Hippocampus Media respects the privacy of visitors to our events. This policy outlines how we collect information, what we do with it and what controls you have.
In this policy references to MAD//Fest London, MAD//Picnic, MAD//Insight, The 99 Club Digital Festival, Hippocampus Media, ‘we’, ‘our’ or ‘us’ are to Hippocampus Media Ltd which is company limited by guarantee (company number 11160601). MAD//Fest London, MAD//Picnic, MAD//Insight and The 99 Club Digital Festival are brands wholly-owned by Hippocampus Media. Our trading address is The 99 Club Digital Festival, MAD//Fest London, Keyboards & Dreams, 34-35 Hatton Garden, Holborn, London EC1N 8DX
MAD//Fest London, MAD//Picnic, MAD//Insight and the 99//Club Digital Festival are run by Hippocampus Media. We are passionate about bringing the marketing, advertising and disruptive technology industry together to learn, discover, build relationships and do business. Through live events, virtual events and digital content, we provide an environment for brands, agencies, publishers, tech firms, investors, consultancies, press and other stakeholders to explore the latest trends, celebrate innovation, exchange ideas and share insight on key marketing, media and technology issues.
We take our duty to process your personal data seriously. This policy explains how we collect, manage, use and protect your personal data.
We may update this document periodically to ensure it best reflects what we do with your information.
You can jump to the section you would like to find out more about by following the below links.
- Who are we?
- What personal data do we collect and how do we use it?
- Legitimate interest
- Sharing your information
- Retaining your information
- Cookies policy
- Your rights
- How to contact us
1. Who are we?
In this policy references to MAD//Fest, Hippocampus Media, ‘we’, ‘our’ or ‘us’ are to Hippocampus Media Ltd which is company limited by guarantee (company number 11160601).
MAD//Fest London, MAD//Picnic, MAD//Insight and the 99//Club Digital Festival are brands owned by Hippocampus Media.
Our trading address is MAD//Fest London, Burleigh House, 357 Strand, London WC2R 0HS.
2. What personal data do we collect and what do we need?
Hippocampus Media is the ‘controller’ of the personal data you provide to us. We will collect personal data such as your name, job title, company, email address, phone number, postal address, country of residence and your credit card/debit card details if you are buying certain products and services such as tickets from us.
In order to run viable commercial events and personalise your event experience, we may also collect the following information:
- Dietary and special access requirements or provisions
- Basic registration data such as your name, job title, company, email address, phone number, social media profiles and company type.
- Your interest in various conference topics, speaking opportunities, sponsorship, exhibiting and competitions
- Your event attendance preferences (e.g. your choices for attending workshops, meetings, seminars, content streams, dinners, breakfasts, lunches and other optional private events)
- Your wish to access content provided to us by partners (typically name, job title, email and telephone number)
- Information about your visit our events such as the meetings, sessions, seminars, workshops, exhibitors, breakfasts, lunches, dinners, parties and other receptions you attended or wish to attend
- Location and IP address information
- Information you provide in public forums on our sites, applications and social media
Why we need it
We will collect your personal data in connection with activities including but not limited to:
- Event updates such as speaker announcements, ticket offers, VIP passes, and sponsorship, exhibition and speaking opportunities
- Newsletter requests
- Product purchases such as tickets, sponsorship and exhibition
- Registration information for tickets, VIP passes, sponsorship and exhibition
- Competition entries
- Awards entries
- Registration to use tools and services such as our event information and networking app
- Feedback on your event experience
- Providing essential event information via SMS and notifications to pre-registered attendees
- Event attendance preferences (e.g. dietary information, workshops, seminars and other private events organised by Hippocampus Media or by Hippocampus Media on behalf of partners)
- Providing access to our social media groups and accessing presentations
- Distribution of partner content such as but not limited to white papers and reports
- Providing access to our networking and information app
The information you provide to us will enable us to provide a more personalised service, deliver your event preferences/requirements and ensure the successful delivery of Hippocampus Media Ltd events. You don't have to disclose any of this information to browse our sites. However, if you choose to withhold requested information, we may not be able to provide you with certain services, access to reports or white papers or fulfil your choices and/or requirements at our events.
Sometimes, with your consent, we will process your personal data to provide you with information about our events, product launches, editorial insights, research, initiatives, awards and partner activities.
Hippocampus Media Ltd may also process your personal data in order to fulfil a contract (for example, you may have purchased a ticket, sponsorship or exhibition package). We may also be required to do this by law or because of other regulatory reasons.
We will also process your data when it is in our legitimate interest to do so and when these interests do not override your rights. Such legitimate interests include providing you with information on our events, services, speaking opportunities, exhibition opportunities, sponsorship opportunities, tickets, VIP passes, campaigns, initiatives, registration, event attendance preferences, invitations to ancillary and private events, customer surveys, dietary requirements, topical interests, awards, competitions, feedback, newsletters, mobile apps and other activities and those of carefully selected organisations. Please see our section on Legitimate Interest for more information.
Our email service provider is currently MailChimp. We use Mailchimp to distribute marketing content and information and securely store email lists for relevant marketing campaigns. We are governed by Mailchimp’s Data Processing Agreement. We use eventbrite to manage registrations for our event and provide a more seamless experience.
We also use surveymonkey to collect and process essential information such as our call for papers, VIP registration programme and dietary/special requirements.
We may also use pixel and/or tracking technology to deliver a more personalised and seamless event experience.
We may also use Facebook advertising as part of our marketing campaigns. We will seek permission from subscribers to transfer your email data to Facebook.
How we obtain your details
We will also hold information about your details so that we can respect your preferences for being contacted by us.
We collect your personal information in a number of ways:
- When you provide it to us directly
- When you provide permission to other organisations to share it with us (including Facebook, twitter, LinkedIn, Google and Instagram)
- When we collect it as you use our websites or apps
- From reputable third parties
- From publicly available sources to keep your information up to date
We combine the information from these sources with the information you provide to us directly.
From time to time, we may work with external partners to identify marketing, media, advertising and technology practitioners who would benefit from participating in our events. We will contact these individuals if we believe there is a legitimate interest in attending relevant Hippocampus Media Ltd marketing, media, advertising and technology events. We will only contact you if we believe that the legitimate interest does not infringe your own personal rights.
We may also work with a trusted external partner to ensure that our data is up-to-date.
You may opt out of our communications at any time and choose not to be contacted by us again at any time.
Building profiles of customers and attendees
Hippocampus Media may use information you have provided us with about your business interests, priorities and challenges, as well as your business type and job function to ensure that we provide more relevant and targeted communications based on your interests.
In order to be able to do this, we may use additional external sources of data to increase and enhance the information we hold about you. This may include obtaining details of changes of your employer, job function, business ownership, business area and attendance at other industry events.
This may also include information from public registers and other sources such as Companies House, websites, cookie data, newspapers, magazines and social media platforms.
If you do not wish your data to be used in any of the ways listed above or have questions about this then please Contact Us.
If you are under 18, please obtain the permission of your parent/guardian before sending any personal information to any website or Hippocampus Media. As our primary business is b2b events, we do not permit the attendance of under 18’s to our events without the permission of a parent/guardian and prior approval from the Hippocampus Media team. We do not knowingly take payments from minors.
As a parent/guardian of any child under the age of 18, we recommend that you monitor the online and offline activities of your child/children. If your child discloses information without your consent, the risk of you receiving unsolicited messages will increase. We discourage anyone under the age of 18 from submitting information to us without the consent of a parent/guardian.
3. Legitimate interest
Hippocampus Media Ltd has several lawful reasons for processing your personal information, including legitimate interest. Legitimate interest enables us to process your information so long as we have a genuine and legitimate reason to believe that you may be interested in and benefit from hearing about our industry events, products, insights and services, and we do not harm your rights and interests in doing so.
Legitimate interest may apply to our direct marketing activities; distribution of our own or partners’ insights and reports; access to event content such as presentations; tools such as our networking app; location-based data, invitations to events and private functions; improving the relevancy and experience of our events; letting you know about speaking, sponsorship and exhibition opportunities.
Our function is to provide events, content and digital experiences where the world’s top marketers, advertising agencies, publishers and tech firms can come together to learn, explore trends, discover innovations, build relationships, boost knowledge, enhance career prospects and do business.
We can reasonably expect that practitioners in the marketing, advertising, media, technology and other related industries may have a genuine interest in the speakers, networking, workshops and business development opportunities we provide. We will process your information under legitimate interest to provide industry practitioners with the up-to-date event information, relevant opportunities, offers and reports. We consider this to be legitimate interest. You may opt out of our communications at any time and we will delete your data permanently if you do not wish to hear from us. You can do this by contacting email@example.com
Below are some examples of why we would use legitimate interest to communicate with you:
Direct marketing - we will send you email, social and postal marketing to let you know key event information such as speaker updates, ticket information, access to our networking app, speaking, sponsorship and exhibition opportunities, useful content such as reports and whitepapers, complimentary passes to our events and partner events, our campaigns, event preferences, dietary information, content and topic/product interests.
Ordering online - we will need to collect your personal information to process an order such as a ticket or complimentary event pass. Typically this will include your name, job title, company, phone number, postal address and email address.
Event choices - if you have registered for one of our events, we may need to ask you about your dietary, workshop/seminar, stream, private event and dinner choices.
Personalisation - we may ask you about your business priorities, topic interests/speaker and event preferences to improve our products/services and make your experience of our marketing/communications more relevant. We will also use this information to provide event attendees with our networking app. Our app enables individual attendees to network based on shared interests and relevance (business type, key interests, marketing challenges etc).
Partner content - from time to time, we will work with external partners to provide you with free access to insights on the marketing, advertising and technology industry such as white papers and reports. In order to provide access, we may need to collect your name, job title, company, phone number and email address and share this information with a trusted partner. You may opt out at any time.
Your best interest - we will process your information to protect you against fraud when purchasing a product or service on our website and to ensure that our websites and systems are secure.
Analytics - we may ask you information about your event experience such as our performance and your favourite/least favourite features. We may also process information about your interests to provide you with the most relevant information and make your networking experience more relevant.
Research - we may process your information to assess the effectiveness our marketing and advertising campaigns and develop products, events, services, relationships and systems that best reflect your needs.
Due diligence - we may need to conduct investigations on customers and partners to determine if those companies and individuals have been involved or convicted of offences such as fraud, bribery and corruption.
Your interests - When we process your personal information for our legitimate interests, we will consider and balance any potential impact on you and your rights under data protection and any other relevant law. Our legitimate business interests do not automatically override your interests – we will not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law). Please see our section on ‘Your rights’.
Remember, you can unsubscribe from our marketing communications (there is a link on our emails to do this) or ask to be removed from our database by emailing firstname.lastname@example.org
4. Sharing your information
In order to run viable events with targeted networking opportunities and a visible list of attendees, we may publish and/or share your name, job title, company and interests when you have registered to attend or participate in our events. This may take place before, during or after the event and will be shared with confirmed and prospective attendees, sponsors, exhibitors and other reputable partners. When you register for our events, we will ask you to download our mobile and/or desktop app which includes your e-ticket. When you register, attend or view our content online, we reserve the right to share your data with 3rd parties including but not limited to sponsors, exhibitors, advertisers and other partners. When you download our app, your name, job title and company are visible to other event attendees (as they would be if we distributed printed delegate lists). You may receive meeting requests and/or messages from other attendees, which you may decide to accept or decline.
We will be clear about what happens with your data when you register to attend or participate in our events.
If you decide to download a report, white paper or other form of ‘gated’ content we have distributed on behalf of a partner or sponsor, we will share this information with the individual partner. This may include your name, job title, company and business email address. When you download such free content, we will always be clear that we plan to use your information in this way.
We may also need to share your information with key suppliers in order to fulfil orders you make. Examples include mailings (post and electronic), processing payments and answering customers’ questions about products and services.
If we merge with another organisation to form a new entity, information may be transferred to the new entity.
5. Retaining your information
Personal data processed for any purpose or purposes shall not be kept for longer than is necessary for that purpose or those purposes. We will periodically review the length of time that we keep your data for.
If you let us know that you would like to no longer like to receive communications from us, we will keep some basic information about you to avoid sending you unwanted content in the future and so that we do not accidentally duplicate information.
We may also contact you about future events and launches based on your attendance or engagement at MAD//Fest or when we consider there to be legitimate interest in hearing from us about specific products and services.
6. Cookies policy
A cookie consists of information sent by a web server to a web browser, and stored by the browser. The information is then sent back to the server each time the browser requests a page from the server. This enables the web server to identify and track the web browser. If you do not know what cookies are, or how to control or delete them, then we recommend you visit http://www.aboutcookies.org for detailed guidance.
Currently we operate an ‘implied consent’ policy which means that we assume you are happy with this usage. If you are not, within your browser you can elect to receive notification when a cookie is sent or decline all cookies. Declining cookies may prevent you from taking full advantage of the website.
7. What are your rights?
The GDPR gives you the following rights:
- Transparency over how we use your personal information (right to be informed)
- Request a copy of the information we hold about you, which will be provided to you within one month (right of access)
- Update or amend the information we hold about you if it is wrong (right of rectification)
- Ask us to stop using your information (right to restrict processing)
- Ask us to remove your personal information from our records (right to be forgotten)
- Object to the processing of your information for marketing purposes (right to object)
- Obtain and reuse your personal data for your own purposes (right to data portability)
- Not be subject to a decision when it is based on automated processing (automated decision making and profiling)
If you would like to know more about your rights under the data protection law see the ICO website.
8. How to contact us
If you wish to make a complaint about how we have handled your personal data, please contact our data protection officer:
Hippocampus Media MAD//Fest London Keyboards & Dreams 34-35 Hatton Garden Holborn London EC1N 8DX
This document was last updated in May 2020.