V-Ex Privacy Policy

V-Ex is an approved digital services partner to Event Tech Live – providing a virtual exhibition experience for exhibitors and visitors.

V-Ex Virtual Exhibitions Ltd. (V-Ex, we, us our our) is a private limited company registered in England and Wales under registered company number 07830644 and our registered office is at Progress House, Great Western Avenue, Worcester, WR5 1AQ.

The terms “you” or “user(s)” refer to viewer of this website.

The term “Site” refers to etl.vec-online.com.

If you have any questions about how the Privacy Policy affects you please email: [email protected]

Policy Highlights

You can read our full Privacy Policy below, but here are a few highlights that we think will be of most interest to you:

• By completing the registration form you are consenting to us storing and processing your data as described below
• We will NEVER sell your personal data
• We may use your data to promote our products and services
• We may share your data with Event Tech Live and relevant exhibitors
• Your data is protected and managed in accordance with the GDPR

Your Data

You may choose to send us your personal information via this website. Your decision to disclose your personal data is entirely voluntary, and by doing so, you are taking an affirmative action by providing us with specific consent to use your personal data only for the purposes for which you have disclosed it to us.

We will collect the following data:
• Your name and email address as supplied when you register for the event
• Details you supply when filling in enquiry forms on exhibition booths
• Your marketing preferences

We store all your data securely, using a combination of physical servers which are managed and housed in the UK and Microsoft cloud storage.

We do track individual users through their journey on the website using tracking technology which includes geo-location and IP address. However, this tracking information is not combined to your registration data.

You may choose to communicate directly with V-Ex via email or other methods of communication. Any such communication will be handled I accordance with our company Privacy Policy.

We act as data controllers where we use the data generated by this site to promote our business to exhibitors and visitors.

We act as data processors on behalf of Event Tech Live. This policy does not act on behalf of Event Tech Live or any exhibitors on the site.

How your data may be used

Your registration data is used to help us monitor attendance at the online event and to enable us to continue to provide a safe and enjoyable experience for all users.

Your data will also be used to promote our services to Event Tech Live and the exhibitors who are participating in Event Tech Live Online. Where a user engages with an exhibitor enquiry form, their data will be passed to the relevant exhibitor.

We may contact you regarding your visit to the site in order to carry out market research for the betterment of our services.

We may contact you with relevant information about our products and services. You can ask us to remove you from such marketing communications by emailing [email protected] or by selecting unsubscribe at the bottom of any such email.

Selling and sharing your data

We will never sell your data to third parties

We may share your data with the show owner (Event Tech Live) and exhibitors where you have engaged with their content. The show owner and exhibitors may contact you where it is appropriate and where their own Privacy Policies allow.

We may share your data with our service providers for the sole purpose of delivering the online experience that you have signed up for. This may include sharing data with our CDN provider, mail client or other trusted third party suppliers. In all cased our suppliers adhere to a strict data privacy policy in accordance with the Data Protection Act 2018 (DPA 2018).

In some limited circumstances we may be obliged to share your personal data by law. In such cases we will do our best to protect the data subject’s rights, freedoms and legitimate interests within the confines of the law.

How secure is your data

While we can never guarantee that your data is completely safe from attacks, we can ensure that we maintain robust data security standards in accordance with UK law.

As an organisation we ensure that all members of staff are suitably trained on current data security protocol and that all hardware, software, services and processes employed are fit for purpose.

The procedures include regular external auditing and we are proud hold a Cyber Essentials Plus certificate.

We only collect the minimum data that is necessary to carry out the services that you have requested, and to allow us to adhere to all relevant regulatory compliances.

All of our physical servers are located within the UK and conform to all relevant UK and EU regulations. In many situations we make use of Cloud Based storage or use third party suppliers operating via the Cloud. In such instances we rely on Standard Contractual Clauses to ensure that your data is managed correctly.

For a more detailed breakdown of our Data Security Policies please email: [email protected]

Legal basis

According to the UK GDPR it is mandatory for all businesses to have a legal basis for which they collect an individual’s personal data. In this instance we are using “Consent” as the legal basis.

Bu submitting your details and registering to this site, you are giving us your consent to store and process your data. If you are not happy with the terms contained within this policy, please do not tick the box confirming you have read and accepted the document.

Your rights to privacy:

As prescribed within data protection regulations, you have specific rights:
• The right to be informed.
• The right of access.
• The right to rectification.
• The right to erasure/be forgotten.
• The right to restrict processing.
• The right to data portability.
• The right to object.
• Rights relating to automated decision making and profiling.

To exercise your rights with regard to the personal data that we store please email: [email protected]

If V-Ex does not address your request or fails to provide you with a valid reason why we have been unable to do so, you have the right to contact the Information Commissioner’s Office to make a compliant. They can be contacted via their website (https://ico.org.uk) or by telephone +44 (0)303 123 1113.

Website Cookies

The site uses cookies to record and log data. We use both session-based and persistent cookies, dependent upon how you use or interact with this website.

Cookies are small text files sent by us to your computer, and from your computer or mobile device to us each time you visit our website. They are unique to you or your web browser.

Session-based cookies last only while your browser is open and are automatically deleted when you close your browser session. Persistent cookies last until you or your browser deletes them, or until they expire.

We use cookies which are not specific to your account but are unique and allow us to undertake website analytics and customisation, among other similar things. If you decide to disable some or all cookies, you may not be able to use some of the functions on our website. We may use third-party cookies, for example Google Analytics, and you may choose to opt-out of third-party cookies by visiting their website.

External Links

This site may include relevant hyperlinks to external websites not controlled by us. Whilst all reasonable care has been exercised in selecting and providing any such links, you are advised to exercise caution before clicking any external links. We cannot guarantee the ongoing suitability of external links, nor do we continually verify the safety or security of the contents which may be subsequently provided to you. You are advised, therefore, that your use of external links is at your own risk, and we cannot be responsible for any damages or consequences from your use of them.

Changes to this Privacy Policy

We may change this Privacy Policy from time to time, and if we do, we will post any changes on this page. If you continue to access this website or use services available from this website after those changes have come into effect, you will have agreed to the revised policy.
This Privacy Policy is version 1.0 and was released on 5th July, 2023. You are advised to download or print a copy and retain it for your records.