Event Privacy Notice

About this privacy notice

At Guru Systems Ltd, we respect your privacy and are committed to protecting your personal data. This ‘privacy notice’ explains, amongst other things, how and why we collect, store, use and share personal data and your rights to control our use of it.

Some information about us as a data controller

This privacy notice is for Guru Systems Ltd (referred to as “Guru“, “we”, “us” or “our” in this privacy notice). We are a company registered in England and Wales under company number 08172055 whose registered office is at Unit 05.G01 The Leather Market 11-13 Weston Street, Bermondsey, London, England, SE1 3ER.

We collect, use and are responsible for certain personal data. When we do so we are regulated under data protection laws and we are responsible as “data controller” of that personal information for the purposes of the law.

We can be contacted via our representative Nicky Butterworth, Chief Operations Officer via email on nicky.butterworth@gurusystems.com or call +44 (0) 20 8050 4300.

Types of personal data obtained, purposes and legal basis

Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).

The lawful basis for processing your personal information will typically be one of the following:

  • Your consent;
  • Performance of a contract with you or a relevant party.

We may collect the following types of personal information for marketing purposes:

  • Work contact information: name, email address, phone number, and postal address.
  • Employment information: job title, department, and employer name.
  • Personal information: dietary requirements, allergies.
  • Feedback: responses to surveys, evaluations.
  • See Event photography and videography section below.

We use your personal information to:

  • Administer the event: manage registrations, track attendance.
  • Improve future events: analyse feedback to enhance the quality and effectiveness of our events.
  • Communicate with participants: send updates, reminders, and relevant information about events.
  • Compliance and reporting: ensure compliance with applicable laws and regulations, maintain records.

Event photography and videography

Guru Systems Limited reserves the right to capture photographs and record videos during the event for marketing, promotional, and archival purposes. Such materials may be used across various platforms, including but not limited to websites, social media, publications, and other marketing or promotional channels.

Should you wish to opt out of being photographed or recorded, it is your sole responsibility to inform the designated photographer or videographer on the day of the event. Guru Systems Limited will take reasonable steps to accommodate such requests; however, we cannot guarantee the exclusion of your image if notification is not provided in a timely and explicit manner.

By attending the event, you acknowledge and agree to these terms.

Retention of personal data

We will only retain your personal data for as long as necessary (unless you have otherwise stated) to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements, taking into account applicable data protection laws, retention periods under applicable laws, limitation periods and our business needs.

Sharing your personal data

We may share your personal data with the following third parties in certain circumstances:

  • Where events are provided by Guru Systems and hosted by a third party, we will share information with the host as part of our planning.

Data processors: We use a number of different service providers (acting as ‘data processors’) who provide IT and system administration services to enable us to operate our organisation and the services we provide. Your personal data is transferred to (and stored by) these data processors, who generally fall under the following categories:

  • IT and system administration
  • Document storage
  • Customer Relationship Management (CRM) systems, email, contacts and calendars.

Please contact us on support@gurusystems.com if you want further information on specific data processors or the types of personal data they process for us.

Your Personal Data Rights

The personal data we hold about you is your data, and you have certain rights over the data under applicable data protection laws. This section summarises the rights you have where your personal data is protected under UK data protection legislation.

  • You have the right to request a copy of all personal data we hold relating to you. You also have the right to require us to correct any mistakes in the personal data we hold relating to you.
  • Where we are processing your data based on your consent you can withdraw that consent and we must immediately stop processing your data.
  • Where we process your data based on a “legitimate interest” (underlined in the section on “purpose and lawful basis”, above) you still have the right to object to our processing of that data if you feel it impacts on your fundamental rights and freedoms.
  • You also have the right to object where we are processing your personal data for direct marketing purposes. The easiest way to do this is to use the unsubscribe links at the bottom of all marketing emails.
  • Third party platforms may not offer an unsubscribe option, but you can always contact marketing@gurusystems.com to opt out of communications.
  • In certain situations, you have the right to require us to erase personal data where there is no good reason for us continuing to process it, or to request restriction of processing of your personal data.
  • Finally, you have the right to request the transfer of your personal data to you or a third party in a structured, commonly used, machine-readable format in certain circumstances.

For further information on each of these rights, including the circumstances in which they apply, see the Guidance from the UK Information Commissioner’s Office (ICO) on individuals rights under the General Data Protection Regulation.

If you would like to exercise any of these rights, the easiest way is by dropping us an email at support@gurusystems.com.

Keeping your personal information secure

We have appropriate security measures in place to prevent personal information from being accidentally lost, or used or accessed in an unauthorised way. In addition, we limit access to your personal data to those employees, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.

We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.

Your rights to lodge a complaint with the Regulator

At all times, you have the right to report a concern or lodge a complaint with the Information Commissioner’s Office. Please refer to the ICO at https://ico.org.uk/concerns/ or by calling them on 0303 123 1113. Of course, we hope that we can resolve your issue quickly and fairly ourselves.

Changes to this privacy notice

We may change this privacy notice from time to time.

Issue date: 27/01/2025