ASM GLOBAL (European Region) Privacy notice

ASM Global takes your privacy very seriously. We ask that you read this privacy notice carefully as it contains important information about how ASM Global handles your personal data including what personal information we collect about you, how we use your information and who your information might be shared with.

This privacy notice applies to personal data collected or obtained by us relating to our customers and potential customers. This data will normally be collected by us when you are a visitor to our websites or social media pages and/or if you purchase any products and/or services from us and/or if you use our apps.

When we refer to ‘we’ or ‘us’ or ‘ASM Global’ in this notice we mean AEG Facilities (UK) Limited, SMG (UK) Limited and SMG Europe Holdings Limited. These companies form part of the European Region of ASM Global operating venues in the UK. The venues operated by each company and the venue contact details are listed in the Appendix at the end of this notice. This privacy notice does not apply to Olympia London. Please see the privacy notice for Olympia London at Privacy & Cookies | Olympia London.

The ASM Global company operating a venue as set out in the Appendix will be the data controller of personal data processed in respect of that venue unless we tell you that another company is the data controller. This means that it decides the purposes and means of the processing of such personal data.

Any reference to ‘you’, ‘your’ and ‘yourself’ in this privacy notice is a reference to any of our customers and potential customers.

2. How to contact us

If you have any questions or concerns about this privacy notice or the information we hold about you, or if you wish to exercise any of your rights over your data as set out in section 14 below, please do not hesitate to contact the relevant venue as detailed in the Appendix. Alternatively, please contact our GDPR team by one of the following methods:

By post: Privacy Enquiries, ASM Global (European Region), 4th Floor, Arena Point, 1 Hunts Bank, Manchester, M3 1UN

By email: privacy@eu.asmglobal.com By phone: +44 (0)161 950 5114

3. What information do we collect?

Personal data is any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).

Whenever we collect, store, use, disclose or delete your personal data, this is referred to as processing your personal data. We will process different kinds of personal data about you which we have grouped together in different categories below:

We may also collect, use and share aggregated data such as statistical or demographic data for any purpose. Aggregated data may be derived from your personal data but is not considered personal data in law as this data does not directly or indirectly reveal your identity. For example, we may aggregate your Usage data to calculate the percentage of users accessing a specific feature of our website. However, if we combine or connect aggregated data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this privacy notice.

Sensitive personal data known as special category data
You may supply us with sensitive personal data relating to your health such as in relation to accessibility requirements; requests to be accompanied by a carer; and compliance with dietary requirements, for example when you have a food allergy. We may also collect information relating to your health when you attend our venues, for example if you have an accident or are involved in a medical incident.

Special category information requires higher levels of protection. We may process special category data with your explicit consent, where it is necessary for reasons of substantial public interest, where it is needed to protect your vital interests (or someone else's interests) and you are not capable of giving your consent, where it is necessary for the establishment, exercise or defence of legal claims and/or where you have already made the information public.

Criminal Offence Data
We may process criminal conviction and offence data relating to criminal activity or suspicions or allegations of criminal or terrorist activity at our venues. This is known as criminal offence data which requires higher levels of protection. We may process criminal offence data where it is necessary for reasons of substantial public interest, with your consent, where it is needed to protect your vital interests (or someone else's interests) and you are not capable of giving your consent, where necessary for legal proceedings, obtaining legal advice or the establishment, exercise or defence of legal rights and/or where you have already made the information public.

4. How we collect information

Direct Interactions: We may collect certain information about you when you interact with us or correspond with us directly. This includes personal data you provide when you visit our websites, fill out an enquiry form on our websites, subscribe to receive marketing communications, register with us, purchase products and/or services from us, when you contact us (including by phone, email and instant messaging systems), send us feedback, post material to our websites or social media channels, engage with us on social media such as by following us or liking our posts, complete customer surveys or take part in promotions or competitions run by us.

Automated technologies: When you visit our websites, our systems will automatically collect information about your equipment, browsing actions and platforms. We collect this information (namely Technical and Usage data) by using cookies, tracking pixels, server logs and other similar technologies. Please see the section headed “Cookies” below and our Cookies Policy at each of our Venues websites. When you use our websites and social media channels we may also collect certain information about you and your visit. This may include your journey through our websites and social media channels; what content you like or share; and which pop up or push messages you saw and responded to. We also collect information using a pixel contained in our marketing emails. We collect and use this information when you interact with our websites and our emails to improve our site content, recommend products and/or services of interest to you and to tailor our marketing communications to you.

Other third parties or publicly available sources: We may also receive information about you from third parties, such as credit reference agencies, ticketing agencies, event promoters, venue sponsors, providers of technical, payment and delivery services and third parties booking an event on your behalf. We receive personal information when you purchase a ticket for events at our venues from ticketing agencies or the third party you purchased your ticket from which may include your name, address, delivery details, email address and telephone number. We may also receive information from analytics providers such as Google Analytics who provide us with Technical and Usage data, advertising networks, such as Google Adwords and Facebook who provide us with Technical and Usage data; and operators of social media platforms, including Facebook, Instagram, X, LinkedIn, YouTube and TikTok, which may be based outside of the UK and EEA. We may also receive personal data about you from publicly available sources such as the open version of the electoral roll.

5. Children

On occasion we may collect limited personal data relating to children under the age of 18, for instance the names of attendees or participants in learning and participation or other educational events at venues. Children may exercise the rights set out in the section headed “Your rights" below on their own behalf. If you are a parent or guardian of a child and wish to exercise any of these rights on their behalf, please contact us at the relevant venue using the details in the Appendix or contact our GDPR team using the contact details at section 2 above. We will allow you to exercise these rights on behalf of a child if you are authorised by the child, where the child does not have sufficient understanding to exercise the rights themselves or when it is evident that this is in the best interests of the child. Where required, we will ask you to verify your relationship to the child.

6. How and Why We Use Your Personal Information

We only process your personal data where we have a legal basis to do so. The legal basis will vary depending on the reason we are collecting your personal data. Sometimes we might rely on more than one legal basis when we process your personal data depending on why are using your data. Please contact us at any time if you need more information about how we are using your personal data and which legal basis we are relying on. We have summarised below the legal basis we rely on to use your personal data and examples of how this works in practice:

Where it is necessary for the performance of a contract to which you are a party or to take steps at your request before entering into such a contract
We will need to process your data when you purchase products and/or services from us in order to process and deliver your order including taking payment from you and updating you if any requested products and/or services are unavailable. We may also contact you about your booked events such as if there are changes to an event or the conditions for entry or attendance at an event, for example relating to COVID-19. We are likely to process your Identity, Contact, Purchase, Customer Service and Financial data on this basis.

Where we have your consent to do so, subject to your right to withdraw consent (further details provided in the section headed “Your rights" below)
We may send you marketing communications by email if you have subscribed to receiving these communications from us. Our marketing email provider(s) uses a pixel contained in our emails to track how you interact with them and which features you click on. This means that we can send you email content that’s more relevant and tailored to you. If you want to opt-out of email tracking at any time, then you can opt-out of receiving marketing emails. Please see the section headed “Marketing” for information on how to stop direct marketing communications from us or to change your marketing preferences.

• We will also obtain your consent to collect certain Usage and Technical data when we ask you to consent to cookies. Please see the section headed “Cookies” below for more information.
• Where we process information on the basis of consent, if at any time you want us to stop processing this information, you can withdraw your consent.

Where it is necessary to comply with a legal or regulatory obligation that we are subject to
We are subject to legal and regulatory obligations that require us to process your personal data, for example, anti-money laundering obligations. We are likely to process your Identity, Contact, Purchase, Security, Financial, and Technical data in connection with this purpose.

Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests
We may analyse your personal information including Identity, Contact, Customer Service, Review, Marketing, Purchase, Technical, App, Usage and Social Media data so that we can form a view of what you may want or need or what may be of interest to you to send you marketing communications relevant to you. We may make use of additional information about you where it is available from publicly available sources for this purpose.

Our legitimate interests in processing your personal data for our own business purposes include the following:

7. Marketing

We will not sell any of your personal information to third parties.

Marketing communications from us: We may send you marketing communications by email if you have subscribed to receiving marketing communications from us on our sites or have otherwise consented to receive marketing communications from us. We use a pixel contained in our marketing emails to track whether they are opened and your responses to them.

Third party marketing: We will only share your personal data with another company for marketing purposes if you have expressly consented.

Opting out: You can ask us to stop sending you marketing communications at any time, by:

• Clicking on the unsubscribe button in the footer of any marketing emails from us;
• Contacting us at privacy@eu.asmglobal.com or using the contact details in section 2.

Please note that you may continue to receive communications for a short period after changing your preferences while our systems are fully updated.

In the case of third-party marketing, you can contact the relevant third party to ask them to stop sending you marketing communications.

8. Change of Purpose

We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If we wish to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so. We may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.

9. If You Fail to Provide Data

Where we need to collect personal data from you in order to comply with our legal obligations or to perform a contract we have with you and you fail to provide that data when requested, we may not be able to perform the relevant contract (for example, to supply products and/or services to you or process your payment). In this case, we may have to cancel the relevant contract.

10. Keeping your data secure

We have appropriate security measures in place to prevent your personal information being accidentally lost, or used or accessed in an unauthorised way, altered or disclosed. We also limit access to your personal information to personnel who have a genuine business need to know it to fulfil their duties. All personnel who have access to your personal data will only process your personal data on our instructions and they shall be subject to a duty of confidentiality.

We also have policies and procedures in place to deal with any suspected data breach so that we can act quickly to minimise any potential damage. We will notify you and any applicable regulator of a suspected breach where we are legally required to do so.

Unfortunately, however, the transmission of information via the internet is not completely secure. Although we do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our website; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.

11. Data Retention

We will retain your personal data for as long as necessary to fulfil the purposes we collected it for including for the purposes of satisfying any legal, accounting or reporting requirements.

To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.

In relation to marketing consents, we may ask for your updated consent from time to time if we have not heard from you in a while to check that you still want to receive our emails. If you decide to opt-out we will keep a record of this alongside your email address or other contact details to ensure that we do not send you marketing communications going forward.

In some circumstances we may anonymise your personal data (so that it can no longer be associated with you) in order to develop our business methods and strategy or for research or statistical purposes, in which case we may use this information indefinitely without further notice to you.

We shall not have any liability whatsoever to you for the deletion of personal data in accordance with our data retention policy.

12. Who do we share your data with?

We may share your personal data with the following third parties in order to perform a contract with you, comply with a legal or regulatory obligation, in our legitimate interests of conducting our business or where you have consented:

We require all our data processors to respect the security of your personal data and to treat it in accordance with the law. We do not allow our data processors to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.

In some instances where we share data with third parties, such as HMRC, those third parties will also be controllers of your personal data. We shall not be responsible or liable for the way in which other data controllers hold or process your personal data. Please review the privacy policies of those third parties for further information regarding how they will use your data.

13. International transfers

If we transfer your data outside of the UK, we ensure your data receives a similar degree of protection afforded to it by ensuring:

• we transfer your personal data to countries that have been deemed to provide an adequate level of protection for personal data; or
• we have taken steps to ensure that the recipient has an adequate level of protection for the rights and freedoms of data subjects in relation to the processing of personal information and that appropriate and suitable safeguards are in place to comply with applicable data protection legislation.

Please contact us if you want further information on the specific mechanism used by us when transferring your personal data outside of the UK.

14. Your Rights

You have a number of important rights in respect of personal data that we process about you (where we are the data controller because we determine the purpose and means for which that personal data shall be processed). Those include:

• Right to request access to your information – you can request a copy of your personal data which we hold and to receive certain information relating to that data (this is known as a ‘subject access request’). If you would like a copy of some or all of this information please contact us and let us know what information you would like.
• Right to require us to correct any mistakes in your information – you can require us to rectify inaccurate information or to complete incomplete data. If you would like to do this, please contact us to let us know the information that is incorrect or incomplete and what it should be replaced with.
• Right to object to how we process your personal data, including the right to ask us to stop contacting you with direct marketing – you can ask us to stop contacting you for direct marketing purposes at any time or else change your contact preferences. If you would like to do this, please contact us.
• Right to restrict processing – you can ask us to suspend the processing of your personal data in certain circumstances, for example, if you have notified us there is a mistake in the information we hold about you, you may ask us to suspend processing until that mistake is rectified or you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.
• Right to erasure – otherwise known as ‘the right to be forgotten’ – you can ask us to delete or remove your personal data if it is no longer necessary in relation to the purposes for which it was collected or processed or if you have successfully objected to processing (note, however, that we may not always be able to comply with your request for erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request);
• Right to receive or ask for your personal data to be transferred to a third party in a structured, commonly used and machine-readable format (note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you).

Where we are processing personal data relating to you on the basis that we have your consent to do so, you may withdraw your consent at any time (this will not affect the lawfulness of any processing carried out before you withdraw your consent). If you withdraw your consent, we may not be able to provide certain products or services to you.

Further information on these rights can be obtained from the Information Commissioner’s Office (ICO). Please see the contact details in section 15. If you want to exercise any of these rights, please contact us at the relevant venue, using the details provided in the Appendix or else contact us using the details at section 2 above. We may require you to verify your identity to be sure that we are not releasing any of your personal data to anyone other than you. We may also contact you to ask you for further information in relation to your request to speed up our response. You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded or excessive. Alternatively, we may refuse to comply with your request in these circumstances.

It is important that the personal data we hold about you is accurate and current. Please let us know if your contact details change during your relationship with us

15. How to complain

If you have a complaint or are unhappy with how we have used your personal data, we hope that we can resolve any issues you have by contacting us via one of the methods set out at section 2 above. However, you also have the right to lodge a complaint with the ICO who may be contacted at https://ico.org.uk/make-a-complaint/ or via the helpline: 0303 123 1113. We would, however, appreciate the chance to deal with your concerns before you approach the ICO, so please do contact us in the first instance and we shall endeavour to resolve your complaint.

16. Cookies

Our websites and apps use cookies to distinguish you from other users of our sites/apps. This helps us to provide you with a good experience when you browse our sites and to improve our sites, products and services. You can find out more about the way cookies work on www.cookiecentral.com and www.allaboutcookies.org. Please note that we are not responsible for the content of third party websites.

For more information about the cookies we use and the reasons why we use them, please see our Cookies Policy available on each of our websites. We request your consent before using analytical or performance cookies, functionality cookies or targeting cookies, but do not require your consent to use strictly necessary cookies.

You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies (and the above websites tell you how to do this). If you disable or refuse cookies, please note that some parts of our websites may become inaccessible or not function properly.

17. Links to other websites

Please be aware that our websites, apps and social media platforms contain links to third party websites and social media platforms. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third party sites and are not responsible for their security or privacy policies. We recommend that you review those parties’ privacy notices before sharing your personal data on those platforms.

Changes to this privacy notice

Your privacy is important to us and we are constantly reviewing our policies and procedures to ensure we are meeting the high standards we set ourselves. We may amend this privacy notice from time to time, and we recommend that you check this privacy notice periodically to review any changes that may have been made.

This privacy notice was last updated on 27^th January 2025.