Privacy Policy
Privacy Policy
Updated: 25 November 2025
This Privacy Policy explains how AI Vision World Forum 2026 (“we”, “us”, “our”) collects, uses, shares and protects your personal data when you:
visit or use the website aivisionworldforum.com (the “Website”);
register for or purchase tickets to AI Vision World Forum London 2026 (the “Event”); or
interact with us in relation to the Event (for example by email, phone, newsletter sign-up, or contact forms).aivisionworldforum.com+2aivisionworldforum.com+2
We are committed to protecting your privacy and handling your personal data in accordance with applicable data protection laws, including the UK GDPR and, where relevant, the EU GDPR.
By using the Website or providing us with your personal data, you acknowledge that you have read this Privacy Policy.
1. Who We Are (Data Controller)
The Event is branded as AI Vision World Forum London 2026 and is presented by AI Vision Institute & University and London Valley.aivisionworldforum.com
For the purposes of data protection law, these organisations act jointly as the data controller of your personal data in connection with the Website and the Event.
You can contact us at:
Email: info@aivisionworldforum.com
Phone: +44 20 8191 3979
Postal address (Event venue): The QEII Centre, Broad Sanctuary Westminster, London SW1P 3EE, UKaivisionworldforum.com+1
2. Personal Data We Collect
The types of personal data we may collect include:
2.1 Information you provide directly
Ticket and registration data
Name, job title, organisation, country
Contact details (email address, phone number, postal address)
Ticket type and purchase information (e.g. delegate category, day passes, virtual pass)aivisionworldforum.com+1
Payment-related data
Payment status and transaction references (card details are processed by our payment providers and are not stored in full by us).
Contact & enquiry data
Information you include when you email us or use any contact forms (for example, questions about the Event, sponsorship or speaking opportunities).aivisionworldforum.com
Newsletter sign-up data
Name, email address and your marketing preferences when you subscribe to our updates via the “Signup For Newsletter” section on the Website.aivisionworldforum.com+1
Speaker / sponsor / partner data
If you participate as a speaker, panellist, sponsor, exhibitor or partner, we may collect additional professional information, biographies, photos, logos, and social media links for promotional and organisational purposes.
2.2 Information we collect automatically
When you browse or interact with the Website, we may automatically collect:
Technical data
IP address, browser type and version, device identifiers, operating system, time zone setting, and similar technical information.
Usage data
Pages visited, links clicked, referring URLs, session duration, and how you interact with the Website (for example, which ticket pages and blog posts you view).aivisionworldforum.com+1
Cookie data
Information collected through cookies and similar technologies, such as analytics cookies, functional cookies and cookies used by the WooCommerce store (e.g. shopping cart, checkout, logged-in sessions).
2.3 Information from third parties
We may receive personal data about you from:
Ticketing and payment processors (for example, confirmation of payment, fraud-prevention checks);
Email marketing services (e.g. delivery and open-rate statistics);
Event partners or sponsors, where you have directly engaged with them in relation to the Event.
3. How We Use Your Personal Data
We use your personal data for the following purposes:
To manage your registration and ticket purchases
Processing orders, issuing tickets, sending confirmations, and managing changes or cancellations.
To deliver and manage the Event
Creating delegate lists, managing access (physical or virtual), preparing badges, coordinating sessions, and providing you with relevant Event-related information (programme updates, logistics, security and health & safety notices).
To communicate with you
Responding to enquiries, sending service-related messages (e.g. changes to dates, times, venue or format), and providing pre- and post-event information.
To send marketing and newsletters
Sending you news and updates about AI Vision World Forum, related events, content (e.g. blog articles) and sponsorship opportunities, in line with your marketing preferences.aivisionworldforum.com+1
To operate and improve the Website
Monitoring performance, analysing usage, troubleshooting, securing our systems and enhancing the user experience.
To support sponsorship, media and networking activities
Sharing limited attendee details (for example, name, organisation, role) with event partners or sponsors where appropriate, and only when permitted by law and/or where you have given consent.
To comply with legal obligations and protect our rights
Maintaining financial records, handling complaints, enforcing our Terms & Conditions, and responding to lawful requests from authorities.
4. Legal Bases for Processing (UK/EU GDPR)
We process your personal data under one or more of the following legal bases:
Performance of a contract
For example, when processing your ticket purchase, managing your Event registration, or providing access to the Event and related services.
Legitimate interests
For example, to organise and improve the Event, ensure network and information security, prevent fraud, and communicate with you about similar events or services where permitted.
Consent
For example, when you subscribe to newsletters, agree to marketing from us or our partners, or accept non-essential cookies. You can withdraw your consent at any time.
Legal obligation
For example, record-keeping for tax and accounting purposes, or compliance with applicable laws and regulatory requirements.
5. Marketing and Newsletter Communications
5.1 Our marketing
We may use your contact details to send you news and updates about:
AI Vision World Forum London 2026 and future editions;
related events, initiatives or programmes organised by AI Vision Institute & University and London Valley;
relevant blog posts, reports, or resources about artificial intelligence, policy and innovation.aivisionworldforum.com+1
5.2 Your choices
You can opt out of marketing emails at any time by clicking the unsubscribe link in the email or by contacting us at info@aivisionworldforum.com.
Even if you opt out of marketing, we may still send you important service messages relating to your registration, tickets or the Event.
5.3 Partner and sponsor communications
Where you explicitly consent (for example via a checkbox), we may share your details with selected sponsors or partners so they can contact you about their services. You may withdraw this consent at any time, and we will then stop any further sharing for this purpose.
6. Cookies and Similar Technologies
6.1 What are cookies?
Cookies are small text files stored on your device when you visit a website. They help the site remember your actions and preferences (such as login details, cart contents, and language settings).
6.2 Types of cookies we use
Strictly necessary cookies
Required for the Website and the online store to function properly (for example, WooCommerce cart and checkout cookies, security cookies, session cookies).
Performance and analytics cookies
Help us understand how visitors use the Website and improve its performance and content (for example, which pages are most visited, how long users stay on each section).
Functionality cookies
Remember your preferences and improve your experience (for example, remembering that you are logged in or your chosen ticket view).
Marketing cookies (where used)
May be set by us or third-party services to track your activity across websites for tailored advertising or to measure the effectiveness of campaigns.
6.3 Managing cookies
You can control or delete cookies through your browser settings.
Some features of the Website (including purchasing tickets) may not function properly if you disable certain cookies.
If we operate a separate Cookie Policy, it will provide more detailed information about specific cookies used on the Website.
7. How We Share Your Personal Data
We may share your personal data with:
Service providers
Website and hosting providers;
Ticketing and payment processors;
Email marketing and CRM platforms;
Analytics and IT support providers;
Event app, registration and badge printing services (where used).
Event partners, sponsors and exhibitors
Limited attendee information where necessary for Event operations (for example, for session or meeting scheduling), or where you have consented to receive communications from them.
The venue and security providers
Where necessary for access control, health and safety, or emergency procedures at The QEII Centre, Broad Sanctuary Westminster, London SW1P 3EE, UK.aivisionworldforum.com+1
Professional advisers and authorities
Lawyers, auditors, insurers, regulators, law enforcement or other public authorities, where necessary to comply with legal obligations or to protect our rights and the rights of others.
We do not sell your personal data.
8. International Data Transfers
Some of our service providers and partners may be located outside the UK and the European Economic Area (EEA). When we transfer your personal data internationally, we will:
ensure that the destination country has been recognised as providing an adequate level of data protection; or
put in place appropriate safeguards, such as standard contractual clauses approved by relevant authorities; or
rely on another lawful transfer mechanism where appropriate.
You can contact us for more information about the safeguards we use for international transfers.
9. Data Security
We take appropriate technical and organisational measures to protect your personal data against unauthorised access, accidental loss, destruction, or damage. These may include:
secure hosting and encryption where appropriate;
access controls and staff training;
regular monitoring and testing of our systems.
However, no method of transmission over the internet or electronic storage is 100% secure, and we cannot guarantee absolute security.
10. Data Retention
We keep your personal data only for as long as necessary for the purposes described in this Privacy Policy, including to:
provide the Event and related services;
comply with legal, accounting, or reporting requirements;
resolve disputes and enforce our agreements.
In general:
Ticketing, transactional and financial records are typically kept for up to 6 years after the end of the relevant tax year.
Event-related operational data (such as delegate lists and session registrations) is kept for a period necessary to manage the Event and any follow-up, usually up to 3 years after the Event.
Marketing and newsletter data is kept until you withdraw consent or unsubscribe, or we determine that it is no longer needed.
Cookies are stored for different periods depending on their purpose; see your browser settings and any Cookie Policy we provide for details.
11. Your Data Protection Rights
Subject to the conditions and exemptions in applicable law, you have the following rights in relation to your personal data:
Right of access – to obtain confirmation of whether we process your personal data and to request a copy of that data.
Right to rectification – to have inaccurate or incomplete data corrected.
Right to erasure – to request deletion of your personal data in certain circumstances (the “right to be forgotten”).
Right to restriction of processing – to request that we limit how we use your data in certain situations.
Right to data portability – to receive personal data you have provided to us in a structured, commonly used format and to transmit it to another controller, where technically feasible.
Right to object – to object to processing based on our legitimate interests, including profiling, and to object to direct marketing at any time.
Right not to be subject to automated decision-making – not to be subject to a decision based solely on automated processing, including profiling, which produces legal or similarly significant effects.
Right to withdraw consent – where processing is based on your consent, you can withdraw it at any time without affecting the lawfulness of processing before withdrawal.
To exercise any of these rights, please contact us at info@aivisionworldforum.com.
You also have the right to lodge a complaint with your local data protection authority. In the UK, this is the Information Commissioner’s Office (ICO). You can find their contact details on the ICO website.
12. Children
The Event and Website are not directed at children under 16, and we do not knowingly collect personal data from children in this age group. If you believe a child has provided us with personal data, please contact us so that we can take appropriate steps.
13. Third-Party Websites
The Website may contain links to third-party websites, services and social media platforms. These are not controlled by us, and this Privacy Policy does not apply to them. You should review the privacy policies of those third parties before providing any personal data.aivisionworldforum.com+1
14. Changes to This Privacy Policy
We may update this Privacy Policy from time to time, for example to reflect changes in law, our practices, or the Event. When we do, we will update the “Updated” date at the top of this page.
Where appropriate, we will also notify you by email or via the Website.
15. Contact Us
If you have any questions about this Privacy Policy or how we handle your personal data, please contact us:
Email: info@aivisionworldforum.com
Phone: +44 20 8191 3979
Postal address (Event venue): The QEII Centre, Broad Sanctuary Westminster, London SW1P 3EE, UK