Event Squared Ltd Privacy Policy
1. Who we are
Event Squared Ltd (“Event Squared”, “we”, “us”, “our”) is a UK company providing corporate event production, streaming, registration and virtual event platform services. Our registered address is 58 Mayles Road, Portsmouth, PO4 8NP, United Kingdom.
This notice explains what we do with personal data when you visit our website, contact us, attend an event we support, or use a platform we operate. It applies to the UK GDPR, the Data Protection Act 2018 and, where relevant, the EU GDPR.
You can contact us about anything in this notice at info@eventsquared.live.
2. When we are a controller and when we are a processor
This distinction matters, because it changes who you should contact about your data.
We are the controller for data about our own website visitors, business contacts, client staff we deal with directly, and anyone who contacts us. This notice describes what we do with that data.
We are a processor for most delegate and attendee data. When a client engages us to run registration, stream an event or operate a platform, the client decides what data is collected and why. We act on their written instructions under a data processing agreement. If you are a delegate at an event we supported, the organiser’s privacy notice governs your data, and requests about it should go to them, though we will always pass on anything sent to us.
3. Personal data we collect
As controller, we collect:
- Name, job title, employer, email address and phone number
- The content of enquiries and correspondence with us
- Account details if you use our virtual event platform
- Technical data: IP address, browser and device type, and pages visited on our website
As processor, on our clients’ behalf, we may handle:
- Delegate registration details, including name, contact details, organisation and job title
- Attendance and session data
- Audio and video recordings of speakers and, where the event format captures them, participants
- Chat messages, Q&A submissions and poll or survey responses
- Photographs taken at in-person events
4. Where we get your data from
Most data comes directly from you. We also receive delegate data from our clients when they engage us to support an event, and from the event platforms we operate on their behalf.
5. Why we use your data, and our legal bases
Where we rely on legitimate interests, we have considered whether our interests are overridden by your rights, and you can ask us for that assessment.
| Purpose | Legal basis |
|---|---|
| Responding to enquiries made through our website, by email or by phone | Performance of a contract, or our legitimate interests in responding to people who contact us |
| Providing event production, streaming, registration and platform services under a client contract | Performance of our contract with the client. Where we act as processor, our client determines the basis for delegate data |
| Managing accounts on our virtual event platform | Performance of a contract |
| Recording, editing and hosting event content, podcasts and video on demand | Performance of our contract with the client; for delegates, our client’s chosen basis (usually consent or legitimate interests) |
| Sending marketing about our services to business contacts | Our legitimate interests in promoting our services, or consent where required by PECR |
| Keeping business, accounting and tax records | Legal obligation |
| Protecting the security of our systems and preventing fraud | Our legitimate interests in keeping our services secure |
| Establishing, exercising or defending legal claims | Our legitimate interests in protecting our legal position |
6. Special category data
Some events collect dietary requirements or accessibility needs. This can reveal information about health, and occasionally religious belief, which is special category data under Article 9 of the UK GDPR.
We handle this only where a client asks us to, as their processor, and only for the purpose of catering and access arrangements at their event. It is not used for anything else and is deleted at the end of the engagement. Our client is responsible for identifying the Article 9 condition that applies — usually explicit consent obtained at registration.
7. Event recordings, streaming and interactive content
Recording an event captures personal data. Where we record, stream or edit content:
- The event organiser is responsible for telling participants that recording is taking place and for obtaining any consent required
- We store recordings securely and make them available only to the organiser and to audiences they authorise
- We do not use recordings for our own marketing without the organiser’s written permission and, where the person is identifiable, their agreement
8. Cookies and similar technologies
Our website uses cookies that are strictly necessary to make it work. These do not require your consent.
We also use analytics to understand how the site is used. Analytics cookies are not strictly necessary, so we ask for your consent before setting them, and you can withdraw it at any time through the cookie banner.
9. Who we share your data with
We share personal data with the following categories of recipient:
- Event technology and registration platforms we operate on our clients’ behalf, including CVENT and Attendee Hub, Bizzabo, Klik, Slido and Vevox
- Video conferencing and streaming providers, including Zoom and Microsoft Teams
- Cloud hosting, file transfer and content delivery providers
- Email, CRM and productivity software providers
- Freelance crew and production partners engaged for specific events, under confidentiality terms
- Our accountants, insurers and professional advisers
- Law enforcement or regulators, where we are legally required to do so
- A buyer or successor, if the business is sold or reorganised
We do not sell personal data.
10. Sending data outside the UK
Some of the providers listed above are based outside the UK, or store data outside it, including in the United States and the European Economic Area.
Where we transfer personal data outside the UK, we rely on one of the following safeguards:
- An adequacy decision by the UK government, including the UK Extension to the EU–US Data Privacy Framework where the provider is certified
- The International Data Transfer Agreement, or the EU Standard Contractual Clauses with the UK Addendum, together with a transfer risk assessment
You can ask us for details of the safeguards applying to a particular transfer.
11. How long we keep your data
| Data | How long we keep it | Why |
|---|---|---|
| Website enquiry and contact details | 24 months from last contact | To follow up on business enquiries |
| Client contract records and correspondence | 7 years after the end of the contract | Tax, accounting and limitation periods |
| Delegate registration data (as processor) | Per our client’s instructions; deleted or returned at the end of the engagement | Article 28 obligations |
| Event recordings, VOD and podcast content | 12 months, unless the client contract says otherwise | To allow post-event access and re-edits |
| Chat, Q&A and poll responses from events | Per our client’s instructions, usually with the event data | Held on the client’s behalf |
| Marketing contact details | Until you unsubscribe, then on a suppression list | To honour opt-outs |
| Platform account data | 12 months after the account is closed | To resolve queries and disputes |
When we no longer need personal data we delete it or make it anonymous. Where data sits in backups, we isolate it from further use until the backup expires.
12. How we keep your data safe
We use technical and organisational measures appropriate to the risk, including access controls, encryption in transit, restricted sharing of event content, and confidentiality obligations for staff and freelance crew. No system can be completely secure, but we review our measures regularly and will notify the ICO and affected people where a breach requires it.
13. Marketing
We may send you information about our services by email where you have asked us to, or where you are an existing or prospective business client and the message relates to services similar to those we have discussed.
Every marketing email includes an unsubscribe link, and you can opt out at any time by emailing info@eventsquared.live. Opting out of marketing does not affect messages we send about a live project.
14. Automated decision-making
We do not make decisions about you using automated processing alone, and we do not carry out profiling that produces legal or similarly significant effects.
15. Your rights
You have the right to:
- Ask for a copy of the personal data we hold about you
- Have inaccurate data corrected
- Ask us to delete data, in certain circumstances
- Ask us to restrict how we use your data
- Object to processing based on our legitimate interests
- Object to direct marketing at any time — this is an absolute right
- Receive data you gave us in a portable format, where we rely on consent or contract
- Withdraw consent at any time, where we rely on it
To exercise any of these, email info@eventsquared.live. We will respond within one month. That can be extended by two further months for complex requests, and we will tell you if that applies. There is no charge unless a request is manifestly unfounded or excessive.
If you are a delegate and your request concerns data we hold as a processor, we will pass it to the event organiser, who is responsible for answering it.
16. Children
Our services are aimed at business audiences and we do not knowingly collect data from anyone under 18. If we learn that we have, we will delete it.
17. Complaints
If you are unhappy with how we have handled your data, please contact us first so we can try to put it right. You also have the right to complain to the Information Commissioner’s Office:
Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF. Helpline 0303 123 1113. ico.org.uk/make-a-complaint
18. Changes to this notice
We review this notice regularly and will update it when our practices or the law change. The date below shows when it was last revised. Where changes are significant we will say so on our website.
Last updated: 04/09/2026