Privacy Policy

Privacy Policy

Arena Group General Web Site Privacy Notice

Arena Events Group Limited and its affiliates (collectively, “Arena Group”, “Arena”, “we”, “our”, and “us”) have a long-standing commitment to safeguard the privacy of information entrusted to us and value the trust of our existing and prospective business relations, which include our business customers, investors, business partners, suppliers, and relevant stakeholders.

The privacy principles and procedures in this privacy notice are intended to tell you how we collect, use, and share (“process”) information that identifies you as an individual or that relates to an identifiable person (“Personal Information”).

Collection and Use of Personal Information

We typically process Personal Information including:

  • Basic Personal Details including contact information, name, address, e-mail, and telephone information
  • For prospective employment purposes we may ask you to provide your nationality, photograph, and life events typical of a CV;
  • Professional Affiliations, including information about your employer, employment and job function.
  • Marketing preferences and Customer Service Interactions, including responses to surveys, recordings of telephone calls with customer service and other representatives.
  • Operational Data, including, sales, purchases, uses, supplier information, credentials to online services and platforms, and electronic content produced by data subjects including online interactive and voice communications, such as blog and chat, sessions.

We may collect Personal Information in various ways, such as: when you interact with one of our websites; when you enter into a transaction or contractual arrangement with us; when you participate in our programs or activities; when you provide data at industry events and trade shows; when you visit our facilities or we visit you at your offices; when you contact our customers services; or in connection with your inquiries and communications with us.

We may also collect Personal Information from other sources, including your employer, data companies, publicly accessible databases, and joint marketing partners. Additionally, we may automatically collect or process Personal Information (such as your Internet domain or IP address) as part of the operation of the services or during your activities on or use of Arena controlled websites.

Use of Personal Information

We and our service providers use Personal Information based on our legitimate business interests including:

Providing services and fulfilling your requests.

  • To respond to your inquiries and fulfil your requests, when you contact us via one of our online contact forms or otherwise, or when you request a quote for or other information about our services.
  • To conclude and execute agreements with customers, suppliers and business partners, including required screening activities (e.g. for access to our premises or systems, or credit verification, compliance/ethics checks or customer due diligence.
  • To complete your transactions and provide you with related customer service.
  • To send administrative information to you, such as changes to our terms, conditions, and policies.
  • We will engage in these activities where we have a legitimate interest, to manage our contractual relationship with you, and/or to comply with a legal obligation.

Providing you with our newsletter and/or other marketing materials.

  • To send you marketing related correspondence, with information about our services, new products, and other news about Arena.

We will engage in this activity with your consent or where we have a legitimate interest.

Analysis of Personal Information for business reporting and providing personalised services.

  • To analyse or predict our users’ preferences.
  • To better understand you, so that we can personalise our interactions with you and provide you with information and or offers tailored to your interests.
  • To better understand your preferences so that we can deliver content via our services that we believe will be relevant and interesting to you.

We will provide personalised services either with your consent or because we have a legitimate interest.

Allowing you to participate in prize draws, contests, or other promotions.

  • We may offer you the opportunity to participate in a prize draw, contest, or other promotion.
  • Some of these promotions have additional rules containing information about how we will use and disclose your Personal Information.

Accomplishing our business purposes.

  • For data analysis, for example, to improve the efficiency of our services;
  • For audits, to verify that our internal processes function as intended and are compliant with legal, regulatory or contractual requirements;
  • For fraud and security monitoring purposes, for example, to detect and prevent cyberattacks or attempts to commit identity theft;
  • For developing new products and services;
  • For enhancing, improving, or modifying our current products and services;
  • For identifying usage trends, for example, understanding which parts of our services are of most interest to users;
  • For determining the effectiveness of our promotional campaigns, so that we can adapt our campaigns to the needs and interests of our users; and
  • For operating and expanding our business activities, for example, understanding which parts of our services are of most interest to our users so we can focus our energies on meeting our users’ interests.

We engage in these activities to manage our contractual relationship with you, to comply with a legal obligation, and/or because we have a legitimate interest.

Sharing your information with others

We may share your Personal Information with our affiliates for the purposes described in this Privacy Notice.

Why Personal Information is shared with others.

Arena may disclose Personal Information to other organisations (service providers) who assist us in carrying out a transaction or providing services for you. We will ensure there is an appropriate contractual relationship with all our service providers who process your Personal Information on our behalf.

We may also disclose your Personal Information to our service providers for website hosting, data analysis, payment processing, order fulfilment, information technology and related infrastructure provision, customer service, email delivery, auditing and other services.

Unless we have your consent, Arena will not sell, trade, or disclose your Personal Information to third parties that want to market products to you.

Other uses and disclosures.

We may use or disclose Personal Information as we believe to be necessary or appropriate, especially when we have a legal obligation or legitimate interest to do so (a) under applicable law, including laws outside your country of residence; (b) to comply with legal process; (c) to respond to requests from public and government authorities including public and government authorities outside your country of residence; (d) to enforce our terms and conditions or in response to activities that are unlawful or a violation of our rules for use of the Website; (e) to protect our operations or those of any of our affiliates; (f) to protect our rights, privacy, safety or property, and/or that of our affiliates, you or others; and (g) to allow us to pursue available remedies or limit the damages that we may sustain.

We have a legitimate interest to use, disclose or transfer your Personal Information to a third party in the event of any reorganisation, merger, sale, joint venture, assignment, transfer or other disposition of all or any portion of our business, assets, or stock (including in connection with any bankruptcy or similar proceedings). Such third parties may include, for example, an acquiring entity and its advisors.

Sensitive Information

We do not knowingly collect sensitive Personal Information e.g., information related to racial or ethnic origin, political opinions, religion or other beliefs, health, biometrics or genetic characteristics, criminal background, or trade union membership, from you via our services.

We request that you do not disclose to us any sensitive Personal Information on or through the services or otherwise. Where we collect information that itself does not qualify as sensitive Personal Information, but from which potentially sensitive inferences could be made (such as when you provide to us any dietary requirements when attending one of our conferences or events), we only use such information for the limited and non-sensitive purpose for which you made such information available to us.

Other information we may collect, including ‘cookies’ or similar technology

We may process information from which we can infer your identity, or which does not directly relate to an individual, such as:

  • Browser and device information
  • App usage data
  • Information collected through cookies, pixel tags and other technologies
  • Demographic information and other information provided by you that does not reveal your specific identity,
  • Information that has been aggregated in a manner that it no longer reveals your specific identity

We and our service providers may collect such information in a variety of ways, including:

  • Through your browser or device: Certain information is collected by most browsers or automatically through your device, such as your Media Access Control (MAC) address, computer type (Windows or Mac), screen resolution, etc. We use this information to ensure that the services function properly.
  • Use of cookies: We may use “cookies” in connection with operation of its websites. Cookies that are strictly necessary for a service you requested will always stored/read from your device.
  • Other (non-essential) cookies may be stored or read from your device where you have given your consent
  • We will always seek your consent before any cookies are stored or read from your device for the purpose of profile development and behavioural advertising.
  • Please refer to our Cookie Notice for a full list of cookies we employ, their purposes and how to manage your consent for their use.

Security Measures

Arena has implemented technological and operational security processes to protect your personally identifiable information from loss, misuse, alteration, or unintentional destruction. While no security measure can guarantee against compromise, we regularly review and updates our security measures in an effort to provide appropriate security for all information processed by us. If you have reason to believe that your interaction with us is no longer secure, please immediately notify us in accordance with the “Contacting Us” section below.

Modifications to this Privacy Statement

Arena reserves the right to change, modify, or update this Privacy Statement at any time. Our Privacy Statement will indicate when it was last revised. Any changes will become effective when we post the revised Privacy Statement on the services. Your use of the services following these changes means that you accept the revised Privacy Statement.

Your Rights

You have several important rights when it comes to our processing of your Personal Information. These include the the right to request from us access to and rectification or erasure of your Personal Information, the restriction of processing your Personal Information, the right to object to processing and the right to data portability.

Access to your information

If you would like to request access to Personal Information that you believe we are processing, please contact us using the information provided in the ‘Contact Us’ section below.

In your request, it would be helpful if you could identify what Personal Information you would like access to, to help us respond as promptly as possible. For your protection, we need to verify your identity before implementing your request.

Data Erasure: ‘right to be forgotten’

Please note that we may need to retain certain information for recordkeeping purposes and/or to complete any transactions that you began prior to requesting a change or deletion e.g., when you make a purchase or enter a promotion, you may not be able to change or delete the Personal Information provided until after the completion of such purchase or promotion.

Withdrawal of consent

Whenever we process your Personal Information based on your consent, you have to right to withdraw that consent at any time.

Data retention

Arena will not retain your Personal Information longer than is necessary for the purpose(s) for which it was obtained. The criteria used to determine our retention periods include: (i) the length of time we have an ongoing relationship with you; (ii) whether there is a legal obligation to which we are subject; or (iii) whether retention is advisable considering our legal position (such as in regard to applicable statutes of limitations, litigation or regulatory investigations).


Arena will not knowingly collect, use, or disclose to third parties any Personal Information collected from children, and we are committed to complying with applicable laws and requirements.

Jurisdiction and cross-border transfer

Your Personal Information may be stored and processed in any country where we have facilities or in which we engage service providers. Should the country of import not be on UK adequacy list, we will ensure transfers of Personal Information out of the UK are protected by appropriate safeguards, including the use of approved transfer contracts e.g., the UK International Data Transfer Agreement and (amended) EU Standard Contractual Clauses.

Linked Websites

We may provide links to third party sites. Since we do not control these websites, we encourage you to review the privacy statement posted on these (and all) third party sites. We are not responsible for the privacy statements or practices of sites and services controlled by companies or organisations other than Arena. The inclusion of a link on the services does not imply endorsement of the linked site or service by us.

Contact information

By Post:

Arena Events Group
Data Protection Officer
Needingworth Industrial Estate, Needingworth Road, St. Ives, Cambridgeshire, PE27 4NB

By email: 

Contact the Regulator

You have the right to lodge a complaint with a supervisory authority. The UK Information Commissioner can be contacted here.


Helpline: +44 303 123 1113