backups and multiregion redundancy. GHL is GDPR-compliant and participates in the EUUS Data Privacy Framework. You can find more information here:
Microsoft OneDrive
We use Microsoft OneDrive to securely store supplementary client files and documents. OneDrive provides robust privacy, encryption, and compliance controls, including AES256 encryption for data at rest and TLS for data in transit. It supports GDPR response features such as Data Subject Requests, DPIAs, and data residency configurations within Microsoft 365. For more details:
Dropbox
Where applicable, data may be stored via Dropbox. Dropbox encrypts files using AES-256 at rest and uses SSL/TLS encryption (128-bit or higher) during transfer. Dropbox complies with GDPR and offers enterprise-grade access controls.
Google Forms
When collecting data via Google Forms, submissions are protected under Google’s comprehensive privacy framework. Data submitted is stored in our secured Google Workspace environment, protected by end-to-end encryption. Google maintains compliance with GDPR, and their product policies outline content handling, review procedures, and user data rights.
WordPress (Website Platform)
Our website is built using WordPress, which supports data protection compliance by enabling Privacy Policy publishing, cookie consent banners, and user data access features. WordPress also provides integration with GDPR-compliant plugins and tools.
Gravity Forms (Data Collection Plugin)
We use Gravity Forms on our WordPress website to collect user-submitted data (e.g., registrations, surveys). Gravity Forms does not sell or misuse data. It includes built-in GDPR tools such as:
• Consent fields
• Personal data controls (e.g., IP logging settings)
• Compatibility with WordPress data erasure/export tools
We also use a GDPR add-on and limit data retention by auto-deleting form entries after a short period.
• Gravity Forms Privacy Policy
• GDPR Compliance Documentation
Stripe Payments Europe Ltd.
We use Stripe to process payments. While Stripe is based in the EU, data may be transferred to its U.S. parent company. Stripe complies with GDPR and uses Standard Contractual Clauses (SCCs) to ensure lawful data transfers outside the UK and EEA.
Mighty Networks
Our online community is hosted on Mighty Networks, a US-based platform. Use of this platform is optional, and users contract directly with Mighty Networks by accepting their terms. They use SCCs and comply with GDPR where applicable.
• Mighty Networks Privacy Statement
Security of Data Transmission
Please note that while we follow strict security protocols, the transmission of information via the internet is never completely secure. Any data you transmit to us is done at your own risk. Once received, we apply robust security controls to prevent unauthorised access or misuse. Our staff may access personal data securely when working abroad, but data remains stored within the UK/EU.
Your Responsibility
You are responsible for keeping any account passwords or access credentials secure. If you believe your account has been compromised, please notify us immediately.
DISCLOSURE OF YOUR INFORMATION
We may disclose your personal information to third parties:
- To event sponsors, strictly as described in the “Event & Sponsors” section.
- If you have given your consent for us to do so for marketing or other specified purposes.
- To our service providers listed above, acting on our instructions.
- If we are under a duty to disclose or share your personal data to comply with any legal obligation, to enforce or apply our terms and other agreements, or to protect our rights or property and the safety of our customers or others, including exchanging information with other companies and organisations for fraud protection and credit risk reduction.
HOW LONG WE KEEP YOUR DATA
We do not keep information longer than necessary for the purposes it was collected for:
- Financial and contractual records: up to 7 years, in line with legal and accounting obligations.
- Customer and member records: for the duration of our relationship and up to 7 years afterwards.
- Event attendee data: retained for 24 months after the event for follow-up and planning, then deleted or anonymised. Dietary requirements are deleted within 3 months of the event.
- Marketing preferences and opt-outs: we keep a record of opt-outs indefinitely so we can honour them.
MARKETING
When you buy from us, we may send you email updates about similar Plannex events, services and resources. You can opt out when you book and via the unsubscribe link included in every email. Opting out never affects the services or tickets you’ve purchased. You will always receive essential communications about anything you’ve booked.
We will never sell your personal data. We will inform you before collecting your data if we intend to use it for marketing or to disclose it to any third party for such purposes, and you can prevent such processing at the point of collection or at any time by contacting contact@plannex.co.uk.
EVENTS & SPONSORS
Some of our events, particularly Plannex Live, are supported by sponsors, and connecting attendees with relevant partners is part of the value of attending. We are transparent about exactly what sponsors receive.
Pre-event: Before the event, we share a list of job titles and firm names (not attendee names or contact details) with confirmed event sponsors (A list of sponsors for 2027 will show here) so they understand who will be in the room. We share this under legitimate interests; if you’d prefer your details excluded, contact us at contact@plannex.co.uk.
Contact details: We share attendee contact details with sponsors only where you have opted in at checkout to receive partner offers, tools and resources. Where you attend on behalf of an incorporated firm using a firm email address, we may also include your work contact details under legitimate interests, with an opt-out available at any time via contact@plannex.co.uk.
Sponsor obligations: Sponsors receiving attendee data are bound by written data terms with us, including limits on use, a requirement to honour opt-outs immediately, and deletion requirements. If you receive contact from a sponsor that you believe breaches these limits, tell us at contact@plannex.co.uk and we will take it up with them.
Badge scanning: At our events, sponsors can collect your details only if you choose to have your badge scanned at their stand. A scan, made using our event app, shares your attendee details (name, firm, job title, email) with that sponsor so they can follow up with you. You can decline any scan.
Never shared with sponsors: your dietary requirements, phone number, address and payment details.
YOUR RIGHTS
Under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, you have the right to:
- Access the personal data we hold about you.
- Correct inaccurate or incomplete data.
- Erase your data in certain circumstances.
- Restrict or object to our processing, including any processing based on legitimate interests, and to object to direct marketing at any time (we will always stop).
- Data portability: receive the data you provided to us in a usable format.
- Withdraw consent at any time where consent is our basis (for example, sponsor contact), without affecting processing that took place beforehand.
To exercise any of these rights, contact contact@plannex.co.uk. We will respond within one month. If there is a legitimate and permissible reason why we cannot fulfil a request, we will explain why.
We have a retention policy which means we do not keep information we hold about you for longer than necessary unless we there is a legal obligation to do so.
More information about your rights is available from the Information Commissioner’s Office Here.
MAKING A COMPLAINT
If for any reason you are not satisfied with our response, you can complain to the supervisory authority
for data protection. In the UK this is:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
0303 123 1113
CHANGES TO OUR PRIVACY POLICY
Any changes we may make to our privacy policy in the future will be updated on this page and, where appropriate, notified to you by email.
TERMS OF USE
For our Terms Of Use please click here.
CONTACT
Questions, comments and requests regarding this privacy policy are welcomed and should be addressed to contact@plannex.co.uk
