WE RESPECT YOUR PRIVACY
SXSW London (“us” or “we”) is the data controller in respect of your personal information. This privacy policy describes how we collect and use your personal information when you: access and use www.SXSWlondon.com; interact with us or where we interact with you by email, phone, post or other means such as social media; and attend our events and festivals as a participant, delegate, partner, ticketholder or press. You can find information about how we handle and manage your personal information in this Privacy Policy. Our aim is to provide this information to you in an open and transparent manner, so that you can make informed decisions about your dealings with us. However, if you have any questions about this Privacy Policy or how we manage your personal information, please email us at privacy@sxswlondon.com. This Privacy Policy also provides information about how you can exercise your data protection rights in relation to the personal information that we hold about you.
We may update or revise this Privacy Policy from time to time. You can find the most current version on our website (www.sxswlondon.com) or email privacy@sxswlondon.com for a copy.
Please note that where third parties such as promoters, venues and event partners ("third parties") collect your personal data directly, or where we pass your personal information to third parties we deal with when providing services to you, such third parties will themselves be responsible for processing your personal information in accordance with their own privacy policies as data controllers. We are not responsible for how they process your personal information where they are acting as a data controller in relation to your personal information, including where they collect your data by scanning your badge or pass. You will need to contact them directly in order to exercise your rights in relation to your personal information.
A. WHO WE ARE
In most cases, SXSW London acts as an independent data controller in deciding how to process your personal data and this Privacy Policy describes how we process personal data independently.
However, in certain circumstances, SXSW London and Panarise Limited (which is a connected company) may jointly decide how to process your personal data in accordance with the arrangements between the two companies regarding their respective responsibilities for compliance with data protection laws. The essence of such arrangements can be made available to you on request, and you may exercise your rights under data protection laws against either SXSW London and/or Panarise Limited.
B. WHAT KINDS OF PERSONAL INFORMATION DO WE COLLECT AND HOLD?
The kinds of personal information that we collect will vary depending upon our interaction with you but may include:
your SXSW London account login;
your name, photograph, address and other contact details (like your telephone number);
your email address;
your age;
your gender;
your location;
company and job title;
transaction details and purchase history relating to any purchase(s) that you have made or that have been made on your behalf;
credit card details, if you make a purchase with us or choose to have these stored in your online SXSW London account to make the checkout process faster. However, please note that in most cases SXSW London does not itself collect and/or store your financial information (such as bank account details and/or bank transactions), nor your payment card details. This information is collected and handled by our payment service providers who we work with;
any preferences that you select
where you apply to participate in the SXSW London Venture Spotlight competition (or any other competition we run), we may also collect government-issued identification documents, bank account details, tax identification numbers; key commercial contracts, and any other personal information contained within documentation you submit to us as part of any due diligence process; and
any other personal information (including but not limited to any image of yourself provided by you to us) which may be required to facilitate your dealings with us.
At some of our events, we may photograph, record or film onsite activities. In which case, you may be filmed, photographed or recorded as part of any such activities.
Some of the above categories of information may constitute sensitive or special category personal data. Where this is the case, we will only process such data on the basis of your explicit consent, or where another lawful basis under applicable data protection law applies.
When you visit our website we may also collect information from you automatically, for example using cookies and other similar technologies. A cookie is a small file of letters and numbers that we may set on your device.
You can find more information about the individual cookies we use and the purposes for which we use them in our Cookie Policy.
Our services are neither directed nor intended for use by minors under the age of 16. SXSW London does not knowingly collect personal information of minors. If SXSW London learns that it has done so, it will delete such information. Do not access or use SXSW London's services if you are under the age of 16 unless you have the consent of your parent or guardian. We recommend reading the information relevant to the event(s) you are attending, to ensure you meet the minimum age requirements for that event.
C: HOW DO WE COLLECT PERSONAL INFORMATION?
Generally, we collect personal information when you:
make a purchase through us, for example, over the phone, or via our website or app
register your details on our website or app;
participate in a survey, competition, promotion or other marketing campaign;
make a submission via the SXSW London Submissions Portal or other document submission portal or data room;
indicate that you wish to receive news, offers or other marketing material from us;
register to receive event specific updates from us;
make an inquiry or a complaint;
attend the festival and individual events at the festival;
provide your business card to us at an event;
use our app;
participate in a competition run by us;
have other dealings with us, for example, via social media or in person, over the phone or when you write to us.
In certain circumstances, we may also collect personal information about you in the course of combining and analysing different data sets which, in and of themselves, may not contain personal information.
If you make an application to purchase credentials with accessible seating via SXSW London, we may also collect health data from you. We need certain health data from you in order to assess your application for accessible seats and to manage future accessibility credentials purchases. We will only process this data for these purposes and on the basis of your consent. You have the right to withdraw this consent at any time.
Sometimes we collect personal information about you from other sources, for example:
our related companies which include Panarise Limited, Panarae FZ-LLC and any subsidiaries of SXSW London (“Group Companies”);
agents who we engage to act as on our behalf to sell credentials to an event;
people making a purchase on your behalf;
our business clients and partners;
third party suppliers and contractors who assist us to operate our business such as:
information technology suppliers
marketing and digital services suppliers
research and development organisations
data partners
analytics consultants; and
publicly available sources of information.
D: WHETHER INFORMATION HAS TO BE PROVIDED BY YOU, AND IF SO WHY
The provision of personal data including name, address, email address, phone number etc is required from you to enable us to tailor communications and ensure you are up to date with information regarding any credential or event.
Where it is lawful and practicable to do so, we will give you the option at the point of collecting information from you, of not providing personal information, or of using a pseudonym, when you deal with us. If you don't provide us with the personal information requested or the information provided is incorrect or incomplete, this could impact the level of service we are able to provide to you. For example, we will not be able to contact you in the case of an event cancellation or venue change, or your credentials may not be able to be matched to your name.
E: HOW DO WE HOLD PERSONAL INFORMATION?
We may hold your personal information in electronic or hard copy format or a combination of both. This personal information may be combined or linked with other information held about you, or linked with other information held about or which we attribute to, you, including:
information (personal or otherwise) that we collect from our website (as described in our Cookie Policy) or from third parties; and
personal information we receive from our Group Companies and client businesses, who, in common with us, have a relationship with you and where we understand that you have consented to such Group Companies and client businesses sharing your personal information with us.
We have taken a number of physical, electronic and procedural steps to protect your personal information from misuse, interference, loss, unauthorised access, modification or disclosure.
Use of AI-Assisted Processing Tools
In connection with some of our activities, including the assessment of due diligence documentation submitted in connection with our competitions, we may use artificial intelligence (AI) tools and platforms to assist us in reviewing, organising and analysing the personal information and documentation you provide to us.
Where we use such tools:
Your personal information and documentation will be uploaded to a secure, environment within the relevant AI platform. This means that your data will be isolated from data belonging to other users of that platform and will not be accessible to other organisations or individuals using the same platform;
Access to your personal information within the AI tool will be restricted to authorised SXSW London employees who have a legitimate need to review your documentation as part of the relevant assessment process; and
We have entered into a Data Processing Addendum with the provider of the AI tool, which sets out the obligations of the provider in relation to the security, confidentiality and deletion of your personal information.
F: WHAT ARE THE PURPOSES FOR WHICH WE MAY COLLECT, HOLD, USE AND DISCLOSE PERSONAL INFORMATION?
Generally, we only use personal information for the primary purpose for which we have collected it, or for another closely related secondary purpose. Our potential uses of personal information which we process may include:
to process and fulfil your purchase with us;
to contact you if there is an event cancellation or change in event details, or for the replacement of lost credentials or other goods;
to get a better understanding of you, your needs, your behaviours and how you interact with us in order to identify ways in which we can provide you with a better service, or enhance your experience of our website and mobile site or other services;
to manage your dealings with us as a SXSW London participant or member;
so that we can (and to allow our related companies to) promote to you and contact you about, our products and services and the products and services of third parties that we deal with, in each case where we have your consent or are otherwise legally allowed to do so;
for system administration purposes;
detecting and preventing fraud and unauthorised on-selling of credentials or other goods;
for business research and the development of new products and services;
to facilitate the competitions, special offers and promotions that we or our partners run;
to display content and advertising that are customised to your interests, preferences and experiences, including through online targeted marketing, data and audience matching and market segmentation activities;
to verify your identity;
for the conduct of data analytics and predicting trends;
to provide our app and the services available via the app, including connecting you with other attendees, display your current location on the map, for in-app navigation, to calculate the distance of venues from your current location and to filter nearby places based on your current location;
if you are filmed, photographed or recorded as part of any onsite activities at one of our events, your image or likeness may be used in promotional material, sponsor, exhibitor and media partner coverage in print, online and on broadcast television;
so that we can respond to inquiries and complaint handling;
to carry out due diligence assessments in connection with competitions and other programmes we run, including using AI-assisted tools to support (but not determine) our review of documentation submitted by participants. All AI-assisted assessments are subject to human review and verification by a member of our team before any decision is made; and
to comply with our legal and regulatory obligations and enforce our legal rights.
Sometimes we will produce aggregated data. We may also receive aggregated data from third-party suppliers and contractors or business customers. This aggregated data does not identify individuals. We use, and may combine, the aggregated data we produce and receive for research purposes and in connection with products and services we provide to our business clients.
From time to time, there may be other purposes for which we collect, hold, use and disclose your personal information. We will tell you about these at the point of collection.
G: MARKETING AND COMMUNICATION PREFERENCES
As set out above, we may use personal information about you for marketing and research purposes.
In the UK, when you have previously attended our events or festivals or interacted with us, it is in our legitimate interest to send you marketing materials such as emails to your personal contact details about our products, services, events or other news about our business which we believe may be of interest to you providing we have you the chance to opt out at the time we collected your details and in every communication thereafter.
Where we use your business contact details, to send you marketing materials such as emails about our products, services, events or other news about our business which we believe may be of interest to you, it is in our legitimate interest to help us grow our business.
For postal marketing, it is in our legitimate interest to add you to our postal marketing list and send you postal marketing on the understanding that our products, services, events and other news may be of interest to you – this helps us grow our business.
Where you choose to opt in to receive marketing communications such as such as emails as part of choosing to provide us with your personal in order to subscribe to our newsletter and receive updates about our business, it is on the basis of your consent.
You can tell us at any time if you no longer wish to receive marketing material from us by sending an email to privacy@sxswlondon.com. In addition, the marketing communications that we send to you may also contain information on how to unsubscribe from those communications.
H: LAWFUL BASIS FOR COLLECTING AND USING YOUR PERSONAL INFORMATION
We require a lawful basis for processing your personal information. The legal basis will depend on the purposes for which we have collected and use your personal information. In almost every case the legal basis will be one of the following:
· We may process your personal information for the purposes of the legitimate interests of us or a relevant third party (such as the operation of our business and to provide the tailored services you would expect from a leading event for creative discovery and to prevent and detect fraud), provided this is done in a way that does not unduly affect your privacy and other rights, and to contact you if there is an event cancellation or change in event details, or for the replacement of lost credentials.
· In the UK, we may process your personal information for the purposes of recognised legitimated interests of ours such as where the processing is necessary for the purposes of detecting, investigating or preventing crime.
· We may also rely on an additional basis that the processing in question is necessary for the performance of a contract for which you are a party or relates to steps taken at your request to enter into such a contract. For example, we would rely on this basis where we need to use your contact details to fulfil any purchase you may have made with us.
· We may rely on your consent as a lawful basis, including for example where we require this in order to lawfully market to you, or in order to track your location. Where we are relying on your consent you are entitled to withdraw your consent for the processing in question at any time. If you do withdraw your consent, you may not be able to receive the services for which we are collecting the personal data.
· We may also process your personal information where needed to comply with our legal and regulatory obligations.
Where we use AI tools to assist with the assessment of due diligence documentation, we rely on legitimate interests and contract performance as the lawful basis for that processing, on the grounds that it enables us to conduct efficient and consistent reviews of documentation whilst preserving human oversight and decision-making authority and in order to comply with appropriate Anti-Money Laundering checks, prvening fraud and ensuring the integrity of our competition processes.
Explicit consent: where we process special category personal data, including health data or biometric data contained within identity documents, we will seek your explicit consent before doing so. You have the right to withdraw your consent at any time, although this may affect your ability to participate in the relevant competition or programme.
I: WHO MIGHT WE DISCLOSE YOUR PERSONAL INFORMATION TO?
We may disclose your personal information:
to venue operators and to event partners of the event for which you purchased or received credentials. We may disclose your personal information to such organisations for operational purposes;
to third party contractors and service providers who help us operate our business or provide a service to you. We may disclose your personal information to third party contractors and service providers who, for example, help us operate our computer systems, send out our mail/email and clean collected data;
to event partners, venue operators, sponsors and promoters if they require this information to fulfil or administer services to you or if they have scanned your badge or pass at one of their own events, stands or activations;
to authorised onsellers of credentials or other goods or services who (unless they obtain a separate consent from you) use it for operational purposes only, for example, to provide you with additional information about the event or venue that you are attending;
to our Group Companies or affiliates and their contractors and service providers (such as Panarise Limited and data management providers). We may disclose your personal information to these Group Companies to enable them to provide products and services to you and for the purposes of ensuring that information collected is accurate, complete and up to date, producing anonymised and aggregated information for the benefit of other group companies, and enabling us and other group companies to better understand and meet your needs and interests;
to protect the rights, property or safety of us or our users, or others, and in order to enforce or apply our terms and conditions (this includes exchanging information with other companies and organisations for the purposes of fraud protection and credit risk reduction);
to third party contractors and service providers who help us operate our business or provide a service to you. SXSW London may disclose your personal information to third party contractors and service providers who, for example, help us operate our computer systems, provide us with fraud prevention services, operate certain features accessible from our website, send out our mail/email and clean collected data and who perform data analysis to group demographic attributes of individuals;
to other attendees you connect with if your profile is set to “discoverable” on the app;
to providers of AI-assisted review and analysis tools, where we use such tools to support our assessment of due diligence documentation. Any such provider will act as a data processor on our behalf, subject to a Data Processing Addendum, and will only process your personal information in accordance with our instructions. Such providers will not use your personal information for their own purposes, including for the training or improvement of AI models;and
to any third party in connection with the sale or transfer of our business.
Otherwise, we will only disclose your personal information:
where we are required to do so by law;
if the disclosure is permitted under privacy laws, including the GDPR (as it applies); or
if you have consented to the disclosure.
J: HOW LONG WILL YOUR PERSONAL INFORMATION BE KEPT?
We will only keep your personal data for (a) as long as this is necessary to provide services to you and to keep you informed in accordance with your communication preferences selected in your SXSW London account, where after such period it will be deleted or in some cases anonymised; and (in any event) (b) for as long as we are required to do so for legal, accounting or tax purposes or for as long as we need to keep it to bring or defend legal claims or for other reasonable reasons.
K: WHERE WE STORE YOUR PERSONAL INFORMATION
The personal information that we collect may be transferred to, and stored at, a destination overseas outside the EEA or the UK, including countries, which have less strict, or no data protection laws, when compared to those in the EEA or the UK.
Whenever we transfer your information as described in the paragraph above, we will take steps which are reasonably necessary to ensure that adequate safeguards are in place to protect your personal information and to make sure it is treated securely and in accordance with this Privacy Policy. In these cases, we rely on approved data transfer mechanisms (such as adequacy decisions, standard contractual clauses, recognised frameworks (e.g. the EU-US Data Privacy Framework and the UK extension to the Framework) and legal exemptions or derogations) to ensure your information is subject to adequate safeguards in the recipient country. If you are located in the UK or the EEA, you may contact us for a copy of the safeguards which we have put in place to protect your personal information and privacy rights in these circumstances.
L: YOUR RIGHTS
Under Privacy Laws, including the GDPR you have a number of important rights in relation to your personal information. In summary, those include rights to:
fair processing of information and transparency over how we use your use personal information that this Privacy Policy is already designed to address;
access to your personal information and to certain other supplementary information;
require us to correct any mistakes in your information which we hold;
require the erasure of your personal information concerning you in certain situations;
receive the personal information concerning you which you have provided to us, in a structured, commonly used and machine-readable format and have the right to transmit those data to a third party in certain situations;
object at any time to processing of personal information concerning you for direct marketing;
object to decisions being taken by automated means which produce legal effects concerning you or similarly significantly affect you;
object in certain other situations to our continued processing of your personal information; and
otherwise restrict our processing of your personal information in certain circumstances.
You also have the right to withdraw your consent at any time where we are relying on your consent as the legal basis for our processing (e.g. direct marketing).
Where we use AI tools to assist with assessment of your due diligence or in competitions on a wider scale, you have the right to:
Be informed and request further information about the use of AI-assisted processing in relation to your personal information, as described in this Privacy Policy;
Request information about the logic and criteria applied in any AI-assisted assessment of your documentation;
Request that any decision affecting you is reviewed by a member of our if you believe that it has not been reached fairly or accurately; and
Contest any decision affecting you.
We will handle any requests to exercise your rights in accordance with applicable law and any relevant legal exemptions. If you would like to exercise any of those rights, please:
email us at privacy@sxswlondon.com;
let us have enough information to identify you by sharing your name and email address that you hold an account with;
where we request and depending on the nature of the request, let us have proof of your identity and address (for example, by providing a copy of your driving licence, passport and a recent utility or credit card bill); and
let us know the information to which your request relates for example, an order confirmation ID, Date of Transaction, details of your transaction.
If you would like to unsubscribe from any marketing emails you can follow the information included in your marketing email as to how to unsubscribe from those communications, or click on the ‘unsubscribe’ button at the bottom of the marketing email.
M: COMPLAINTS AND HOW TO CONTACT US
We can be contacted by e-mail at privacy@sxswlondon.com
If you feel that we have processed your personal information in a manner which is unlawful or breaches your rights then you have a right to complain to a data protection authority. If you have such complaint, we would please request that you initially put your concerns in writing and send them to us by one of the methods set out above.
We will always endeavour to investigate your complaint and respond to you as soon as practicable after receipt.
In the UK, if you are unhappy with a response received from us in relation to data protection, you are required to escalate the matter and raise a complaint directly with us via a complaints process. We will acknowledge the complaint within 30 days, make enquiries into the complaint without undue delay and make an appropriate level of enquiries. After an escalation to the complaint procedure has been exercised, you may then lodge a complaint by contacting the Information Commission. In the EU, individuals do not need to first escalate via a complaint procedure and instead can lodge a complaint to a supervisory authority in the country they live or work in.
N: CHANGES TO THIS PRIVACY POLICY
We may change this privacy policy at any time. The new privacy policy will be displayed on our website. The date this privacy policy was last updated appears at the bottom.