Life Sciences Week Privacy Notice
LAST UPDATED: 24/07/2026
Life Sciences Week Limited (“Life Sciences Week”, “LSW”, “we”, “our” or “us”) is committed to protecting your privacy and handling your personal information fairly, lawfully and transparently.
This Privacy Notice explains how we collect, use, store and share your personal information when you interact with us, use our website, register for an event, submit a nomination or otherwise engage with Life Sciences Week.
We process personal data in accordance with the UK General Data Protection Regulation (“UK GDPR”), the Data Protection Act 2018 and other applicable data protection legislation.
1. Who We Are
Life Sciences Week Limited is the organiser and operator of Life Sciences Week.
For the purposes of UK data protection legislation, Life Sciences Week Limited is the data controller for the personal information described in this Privacy Notice unless stated otherwise.
If you have any questions regarding this Privacy Notice or the way we process your personal information, please contact us:
Email: info@lifesciencesweek.co.uk
Postal Address:
Life Sciences Week Limited
Grosvenor House
11 St Paul’s Square
Birmingham
2. Information We Collect
Depending upon how you interact with Life Sciences Week, we may collect:
Identity Information
- Name
- Job title
- Organisation
- Professional biography (where applicable)
Contact Information
- Email address
- Telephone number
- Postal address
Registration Information
- Events you register for
- Booking information
- Attendance history
- Accessibility requirements
- Dietary requirements
- Session preferences
Commercial Information
Where you enquire about or participate as a:
- Sponsor
- Exhibitor
- Partner
- Event Host
- Speaker
We may collect information relating to your organisation and participation.
Nomination Information
Where nominations are submitted we may collect information relating to:
- the nominator;
- the nominee; and
- supporting information submitted as part of the nomination.
Payment Information
Payments are processed by secure third-party payment providers.
We do not store full payment card details.
Communications
We keep records of correspondence with you including emails, enquiries and customer service interactions.
Website Information
We may collect technical information including:
- IP address
- browser type
- operating system
- pages viewed
- referring website
- cookies and analytics information
2.1 Accessibility Requirements
Where you voluntarily provide accessibility, dietary or related health information, we will use it only where reasonably necessary to support your attendance, safety and participation in the relevant Event.
We may share this information with the relevant Event Host, venue operator or service provider where reasonably necessary to accommodate your requirements and deliver the Event.
Where accessibility, dietary or related information constitutes special category personal data, we will ordinarily process it on the basis of your explicit consent so that we and the relevant Event Host or venue can accommodate your requirements. In exceptional circumstances, another condition permitted by Article 9 UK GDPR may apply, including where processing is necessary to protect vital interests or establish, exercise or defend legal claims.
We will not share accessibility requirements, dietary requirements or other special category personal data with Sponsors, Exhibitors or Commercial Partners for their own marketing or commercial purposes.
3. How We Collect Your Information
We collect information when you:
- visit our website;
- register for an event;
- register your interst in Life Sciences Week;
- purchase tickets or commercial packages;
- submit a nomination;
- enquire about speaking, exhibiting, sponsoring or hosting;
- subscribe to our mailing list;
- contact us by telephone, email or post;
- meet members of our team;
- voluntarily provide information at an event.
4. How We Use Your Information
We may use your personal information to;
- administer bookings and registrations;
- issue booking confirmations;
- communicate event updates;
- administer waiting lists;
- deliver events;
- manage event hosts, speakers and commercial participants;
- process nominations;
- administer sponsorship, exhibition and partnership enquiries;
- process payments;
- respond to enquiries;
- improve our services;
- analyse attendance trends and participation;
- produce anonymous statistical reports;
- comply with legal obligations;
- protect our legal rights;
- send marketing communications where permitted.
5. Our Lawful Bases
Depending upon the circumstances we rely upon one or more of the following lawful bases:
- contract where processing is necessary to administer a paid booking or provide an agreed service;
- legitimate interests for event administration, business communications, service improvement, fraud prevention and appropriate B2B promotion, where those interests are not overridden by individuals’ rights;
- consent where required for optional marketing, particular third-party data sharing, cookies or special category information;
- legal obligation where we must retain records or respond to regulators and authorities; and
- vital interests in exceptional circumstances involving an individual’s health or safety.
Where we rely on legitimate interests, those interests include administering and improving Life Sciences Week, communicating with business contacts, preventing fraud and misuse, maintaining security, promoting relevant LSW opportunities and supporting appropriate networking and commercial engagement. We assess whether those interests are necessary and proportionate and whether they are overridden by individuals’ rights and freedoms. You may object to processing based on legitimate interests by contacting us.
6. Sharing Your Information
We only share personal information where reasonably necessary.
We may share information with:
- Event Hosts;
- Sponsors, Exhibitors and Commercial Partners;
- venues;
- payment providers;
IT and software providers; - professional advisers;
- insurers;
- regulators;
- law enforcement agencies where required by law.
Event Hosts
Where you register for an Event, we will normally share the registration information reasonably required by the Event Host to administer and deliver that Event, send Event-specific communications, manage access and attendance, and accommodate notified dietary or accessibility requirements.
Depending on the Event, this may include your name, business contact details, job title, organisation, booking status, and relevant dietary or accessibility information.
Event Hosts must use this information only for purposes connected with administering and delivering the relevant Event, unless they have separately identified and communicated another lawful basis.
Sponsors, Exhibitors and Commercial Partners
Where this forms part of an agreed sponsorship, exhibition or commercial partnership package, we may share relevant attendee or registrant information with a Sponsor, Exhibitor or Commercial Partner.
The information shared will depend on the relevant Event, commercial package and the purposes explained to you when your information is collected. It may include:
- your name;
- business email address and telephone number;
- job title and organisation;
- organisation sector;
- organisation turnover band;
- number of employees;
- primary town or city of work; and
- professional interests or areas of interest selected during registration.
We do not share accessibility requirements, dietary requirements or other special category personal data with Sponsors, Exhibitors or Commercial Partners for their own marketing or commercial purposes.
Sponsors, Exhibitors and Commercial Partners receiving personal information will normally process it as independent data controllers and will be responsible for providing any additional privacy information required in relation to their use of that information.
They may use the information only for the purposes explained at the point of collection, permitted under the relevant commercial arrangement and allowed by applicable data protection and direct marketing law.
Where the recipient and purpose of sharing are known when you register, we will provide further information at the point of collection, including the identity or category of the recipient and any available choice or objection. Where consent is required, we will obtain it separately from acceptance of the Terms and acknowledgement of this Privacy Notice.
7. Marketing Communications
Where permitted by law, we may send information about:
- Life Sciences Week;
- future Events;
- industry opportunities;
- news;
- updates.
You may unsubscribe at any time by:
- clicking the unsubscribe link in our emails; or
- contacting us directly.
Where we share information with a Sponsor, Exhibitor or Commercial Partner, that organisation must determine whether it has a lawful basis and complies with applicable electronic marketing rules before sending direct marketing. Receipt of information from LSW does not itself authorise unrestricted marketing.
You have an absolute right to object to the use of your personal information for direct marketing. Where you object or unsubscribe, we may retain limited suppression information to ensure that your preference continues to be respected.
8. Photography and Filming
Photography, filming, livestreaming and recording may take place during events.
Images and recordings may be used for:
- marketing;
- publicity;
- social media;
- reporting;
- future event promotion.
If you do not wish to appear in photographs or recordings, please notify us or the event organiser before or during the event.
Whilst we will endeavour to accommodate reasonable requests, we cannot guarantee that individuals will not appear in incidental or crowd photography.
LSW generally relies on its legitimate interests in documenting, reporting on and promoting Life Sciences Week for general event photography and filming. Where the nature of a recording requires consent or another lawful basis, this will be communicated separately. Event hosts are independently responsible for explaining and establishing a lawful basis for photography or recording they arrange.
9. Cookies
We use cookies and similar technologies to:
- improve website functionality;
- analyse website usage;
- remember your preferences;
- improve user experience.
You can manage cookies through your browser settings.
Further information about the cookies and similar technologies we use, their purposes, duration and available controls is provided through the cookie-management tool on our Website.
10. International Transfers
Where personal information is transferred outside the UK, we will ensure appropriate safeguards are in place in accordance with UK data protection legislation.
11. Data Security
We use appropriate technical and organisational measures to protect personal information against:
- unauthorised access;
- accidental loss;
- misuse;
- alteration;
- disclosure;
- destruction.
11. How Long We Keep Information
We retain personal information only for as long as reasonably necessary for the purposes for which it was collected, including to meet legal, accounting, reporting and dispute-management requirements.
- Unless a longer period is required or justified:
- booking, attendance and event administration records will generally be retained for up to three years after the relevant event;
- financial and transactional records will generally be retained for six years after the end of the relevant accounting period;
- sponsorship, exhibition and partnership records will generally be retained for six years after the relevant arrangement ends;
- marketing information will be retained while you remain subscribed or while we have another lawful basis to contact you, subject to periodic review;
- accessibility, dietary and related special category information will be deleted or anonymised as soon as it is no longer reasonably required following the relevant event; and
- suppression records may be retained to ensure that marketing objections and unsubscribe requests continue to be respected.
We may retain information for longer where necessary to establish, exercise or defend legal claims or comply with a legal or regulatory requirement.
We retain personal information only for as long as necessary to fulfil the purposes for which it was collected or to comply with legal, regulatory or contractual obligations.
Retention periods vary depending upon the nature of the information.
Financial records are generally retained for up to six years in accordance with HMRC requirements.
12. Your Rights
Subject to applicable law, you have the right to:
- access your personal information;
- request correction of inaccurate information;
- request deletion;
- request restriction of processing;
- object to processing;
- request data portability where applicable;
- withdraw consent where processing is based upon consent;
You may complain to the Information Commissioner’s Office at any time. We would appreciate the opportunity to address your concerns first, so please contact us using the details in Section 1.
Information Commissioner’s Office
Website: ico.org.uk
Telephone: 0303 123 1113
