Privacy Policy
Last updated: October 2026
Event Guides Limited (“Event Guides”, “we”, “us” or “our”) is committed to protecting your personal information and respecting your privacy.
Event Guides Limited is a company registered in the United Kingdom.
Our registered office is:
24 Church Street
Rickmansworth
Hertfordshire
WD3 1DD
Our business address is:
10 Treasury Court
Fisher Street
Carlisle
CA3 8RF
If you have any questions about how we use your personal information, or wish to exercise any of your data protection rights, please contact us at:
Email: info@eventguides.co.uk
Address: Event Guides Limited, 10 Treasury Court, Fisher Street, Carlisle, CA3 8RF
1. What personal information do we collect?
The personal information we process depends on how you interact with Event Guides and the services we provide.
For exhibitors and their representatives, we may receive information from event organisers, exhibition booking systems or directly from you, including:
• your name;
• job title;
• company name;
• business address;
• telephone number;
• email address;
• information relating to your exhibition or event;
• information required to create or update an exhibitor profile or listing; and
• information relating to advertising, sponsorship or other services you purchase from us.
If you contact us through our website, email or telephone, we may also process the information you provide to us, including your name, contact details and the contents of your enquiry.
For customers who purchase advertising, sponsorship or other services from us, we may also process information necessary for invoicing and administration, such as billing details, VAT information and accounts contact details.
2. Where do we get your information from?
We may receive personal information:
• directly from you;
• from the event organiser for an event for which we are producing an official publication or related digital content;
• through an event organiser’s exhibitor booking system or e-zone;
• when you contact us or request information;
• when you purchase advertising, sponsorship or another service from us; or
• through information that is publicly available, such as business contact or social media information, where appropriate.
Where we receive personal information from an event organiser, the organiser will normally have provided information about how your data will be used.
3. How do we use your personal information?
We use personal information where necessary to provide our services and operate our business.
This may include using your information to:
• create and maintain exhibitor profiles and listings in official event publications and associated digital products;
• contact exhibitors regarding exhibitor profile information, artwork, images and news;
• provide and administer advertising and sponsorship services;
• contact customers regarding services they have requested or purchased;
• respond to enquiries;
• manage payments, invoices and accounts;
• carry out research and obtain feedback following events;
• improve our publications, digital products and services;
• maintain the security and operation of our website and systems;
• comply with legal, accounting and regulatory requirements; and
• communicate with you about relevant Event Guides services and opportunities where we are permitted to do so.
We will only use your personal information for purposes that are compatible with the reasons for which it was collected, or where we have another lawful basis for doing so.
4. Our lawful basis for using your information
Data protection law requires us to have a lawful basis for processing personal information.
Depending on the circumstances, we may rely on one or more of the following:
Contract: where processing is necessary to enter into or perform a contract with you.
Legitimate interests: where processing is necessary for our legitimate business interests, provided those interests are not overridden by your rights and interests.
For example, this may include contacting exhibitors in relation to their official event listing, obtaining information needed to produce an event publication, administering advertising or sponsorship opportunities, or obtaining feedback about an event.
Legal obligation: where we need to process information to comply with a legal or regulatory requirement.
Consent: where we have asked for and obtained your consent to use your information for a particular purpose.
Where we rely on consent, you can withdraw that consent at any time.
5. Marketing
We may contact exhibitors, customers and business contacts about relevant Event Guides services, advertising, sponsorship and opportunities connected with events for which we provide publications or digital services.
Where required by law, we will obtain your consent before sending direct marketing communications.
You can ask us to stop sending marketing communications at any time by contacting us at info@eventguides.co.uk or by using the unsubscribe option included in an email.
Please note that opting out of marketing does not necessarily prevent us from contacting you where we need to do so for contractual, administrative or other legitimate business purposes, such as completing an exhibitor listing or dealing with an existing service or contract.
6. Who do we share your information with?
We may share personal information where necessary to provide our services, operate our business or comply with our legal obligations.
This may include sharing information with:
• event organisers where appropriate;
• suppliers and service providers who help us operate our website, publications, digital services, communications or business systems;
• professional advisers, such as accountants or legal advisers, where necessary;
• payment providers where required to process payments; and
• government bodies, regulators, law enforcement agencies or other organisations where we are legally required to do so.
Where we use third-party service providers to process personal information on our behalf, we take appropriate steps to ensure that your information is handled securely and in accordance with applicable data protection law.
We do not sell your personal information.
7. Cookies and website analytics
Our website may use cookies and similar technologies to ensure that the website functions properly, understand how visitors use the website and improve our website and services.
Some cookies may be provided by third-party services used on our website, such as website analytics or website management services.
Where consent is required for non-essential cookies or similar technologies, we will ask for your consent before using them.
For more information about the cookies used on our website and how you can manage them, please refer to our Cookie Policy.
8. How long do we keep your information?
We keep personal information only for as long as we have a legitimate business, contractual or legal reason to retain it.
The retention period will depend on the type of information and the reason we hold it.
For example, information relating to contracts, advertising, sponsorship, invoicing and accounts may need to be retained for a period required by legal, tax or accounting requirements.
Where information is no longer required, we will securely delete it or anonymise it where appropriate.
9. Keeping your information secure
We take reasonable and appropriate technical and organisational measures to protect personal information against unauthorised access, loss, misuse, alteration or disclosure.
However, no transmission or storage system can be guaranteed to be completely secure.
10. Your rights
Depending on the circumstances, you have rights under UK data protection law including:
• the right to be informed about how we use your personal information;
• the right to request access to the personal information we hold about you;
• the right to ask us to correct inaccurate or incomplete information;
• the right to ask us to erase your personal information in certain circumstances;
• the right to ask us to restrict how we use your information in certain circumstances;
• the right to object to certain processing, including direct marketing;
• the right to data portability in certain circumstances; and
• where we rely on consent, the right to withdraw that consent at any time.
These rights are not absolute and may not apply in every situation.
If you would like to exercise any of these rights, please contact:
or write to:
Event Guides Limited
10 Treasury Court
Fisher Street
Carlisle
CA3 8RF
We may need to ask for additional information to confirm your identity before dealing with your request.
11. Complaints
If you have concerns about how we use your personal information, please contact us first so that we have an opportunity to investigate and resolve your concern.
You also have the right to complain to the Information Commissioner’s Office (ICO), the UK’s data protection regulator.
Information about the ICO and how to make a complaint is available at ico.org.uk.
12. Changes to this Privacy Policy
We review this Privacy Policy regularly and may update it when our business, website, services or data-processing activities change, or where there are changes to applicable data protection law.
Any updated version will be published on this page with the date of the latest update.
Last updated: October 2026
