Midlands Medical Conferences is committed to protecting your privacy and respecting your personal data. This policy explains how we collect, use, and safeguard your information when you use our website and services.

1. Who we are

Midlands Medical Conferences
Website: midlandsmedicalconferences.org
Email: info@midlandsmedicalconferences.org
Company number: 14399930

We are the data controller for the personal data collected through this website.

2. What personal data we collect

We collect information that you voluntarily provide when you:

• Register for a conference or event

• Create a member account

• Submit an abstract or download a certificate

• Subscribe to updates or newsletters

• Contact us via forms or email

• Make a purchase or payment

This may include:

• Name, email address, phone number

• Job title, organisation, GMC/HCPC number

• Billing and payment details (processed securely by Stripe or PayPal)

• Any other information you provide in forms or correspondence

We also collect limited technical data (via cookies and analytics), such as:

• IP address, browser type, device information, and usage statistics

• Cookie preferences and tracking consents

3. How we use your information

We use your information to:

• Process event registrations, payments, and membership access

• Manage your account and conference attendance

• Send booking confirmations, receipts, or certificates

• Respond to enquiries or support requests

• Manage abstract submissions and speaker correspondence

• Improve our website, communications, and services

• Send marketing updates (only if you’ve opted in)

4. Our lawful bases for processing

Under UK GDPR, we rely on one or more of the following lawful bases:

• Contract – to deliver services you have requested (e.g. registration, payment, membership access)

• Consent – when you opt in to newsletters or marketing

• Legal obligation – for financial or accounting record-keeping

• Legitimate interests – to maintain and improve our website, or communicate with you about relevant events

5. How we share your data

We only share your data with trusted third-party processors who help us operate the website and services, including:

Squarespace, Inc. Website hosting, forms, analytics GDPR-compliant, US (EU–US Data Privacy Framework)

Stripe, Inc. / PayPal (Europe) Payment processing GDPR-compliant

Email marketing provider (Squarespace Email Campaigns) Newsletters (if opted in) GDPR-compliant

We do not sell or rent your data to anyone.

6. International data transfers

Some of our processors are based outside the UK/EEA (Squarespace, Stripe, Google).
We ensure that transfers are made under valid safeguards such as the EU–US Data Privacy Framework or Standard Contractual Clauses, in accordance with UK GDPR requirements.

7. Cookies and analytics

We use cookies and similar technologies to understand website performance and improve user experience.
Non-essential cookies (e.g. analytics, marketing) are only activated if you consent via our cookie banner.

You can change or withdraw consent at any time through the cookie settings link in the site footer.

See our Cookie Policy for details.

8. Data retention

We only keep personal data for as long as necessary:

Conference registrations and payment records - 6 years (for accounting and audit)

Membership and profile data - while active, or 12 months after expiry

Abstract submissions - 2 years

Newsletter subscribers - until you unsubscribe

Analytics data - 14 months (Google Analytics default)

After these periods, data is securely deleted or anonymised.

9. Your rights

You have the following rights under UK GDPR:

• Access to your personal data

• Correction of inaccurate data

• Deletion of your data (“right to be forgotten”)

• Restriction or objection to processing

• Data portability (to transfer to another controller)

• Withdrawal of consent (for marketing)

To exercise any of these rights, please contact us at info@midlandsmedicalconferences.org
We will respond within 30 days.

10. Security

Our website uses SSL encryption and secure servers provided by Squarespace.
Payments are processed securely by Stripe or PayPal — we do not store full payment card details.

11. Updates to this policy

We may update this Privacy Policy occasionally to reflect changes to our website or data practices.
Any updates will be posted on this page with a revised “last updated” date.

12. Contact

If you have any questions or concerns about this policy or your data, please contact:
info@midlandsmedicalconferences.org

If you believe your data protection rights have been violated, you can also contact the Information Commissioner’s Office (ICO): www.ico.org.uk