Privacy Policy

This policy explains how CxO Institute uses the personal data of delegates, applicants and the people we invite to Institute events. CxO Institute is a trading name of GB Excellence Ltd (company number 14376917), 8-10 Griffin Street, Newport NP20 1GL, United Kingdom. We are the controller of your data. For any question about your data, write to lee.williams@cxo-institute.com.

What we collect

Your name, job title, company, work email address and phone numbers; your LinkedIn profile and picture; the information about your role, organisation, budget responsibility, technology priorities and projects that you give us when you apply; the sessions, boardrooms, dinners and meetings you take part in, including when your badge is scanned; your dietary and access requirements; and the feedback you give us after an event.

How we use it

We use your data to assess your application, run the event, arrange one-to-one meetings between you, your peers and our partners, report to partners on the event as described below, and invite you to future Institute events and send you Institute content. Every marketing email includes a link to unsubscribe. We send marketing text messages only if you have ticked the box for them. We may send you service messages about an event you have registered for, by email or text.

Our partners

Institute events are funded by partners, technology companies who sponsor each event. When you ask to meet a partner, meet them in a one-to-one meeting, register for or attend a session, boardroom or dinner they host, or connect with them through the event app, we share your name, job title, company, work email, phone number and registration profile with that partner. The event's Headline Partner and Official Category Partners receive these details for every delegate at the event. Otherwise, we do not share your details with partners you have had no contact with, and we never share your dietary or access requirements.

Each partner receives your details under a written agreement with us. They may follow up with you after the event and, for 12 months after it, send you emails about their products, services, content and events, each with a way to unsubscribe. After that, they may only keep contacting you if you have continued a conversation with them or signed up with them directly. They may not send you marketing texts, use your details to target advertising, or sell or pass on your details. Each partner is responsible for its own use of your data under its own privacy notice, which it must link to in its first message to you.

If you would rather a particular partner did not receive your details, tell us at least 7 days before the event.

Photographs and recordings

Institute events are photographed and some sessions are recorded. We may use this content, including your comments and image, to report on the event and promote future Institute events. If you would prefer not to appear, tell the Institute team on arrival.

Our legal basis

For delegates in the UK and EU, we rely on our legitimate interests in running curated events, funding them through partner sponsorship and telling business leaders about future events. Under UK data protection law, direct marketing can be a legitimate interest. We rely on your consent for marketing text messages. You can object to any of this, or withdraw your consent, at any time.

International transfers

We run events in the UK and the United States, so your data moves between the two. When we share the details of UK or EU delegates with partners outside the UK, we use the safeguards UK law requires, such as the UK Extension to the EU-US Data Privacy Framework or the UK International Data Transfer Addendum.

How long we keep it

We keep your profile while you take part in the Institute community. If you have not attended, applied for or engaged with an Institute event for 3 years, we delete or anonymise it.

Your rights

You can ask us for a copy of your data, ask us to correct or delete it, object to how we use it, and withdraw any consent you have given. If you live in a US state with a privacy law that applies to you, you have the rights that law gives you. Write to lee.williams@cxo-institute.com. If you are unhappy with how we have handled your data, please tell us first. UK delegates can also complain to the Information Commissioner's Office at ico.org.uk.

Security

We keep your data on secure systems with access limited to the people who need it, and we send partner data only through secure channels.