Privacy notice
This notice explains what personal information Flashes & Flames collects when you use this events website: when you book a ticket, create your delegate account, use the delegate directory or simply read the site. It sits alongside our main privacy policy (opens in a new tab), which covers the Flashes & Flames newsletter, subscriptions and reports.
Who we are
Flashes & Flames is published by Flashes & Flames Media Ltd (company number 12865884), registered at 8 Hampstead Gate, 1a Frognal, Hampstead, London NW3 6AL, England. We are the data controller for the information described here.
For any question about this notice, or to exercise any of the rights below, contact: colin@flashesandflames.com.
What we collect, and why
When you read the site
Our hosting provider keeps server logs containing your IP address and browser identifier for security and troubleshooting.
We also count how the site is used, without cookies. Our hosting provider, Vercel, counts which pages are viewed and which files and links are used: for example, how many times a session report is downloaded or a sponsor's page is opened. Each count records the page, the country, and the type of device and browser. It does not record your name, your email address or your account, and we cannot use it to identify you. To tell one visit from another, Vercel uses a value worked out from your IP address and browser, which is discarded after 24 hours. We do not use advertising cookies.
Why: to keep the site working and secure, and to see which events, sessions and partners interest our audience. For the counts, our legal basis is our legitimate interest in understanding how the site is used.
When you book a ticket
The booking form on this site is provided by our ticketing provider, Ticket Tailor. For each ticket we ask for the attendee's name, email address, mobile number, job title, company and country, and any dietary requirements or allergies they choose to tell us about. Card details are entered with the payment processor and are never seen or stored by us.
Each booking is copied into our event platform, Audiobly, so we can run the event: know who is coming, prepare badges and catering, and manage changes and cancellations.
Why: to give you the place you booked, take payment, run the event and keep the financial records we must. Dietary and allergy information is used only to cater for you.
Your delegate account
Each booking comes with an account on this site. We hold your email address and a password you choose (stored only in scrambled, one-way form), and anything you add to your profile: your name, job title, company, country, company website, a short biography, a photograph and links to your social profiles. You can change or remove any of these at any time from your account.
We send emails about your account only, such as the link to set it up and password resets. They come from a no-reply address; to reach us, use the contact above.
Why: to let you sign in, see material from our events and manage your profile.
The delegate directory and meeting requests
The directory helps delegates at the same event find each other. You choose whether to be listed when you book, and we respect that choice when you set up your account. If the booking form did not ask you, the setting "Show me in the delegate directory and let other delegates send me meeting requests" starts switched on when you set up your account, and you can switch it off there and then. Either way, you can change it at any time in your account. A LinkedIn link you give when booking is shown on your directory profile.
While it is on, other signed-in delegates at your event can see your name, job title, company, country, and any biography, photograph and profile links you have added. Your email address and phone number are never shown, to delegates or anyone else. While it is off, you do not appear in the directory at all. The directory is never visible to people who are not signed in.
Why: networking between the people in the room is part of what our events offer, and we rely on our legitimate interest in providing it. You can object simply by switching the setting off.
Speakers and sponsors
We publish the names, job titles, organisations, photographs and biographies of the people speaking at our events, and the names and descriptions of our sponsors, so that visitors know who is on the programme.
Our lawful bases
Contract – your booking and your delegate account, taking payment and giving you the access you booked.
Legitimate interests – running the event, the delegate directory, keeping the site secure and preventing fraudulent bookings. You can object at any time.
Consent – marketing emails, where you opted in at checkout, and any dietary or allergy information you choose to give us. You can withdraw consent at any time.
Legal obligation – keeping financial records.
Who we share it with
We do not sell your personal information, and we do not give your contact details to sponsors or advertisers. We use the following providers, each of which processes some data on our behalf:
| Provider | What it does | What it receives |
|---|---|---|
| Ticket Tailor | Ticketing and the checkout embedded on this site | The details you give at checkout for each ticket, and your order |
| Stripe | Card payments, through Ticket Tailor | Name, email, billing and card details |
| Audiobly | Our event platform: attendee records, delegate accounts, the delegate directory, account emails, speaker and programme information | Your booking details, your account and profile, your networking setting |
| Resend | Sending account emails (welcome, sign-in and password reset) | Your email address and the content of those emails |
| Vercel | Hosting this website and counting visits | IP address, browser identifier, pages requested |
We share dietary and allergy information with the venue's caterers only as far as they need it to feed you. We may also disclose information where the law requires it, or to establish or defend a legal claim.
Where your information goes
Some of these providers are based in, or use services in, the United States, so your information may be transferred outside the UK. Those transfers rely on the UK Extension to the EU-US Data Privacy Framework, or on the International Data Transfer Addendum to the European Commission's standard contractual clauses, depending on the provider.
Cookies
This site sets one cookie of its own: an essential cookie that keeps you signed in to your account. It is removed when you sign out. There are no analytics or advertising cookies: visits are counted without them. The booking form is provided by Ticket Tailor, which may set its own essential cookies to complete your checkout.
How long we keep it
Booking and payment records: six years after the event, to meet UK accounting requirements.
Your account and profile: for as long as you keep your account. Ask us and we will delete it.
Server logs: a small number of days, then deleted automatically.
Your rights
Under UK data protection law you can ask us to: give you a copy of what we hold; correct anything wrong; delete it; restrict or object to how we use it; or send it to another provider. Where we rely on consent, you can withdraw it at any time. You can correct your profile and change your networking setting yourself, in your account.
To make a request, email colin@flashesandflames.com. We will respond within one month.
Complaints
If you are unhappy with how we have handled your information, please tell us first so we can put it right. You also have the right to complain to the Information Commissioner's Office at ico.org.uk/make-a-complaint, or by calling 0303 123 1113.
Children
Our events are for media industry professionals and are not intended for children. We do not knowingly collect information from anyone under 16.
Changes
If we change this notice we will update the date at the top.