Privacy notice

Who we are

Pixel Takeaway Limited (company number 08705786), 1 Canada Sq 37th Floor, Canary Wharf, London, E14 5AA, UK, is responsible for personal data collected on the LearnersBench website and for its own accounts and support. For an event, the organiser generally decides why and how delegate details are used and we handle them on its behalf. In some circumstances we decide our own purposes, such as securing and administering the service. The event page or booking information identifies the organiser. You may contact the organiser directly or write to team@learnersbench.com and we will help direct your request.

What we collect

We receive details you give us in booking, account, speaker, exhibitor, survey and support forms: for example names, email addresses, organisation, job title, contact details, answers to organiser questions, uploaded files and accessibility or dietary requirements. We record booking references, ticket and payment status, attendance and check-in, consent choices and relevant account and service activity. If you choose to network, your selected profile details may be shown to other eligible delegates who have also opted in; private messages go to their recipients. We may receive booking details from a person booking for you, event organisers and connected services such as payment providers.

Accessibility and dietary information may reveal health or religious beliefs. Only provide what is needed for the arrangements you request. The organiser and people making those arrangements may access it. We do not make it public on the delegate list.

Purposes and lawful bases

Where we decide the purpose of processing, we use booking and account details to provide a requested service or fulfil a contract; service and security activity to pursue our legitimate interests in operating a reliable service and preventing misuse; and payment and financial records to meet legal obligations. Event administration, joining information, reminders, attendance and reporting are usually carried out on the organiser's instructions. The organiser determines its own lawful bases for its event.

Event arrangements involving health, disability or other special category information need an additional legal condition, which the organiser must identify before collecting it. Where appropriate, this may be your explicit consent or a condition under UK law. Ask the organiser which applies to your event. You may choose whether to join delegate networking. Marketing emails are sent only where you have asked to receive them; you can unsubscribe or withdraw that choice without affecting your booking. Non-essential measurement tools depend on your cookie choice.

A name and email address are usually needed to make a booking and send essential event information. Other questions depend on the organiser and event. If required details are not supplied, we may be unable to complete a booking or make requested arrangements. We do not make decisions about you solely by automated processing that have legal or similarly significant effects.

Services that handle your data

Supabase provides our account sign-in, database and file storage. Cloudflare hosts and delivers the website. Resend delivers booking, event and other emails and receives the address and contents needed to send them; an organiser may use its own Resend account. Access to event records is limited to authorised people.

For paid tickets, Stripe processes payments and receives the details needed for checkout, such as the buyer's email, event and amount. We do not store full card details. If your organiser has connected Workbooks CRM, it may receive your name, email, organisation and job title for event administration. If your organiser uses B2Match, staff can export confirmed delegates' details to B2Match for meeting arrangements; we do not send these details there automatically.

If you use the support chat, your questions are sent to Lovable's AI service and its AI provider to generate a reply. Please do not put passwords, card details or sensitive personal information in the chat. If you sign in with Microsoft, Microsoft also processes your sign-in information.

Depending on the event page, embedded videos may load from YouTube or Vimeo and maps from OpenStreetMap. Google provides the fonts used on the site. Opening a calendar link may take you to Google Calendar or Microsoft Outlook. These services may receive information about your visit, such as your IP address. The organiser may also enable Google Analytics 4, Google Tag Manager or Hotjar; these measurement tools load only after you agree to them in cookie settings. Tag Manager can load other tools chosen by the organiser.

Authorised event staff can access records needed to run their event. We may disclose information where required by law or to protect people's safety. Service providers and organiser-connected systems may process data outside the UK. Where applicable, we or the organiser must use a UK adequacy regulation or appropriate transfer safeguards, such as the UK International Data Transfer Agreement or UK Addendum, and assess the transfer as required. Ask us for details relevant to your event and any available copy of the applicable safeguards.

How long we keep it

Booking and attendance details are kept while needed to run the event and meet the organiser's reporting, accounting and audit obligations. An administrator can anonymise older event records once the event is at least six months old, using a selected period of six months to ten years. This is a manual action, not an automatic deletion date. Ask us or your organiser for the period relevant to your event. When this action is applied, delegate identifiers, dietary and accessibility details and registration answers are removed from those records; non-identifying totals and necessary financial records may remain.

Account details are kept while your account is active. If you close a delegate account, the sign-in account is removed, but booking details may remain with the organiser for the purposes above. You can ask separately for your booking data to be erased; we consider requests alongside legal and accounting obligations. Uploaded files and profile photos associated with an approved erasure request are removed, while survey answers may be retained without a link to you.

We use your marketing preferences until you withdraw consent or unsubscribe and may retain a limited record of that choice to honour it. Email delivery history, support requests and security or activity records are kept while needed for service, accountability, disputes or legal obligations; they do not currently have fixed automatic deletion dates. Payment providers and optional organiser services have their own retention periods. Contact us for the criteria applicable to your records or to request deletion where applicable.

Your rights

Depending on the circumstances, you can request access, correction, erasure, restriction or portability of your data, and object to processing based on legitimate interests. You can withdraw consent at any time without affecting earlier lawful processing. These rights are not absolute, and we may need to verify your identity. Write to team@learnersbench.com or contact the event organiser. We normally respond within one calendar month; where the law allows more time for a complex request, we will tell you within that first month. There is usually no charge.

If you are unhappy with our response, you can complain to the UK Information Commissioner's Office at ico.org.uk or call 0303 123 1113. You can also seek a remedy through the courts.

Children and young people

LearnersBench is an event service rather than a service designed specifically for children. Some organisers may run events for young people. If someone under 18 attends, the organiser must consider age-appropriate information and any additional permissions or safeguards needed for that event. Contact the organiser or us if you have a question about a young person's information.

Cookies

We use essential browser storage and cookies for sign-in, security and site preferences. They do not depend on your agreement to measurement tools. Browser settings may also let you clear stored choices.

On an event page, an organiser may switch on Google Analytics 4, Google Tag Manager or Hotjar. These can use cookies or similar technologies to measure visits and, with Hotjar, interactions. We ask before loading the configured tools; Accept enables all configured tools for that organiser, while No thanks enables none. Tag Manager may load other tools chosen by that organiser. Changing organisers or the configured tools prompts a new choice. We do not use advertising cookies ourselves.

You can withdraw or change your choice using "Cookie settings" in the footer. Withdrawal takes effect after the page reloads and does not undo data already collected. Essential and third-party content, such as video embeds or maps, may have their own storage practices.