This Privacy Policy was last updated on 11th April 2026.
Privacy PolicyWe are committed to protecting and respecting your privacy. This Privacy Policyexplains how we collect, use, and safeguard your personal information when youvisit our website or interact with us online.
This Privacy Policy applies to you, the person accessing our services or using ourwebsites:
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www.sovereignminds.org.uk
This privacy policy is provided in a layered format so you can click through to thespecific areas set out below. Alternatively, you can download a pdf version of the policy.
1. Important information and who we are
2. The data we collect about you
3. How is your personal data collected?
4. How we use your personal data
5. Disclosures of your personal data
6. International transfers
7. Data security
8. Data retention
9. Your legal rights
1. Important information and who we are Purpose of this privacy policyThis privacy policy aims to give you information on how we collect and process yourpersonal data through your use of the Websites, including any data you may providethrough the Websites for example when you sign up to our summit.
This section of the website is not intended for children.
It is important that you read this privacy policy together with any other privacy policyor fair processing policy we may provide on specific occasions when we arecollecting or processing personal data about you so that you are fully aware of howand why we are using your data. This privacy policy supplements other notices andprivacy policies and is not intended to override them.
Controller
Sovereign Minds Summit Limited is the controller and responsible for your personaldata (collectively referred to as “Sovereign Minds Summit”, “we”, “us” or “our” in thisprivacy policy).
Raj Khaira acts as our privacy legal counsel.
Tash Whitaker acts as our data protection officer.
Contact detailsIf you have any questions about this privacy policy or our privacy practices, pleasecontact us in the following ways:
Full name of legal entity: Sovereign Minds Summit Limited
Company number 17141708
Email: info@sovereignminds.org.uk
Telephone: +44 (0)7733 511080
The Data Protection Act 1998 requires every organisation that processes personalinformation to register with the Information Commissioner’s Office (ICO):
Data Controller: Sovereign Minds Summit Limited
ICO Reference Number: ZC129738
You have the right to make a complaint at any time to the InformationCommissioner’s Office (ICO), the UK supervisory authority for data protection issues(www.ico.org.uk). We would, however, appreciate the chance to deal with yourconcerns before you approach the ICO so please contact us in the first instance.
It is important that the personal data we hold about you is accurate and current.Please keep us informed if your personal data changes during your relationship withus.
Third-party linksThis website may include links to third-party websites, plug-ins and applications.Clicking on those links or enabling those connections may allow third parties tocollect or share data about you. We do not control these third-party websites and arenot responsible for their privacy statements. When you leave our website, weencourage you to read the privacy policy of every website you visit.
2. The data we collect about youPersonal data, or personal information, means any information about an individualfrom which that person can be identified. It does not include data where the identityhas been removed (anonymous data).
We may collect, use, store and transfer different kinds of personal data about youwhich we have grouped together as follows:
● Identity Data includes first name, maiden name, last name, username orsimilar identifier, title, date of birth and photo identification.
● Contact Data includes billing address, delivery address, email address andtelephone numbers.
● Technical Data includes internet protocol (IP) address, your login data,browser type and version, time zone setting and location, browser plug-intypes and versions, operating system and platform, and other technology onthe devices you use to access the Websites.
● Profile Data includes your username and password, your interests,preferences, feedback and survey responses.
● Usage Data includes information about how you use our website, productsand services.
● Marketing and Communications Data includes your preferences in receivingmarketing from us and our third parties and your communication preferences.
We also collect, use and share Aggregated Data such as statistical or demographicdata for any purpose. Aggregated Data could be derived from your personal data butis not considered personal data in law as this data will not directly or indirectly revealyour identity. For example, we may aggregate your Usage Data to calculate thepercentage of users accessing a specific website feature. However, if we combine orconnect Aggregated Data with your personal data so that it can directly or indirectlyidentify you, we treat the combined data as personal data which will be used inaccordance with this privacy policy.
We do not collect any Special Categories of Personal Data about you (this includesdetails about your race or ethnicity, religious or philosophical beliefs, sex life, sexualorientation, political opinions, trade union membership, information about yourhealth, and genetic and biometric data). Nor do we collect any information aboutcriminal convictions and offences
If you fail to provide personal dataWhere we need to collect personal data by law, or under the terms of a contract wehave with you, and you fail to provide that data when requested, we may not be ableto perform the contract we have or are trying to enter into with you (for example, toprovide you with goods or services). In this case, we may have to cancel a productor service you have with us but we will notify you if this is the case at the time.
3. How is your personal data collected? We use different methods to collect data from and about you including through:
Direct interactionsYou may give us your Identity, Contact and Financial Data by filling in forms or bycorresponding with us by post, phone, email or otherwise. This includes personaldata you provide when you –
● apply for our products or services;
● attend one of our events
● subscribe to our service or publications;
● request marketing to be sent to you;
● enter a competition, promotion or survey; or
● give us feedback or contact us.
Automated technologies or interactionsAs you interact with our website, we will automatically collect Technical Data aboutyour equipment, browsing actions and patterns. We collect this personal data byusing cookies, server logs and other similar technologies. We may also receiveTechnical Data about you if you visit other websites employing our cookies. Pleasesee our cookie policy for further details
www.sovereignminds.org.uk4. How we use your personal data and lawful basis We will only use your personal data when the law allows us to. Most commonly, wewill use your personal data in the following circumstances:
● Where we need to perform the contract we are about to enter into or haveentered into with you.
● Where it is necessary for our legitimate interests (or those of a third party) andyour interests and fundamental rights do not override those interests.
● Where we need to comply with a legal obligation.
Generally, we do not rely on consent as a legal basis for processing your personaldata although we will get your consent before sending third party direct marketingcommunications to you via email or text message. You have the right to withdrawconsent to marketing at any time by contacting us.
Purposes for which we will use your personal data
We have set out below, in a table format, a description of all the ways we plan to useyour personal data, and which of the legal bases we rely on to do so. We have alsoidentified what our legitimate interests are where appropriate.
Note that we may process your personal data for more than one lawful grounddepending on the specific purpose for which we are using your data. Please contactus if you need details about the specific legal ground we are relying on to processyour personal data where more than one ground has been set out in the table below.
Legitimate InterestsWe process your personal data based on legitimate interests only whenproportionate and necessary for its original purpose, ensuring our interests don'toverride yours. If you've attended our events, used our services, or we've assessedyour interests based on your profession, we may process your data andcommunicate with you under legitimate interest, absent consent. We have alegitimate interest in informing you about upcoming events and services. Inbalancing interests, we consider that we process minimal, non-sensitive data withminimal privacy impact, and you can easily opt out anytime.
MarketingWe strive to provide you with choices regarding certain personal data uses,particularly around marketing and advertising.
Promotional offers from usWe may use your Identity, Contact, Technical, Usage and Profile Data to form a viewon what we think you may want or need, or what may be of interest to you. This ishow we decide which products, services and offers may be relevant for you (we callthis marketing).
You will receive marketing communications from us if you have requestedinformation from us or purchased goods or services from us and you have not optedout of receiving that marketing.
Opting outYou can ask us or third parties to stop sending you marketing messages at any timeby contacting us at any time.
Where you opt out of receiving these marketing messages, this will not apply topersonal data provided to us as a result of a product/service purchase, warrantyregistration, product/service experience or other transactions.
Change of purposeWe will only use your personal data for the purposes for which we collected it, unlesswe reasonably consider that we need to use it for another reason and that reason iscompatible with the original purpose. If you wish to get an explanation as to how theprocessing for the new purpose is compatible with the original purpose, pleasecontact us.
If we need to use your personal data for an unrelated purpose, we will notify you andwe will explain the legal basis which allows us to do so.Please note that we may process your personal data without your knowledge orconsent, in compliance with the above rules, where this is required or permitted bylaw
5. Disclosures of your personal dataWe may share your personal data with the parties set out below for the purposes setout in the table above and the following circumstances:
Agreed Sharing● During event registration or form submission
● While attending our events, particularly in sessions and visiting summit stands
● When you consent to share your name and email with select third parties
We may share your personal data with:
● Entities within our group of companies
● Event exhibitors and sponsors
● Marketing agencies representing exhibitors or sponsors
● Event partners and suppliers assisting with event operations
● Third parties offering relevant products and services (with your consent)
● Advertising partners for personalised advertising and effectivenessmeasurement
● Third-party email marketing and CRM specialists managing our marketingdatabase
We reserve the right to transfer, disclose, or assign your personal data in connectionwith business transactions or legal obligations.
6. International transfers Some of our external third parties are based outside the UK & EEA so theirprocessing of your personal data will involve a transfer of data outside the UK &EEA.
Whenever we transfer your personal data out of the UK & EEA, we ensure a similardegree of protection is afforded to it by ensuring at least one of the followingsafeguards is implemented:
● We will only transfer your personal data to countries that have been deemedto provide an adequate level of protection for personal data by the EuropeanCommission.
● Where we use certain service providers, we may use specific contractsapproved by the European Commission which give personal data the sameprotection it has in Europe.
● Where we use providers based in the US, we may transfer data to them ifthey are part of the EU-US Data Privacy Frameworks which requires them toprovide similar protection to personal data shared between Europe and theUS.
● Please contact us if you want further information on the specific mechanismused by us when transferring your personal data out of the UK.
7. Data security We have put in place appropriate security measures to prevent your personal datafrom being accidentally lost, used or accessed in an unauthorised way, altered ordisclosed. In addition, we limit access to your personal data to those employees,agents, contractors and other third parties who have a business need to know. Theywill only process your personal data on our instructions and they are subject to aduty of confidentiality.
We have put in place procedures to deal with any suspected personal data breachand will notify you and any applicable regulator of a breach where we are legallyrequired to do so.
8. Data retention How long will you use my personal data for?
By law we have to keep basic information about our customers (including Contact,Identity, Financial and Transaction Data) for seven years after they cease beingcustomers for tax purposes.
In some circumstances you can ask us to delete your data: see your legal rightsbelow for further information.
In some circumstances we will anonymise your personal data (so that it can nolonger be associated with you) for research or statistical purposes, in which case wemay use this information indefinitely without further notice to you.
9. Your legal rightsUnder certain circumstances, you may email us at
data@ebm.uk as to your rightsunder data protection laws in relation to your personal data for the following information categories-
● Request access to your personal data.
● Request correction of your personal data.
● Request erasure of your personal data.
● Object to processing of your personal data.
● Request restriction of processing your personal data.
● Request transfer of your personal data.
● Right to withdraw consent.
No fee usually requiredYou will not have to pay a fee to access your personal data (or to exercise any of theother rights). However, we may charge a reasonable fee if your request is clearlyunfounded, repetitive or excessive. Alternatively, we could refuse to comply with yourrequest in these circumstances.
What we may need from youWe may need to request specific information from you to help us confirm youridentity and ensure your right to access your personal data (or to exercise any ofyour other rights). This is a security measure to ensure that personal data is notdisclosed to any person who has no right to receive it. We may also contact you toask you for further information in relation to your request to speed up our response.
Time limit to respondWe try to respond to all legitimate requests within one month. Occasionally it couldtake us longer than a month if your request is particularly complex or you have madea number of requests. In this case, we will notify you and keep you updated.
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