Privacy policy

This policy was last updated 02-01-2020

About Us

We are committed to protecting and respecting your privacy.

This policy (together with our  Terms of Service,  Terms of Service - Organisers,  Terms of Use  and any other documents referred to on it) sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us. Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it. By visiting [][] you are accepting and consenting to the practices described in this policy.

Your use of the Website is subject to the terms of this Privacy Policy (which includes our Cookie Policy) and the Website’s Terms of Use and Terms of Service and Terms of Service - Organisers, so please read these policies before using the Website.

For the purpose of the General Data Protection Regulation (the Regulation), the data controller is Realbuzz Group Ltd of Suite 6, 3rd  Floor, 1 The Exchange, St John Street, Chester, CH1 1DA, United Kingdom.

If you have any questions or requests surrounding how we process your personal data, please complete this form and we will respond accordingly.

Personally Identifiable Information – Data That We Collect and How

We provide event organisers who subscribe to the Website service (“Event Organisers”) with secure external payment gateway software that collects payment details and certain information from their customers and event participants. In order for Event Organisers to process online payments and so that we may provide the Website service to Event Organisers, we require you to submit personally identifiable information (such as your name, address, city, postcode), whether this is when you register for the Services (as an Event Organiser or an Attendee), contact us with inquiries, respond to one of our surveys or browse or use certain parts of the Services. 

Event Organisers. If you are an Event Organiser, in order to secure certain payments, we may collect your credit card information, such as credit card number, expiration date, billing address etc, some of which may constitute personally identifiable information. In addition, if you use our payment processing services, we will collect certain financial information from you such as your bank account information or an address in order to facilitate payments to you. 

Attendees. If you are an Attendee of an event and you register for a paid event, we will not collect financial information from you (such as credit or debit card number and expiration date, billing address etc.). This will be collected by a third party payment gateway and the terms of such third party’s privacy policy will apply.  In addition, Event Organisers can set up event registration pages to collect information from Attendees in connection with event registration. If you voluntarily provide this information as part of the registration then that information will be available to us and we will hold it in accordance with the terms of this Privacy Policy.

With regard to each of your visits to our site we will automatically collect the following information:

•    technical information, including the Internet protocol (IP) address used to connect your computer to the Internet, your login information, browser type and version, time zone setting, browser plug-in types and versions, operating system and platform;

•    information about your visit, including the full Uniform Resource Locators (URL), clickstream to, through and from our site (including date and time), products you viewed or searched for, page response times, download errors, length of visits to certain pages, page interaction information (such as scrolling, clicks, and mouse-overs), methods used to browse away from the page, and any phone number used to call our customer service number. Event Organiser’s may choose to install other tracking mechanisms to record information about your visit. Please refer to the Event Organizer’s Privacy Policy to understand the method/s Event Organisers use to automatically collect information.

We may also receive information from other sources if you use any of the other websites we operate or the other services we provide. In this case we will have informed you when we collected that data if we intend to share that data internally and combine it with data collected on this site. We will also have told you for what purpose we will share and combine your data. We are working closely with third parties (including, for example, business partners, sub-contractors in technical, payment and delivery services, advertising networks, analytics providers, search information providers, credit reference agencies). We will notify you when we receive information about you from them and the purposes for which we intend to use that information.

We may also collect or receive personally identifiable information about you from third party sources, such as Organisers, Attendees, social media or other third party integrations, your credit card issuing bank, our payment processing partners or other third parties.

We do not share any personally identifiable information with unaffiliated companies or organisations unless you have provided us with your consent. We do not directly collect or store any financial information provided by customers of the Event Organisers.

How we use personally identifiable information

We gather personally identifiable information when you register for use of the Services by creating a User Profile. Your User Profile and the information held within it is stored within in a secure environment.

Personally identifiable information will be gathered and stored in the SAB (Shared Authentication Backend) during your first registration to a SAB linked event. For any subsequent registrations with event organisers who have also registered with us, you will be directed to our URL and the SAB will access your User Profile. In doing so this will access the SAB, which will then populate/pre-fill the registration forms for a particular event organiser.

Consequently, the only personally identifiable information, which is transferred to an Event Organiser, is information authorised by you for that particular Event Organiser after a process of authentication and authorisation. This means your personal data may be transferred and stored in multiple geographical locations outside of your country of residence, depending on the type of data and how it is stored by us. By agreeing to the terms of this policy you consent to the transfer of your personal data to such countries. Some of these countries may not provide an equivalent level of protection as the EEA. Where required to transfer, we will implement appropriate cross-border transfer solutions as allowed under the Regulations to provide adequate protection for transfers of certain information.

In order to provide you with improved, relevant content, we compile information about email response and website usage. This information helps us to better understand your site usage patterns and also the types of content and information which may help improve your user experience on the Website. We may also use it to make suggestions and recommendations to you and other users of our site about our groups and services that we believe may be of interest to you to develop promotional or marketing materials and provide those materials to you. If at any time you no longer want to receive regular communications or newsletters from us, you may opt out of communications by clicking on the ‘unsubscribe’ link, which can be found at the bottom of every newsletter we send. We use MailChimp as our marketing automation platform, and your data will be processed in accordance with their Privacy Policy and Terms . We may use predicted demographic data to show specific content to targeted audiences in our HTML newsletters. If you would prefer to opt out of this you may do so by contacting us directly.

To improve our services, we periodically perform statistical analyses of aggregate user behaviour and characteristics in order to measure interest in and use of various areas of the Website and to use such information to improve the ability to serve you better. The personally identifiable information we gather from subscribers to our email newsletters (including email addresses) is not shared with other organisations or third parties without permission. However, provided you have given your consent, we may from time to time: i) send out emails on behalf of likeminded organisations, but we do not provide them with access to any other personally identifiable information; or ii) share your data with other carefully selected organisations for the purposes of contacting you about products and services that we think we may be of interest to you.

Below is an outline of ways which we process your data and our lawful basis for doing so.



Type of data

Lawful basis for processing including legitimate interest to do so

To set up your account on the website




Legitimate interest

To provide website functionality





Legitimate interest

To administer and protect our business and this website (including troubleshooting, data analysis, testing, system maintenance, data handling and reporting)








Our legitimate interests to run our business, provision of administration and IT services, network security, to prevent fraud or prevent access to the data we hold


Necessary to comply with a legal obligation

To deliver relevant website content and advertisements to you and to measure or understand the effectiveness of  the advertising we serve to you







Marketing and Communications





Our legitimate interests to run our business, keep our website and marketing relevant and updated, develop our business and inform our marketing strategy

To make suggestions and recommendations to you about services/ products that may be of interest to you










Our legitimate interest to develop and grow our business

Processing payments for event entry and event merchandise



Financial Information



Performance of a contract

To send you email e-tickets regarding your event industries, and other relevant event notifications




Legitimate interest


Accessing, reviewing and changing your Personally Identifiable Information

When registering and creating your account (“User Profile”) with us, you must provide accurate and complete information and ensure that this information is kept accurate and up to date at all times.

We will continue to process your personal data to provide website services until you withdraw your consent for us to do so, which you can do at any time.

We will not modify your personally identifiable information unless you submit your request through the Website and this has been verified. You can ask us to correct, update or delete any personally identifiable information that is held about you. Upon receipt of a request to deactivate and delete your User Profile, we will retain some of your personally identifiable information in order to prevent fraud, collect payments owed, resolve disputes, troubleshoot problems, assist with any investigations, enforce our Terms of use, and comply with legal requirements.

Therefore, not all of your personally identifiable information will be completely removed from our databases in response to such request. However, your personally identifiable information will be deactivated from our active, registered user database, and will only be made available to a select number of our personnel and for any events for which you have already registered. If you would like your personally identifiable information removed from the Event Organiser’s database, you must contact the Event Organiser directly.

Third party personally identifiable information

You must not disclose personally identifiable information relating to any third party on the Website unless you have obtained their express consent. For example, when entering a team of people into a team event, you must obtain the express consent of all members of the team.

How we protect your personally identifiable information

The Website has security measures in place to protect against the loss, misuse or alteration of the information under our control. Our web servers are located in a locked, secure environment. We have put in place appropriate physical, electronic, and managerial procedures to safeguard and help prevent unauthorised access, maintain data security, and correctly use the information we collect online. To protect your privacy and security, we will take reasonable steps to help verify your identity before granting access or making corrections.  However, no network, server, database or Internet or email transmission is ever fully secure or error free. Therefore, you should take special care in deciding what information you send to us electronically. Please keep this in mind when disclosing any personally identifiable information. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.

Event Organisers host their events and provide their associated services through the Website. Event Organisers may post critical event related communications even to users who have opted out of communications, for example in the event of an emergency or on the occurrence of unforeseen circumstances relating to an event. Please note that the content of such communications is provided at the discretion of the Event Organisers under the terms of their own privacy policies and we are unable to provide any warranty as to the accuracy or legitimacy of such communications.

A: Information that we collect from you will be transferred and stored outside of European Economic Area for the purposes of supplying our goods and services to you. Any data transferred outside of the European Economic Area will only be transferred to countries covered by suitable data protection agreements, for example Privacy Shield. By submitting your personal data, you agree to this transfer, storing or processing. We will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this Privacy Policy.

Some Event Organisers may require participants to upload personally identifiable information in the form of images files, such as identity documents or medical records. To minimise the amount of personal data held on file, it is our policy to automatically delete such image files 6 weeks after the event date they relate to.

Control of your login name and password

You are responsible for all actions taken with your login name and password, including adherence to the regulations outlined in our Terms of use. Your user password should be held in strict confidence and under no circumstances will our personnel, agents or affiliates ask you for your user password. If you lose control of your password, you may lose substantial control over your information and may be subject to legally binding actions taken on your behalf. Therefore, if your password has been compromised for any reason, you should immediately change your password.

How we disclose and transfer your personally identifiable information

As we grow and develop our business, we may sell or buy businesses and assets, which may include a corporate sale, merger, reorganisation, dissolution or similar event, in which case personally identifiable information may be part of the transferred assets.  You acknowledge and agree that any successor to or purchaser of Realbuzz (or its assets) will continue to have the right to use your personally identifiable information in accordance with the terms of this Privacy Policy.

We may also share your personally identifiable information with our parent company, subsidiaries or other companies within our group, provided always that they will only use your personally identifiable information in accordance with the terms of this Privacy Policy.

If you purchase a ticket to or buy merchandising from an event, make a donation or fundraising enquiry to a charity or create a fundraising page on a third party fundraising platform whilst using the Services, we provide the personally identifiable information entered on the applicable event to the Event Organiser, the charity selected and/or the fundraising platform as applicable.  You agree that we are not responsible for the actions of these parties with respect to the treatment and handling of your personally identifiable information and that you should review the applicable privacy policies of those parties before providing personally identifiable information in connection with that event, donation or fundraising enquiry.

The use of cookies

To enhance your experience of the Website, all of our web pages use "cookies”, which are text files that we place in your computer's browser to store your preferences. Cookies, by themselves, do not tell us your email address or other personally identifiable information. However, once you choose to furnish the Website with personally identifiable information, this information may be linked to the data stored in the cookie.

We use cookies to understand site usage and to improve the content and offerings on the Website. For example, we may use cookies to personalise your experience of the Website (e.g. to recognise you by name when you return to the Website), and identify you once you have logged in. We may also use cookies to offer you products and services of potential interest in emails. If you do not wish to receive cookies, or want to be notified of when they are placed, your browser may permit you to do so. However, this will inhibit the functionality of the Website on your browser.

We use the following cookies on the Website:

Strictly necessary cookies. These are required for the operation of the Website. They include, for example, cookies that enable you to log into secure areas of the Website, use a shopping cart or make use of e-billing services.

Analytical / performance cookies. These allow us to recognise and count the number of visitors and to see how visitors move around the Website when they are using it. This helps us to improve the way the Website works, for example, by ensuring that users are finding what they are looking for easily.

Functionality cookies. These are used to recognise you when you return to the Website. This enables us to personalise our content for you, greet you by name and remember your preferences (for example, your choice of language or region).

Targeting cookies. These cookies record your visit to the Website, the pages you have visited and the links you have followed. We will use this information to make the Website and the advertising displayed on it more relevant to your interests. We may also share this information with third parties for this purpose.

Legal requirements

Notwithstanding anything to the contrary in this Privacy Policy, the Website may release your personally identifiable information to third parties: (a) in order to comply with any applicable law, regulation, search warrant or court order; or (b) in special cases, when we believe it is necessary to share information in order to investigate, prevent or take action regarding any illegal or unauthorised activities, suspected fraud, situations involving potential threats to the physical safety of any person or violations of the Website’s Terms of use.

Access to your personally identifiable information

Your personally identifiable information will be held and used by us in accordance with this Privacy Policy. You have a right to access the personally identifiable information that is held about you. Please contact us if you would like to obtain a copy of your personally identifiable information.


We do not knowingly collect personally identifiable information from children under the age of thirteen (13). If you are under the age of thirteen (13), please do not submit any personally identifiable information through the Services. We encourage parents and legal guardians to monitor their children’s Internet usage and to help enforce our Privacy Policy by instructing their children never to provide personally identifiable information through the Services without their permission. If you have reason to believe that a child under the age of 13 has provided personally identifiable information to us through the Services, please contact us and, unless it relates to attendance at an Event which the child is permitted to attend, we will endeavour to delete relevant information from our databases.


Collection of personally identifiable information by third-party sites and sponsors - where we provide links to third party websites (whether or not they are affiliated with the Website and even if the Website branding appears on these sites), such websites are not controlled by us and are not covered by this Privacy Policy. These links are provided for your convenience only and do not imply we endorse or have reviewed these third party sites. If you access these sites by using the links provided, the operators of these sites may collect personally identifiable information which may be used by them in accordance with their privacy policy. We suggest reviewing the privacy policies contained on those sites.  Although, where possible, we endeavour to ensure that the site operators abide by this Privacy Policy, we cannot guarantee that they will. When registering for an event, it is your responsibility to read and understand the Event Organiser’s privacy and terms of use policies.

Personal data provided to others – this Privacy Policy does not apply to any personally identifiable information that you provide to another User or visitor through the Services or through any other means, including to Event Organisers on event pages or information posted by you to any public areas of the Services.

Your personal data rights

If at any point you believe that the personal information we hold on you is incorrect, you want us to correct or delete that information, or you no longer want us to hold that information or contact you, you can exercise your rights under the current Data Protection laws. These rights include:

For more information about your personal data rights please visit the Information Commissioner Office website at: gdpr/individuals-rights/

Making a complaint about how your personal data is being held or processed

If you wish to raise a complaint on how we handle your personal data, you can contact Marc Wilding by writing to Suite 6, 3rd  Floor, 1 The Exchange, St John Street, Chester, CH1 1DA, United Kingdom or by email on

If you are not satisfied with our response you can make a complaint to the Information Commissioner’s Office (ICO). Their Helpdesk number is 0303 123 1113.

Privacy notice updates

We may update this Privacy Policy at any time at our sole discretion. We will attempt to notify you of any changes by contacting you through any email address you have provided, or by placing a notice on the Website indicating the new revision date. We encourage you to periodically review this Privacy Policy so that you always know what information we collect, how we use it, and to whom we disclose it.

Privacy questions or concerns

Questions regarding this Privacy Policy or any privacy related issues should be directed to

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