Privacy Policy

This privacy policy sets out how Cosmonauts Limited uses and protects your personal data.

Contents:

IMPORTANT INFORMATION AND WHO WE ARE
TYPES OF PERSONAL DATA WE COLLECT ABOUT YOU
HOW IS YOUR PERSONAL DATA COLLECTED?
HOW WE USE YOUR PERSONAL DATA
DISCLOSURES OF YOUR PERSONAL DATA
INTERNATIONAL TRANSFERS
DATA SECURITY
DATA RETENTION
YOUR LEGAL RIGHTS
CONTACT DETAILS
COMPLAINTS
CHANGES TO THE PRIVACY POLICY AND YOUR DUTY TO INFORM US OF CHANGES
THIRD PARTY LINKS

1. Important information and who we are

This privacy policy gives you information about how Cosmonauts Limited collects and uses your personal data through your use of this website at www.cosmonauts.biz and associated event websites, or services that link to this Privacy Policy (including as applicable, our website and social media pages) including any data you may provide when you register for our events, sign up to our newsletter, purchase tickets or services, participate in competitions, or contact us for enquiries.

Controller Cosmonauts Limited is the controller in respect of the processing of your personal information covered by this Privacy Policy (collectively referred to as "Cosmonauts", "we", "us" or "our" in this privacy policy). Our registered office is at 212 New King's Road, London, SW6 4NZ.

If you have any questions about this privacy policy, including any requests to exercise your legal rights, please contact us using the information set out in the contact details section.

2. The types of personal data we collect about you

Personal data means any information about an individual from which that person can be identified.

We may collect, use, store and transfer different kinds of personal data about you which we have grouped together as follows:

Contact data, such as your first and last name, salutation, email address, billing and mailing addresses, professional title, company name, and phone number.
Demographic data, such as your city, country of residence, and postal code.
Financial Data includes bank account and payment card details.
Transaction Data includes details about payments to and from you and other details of events, products and services you have purchased from us.
Technical Data includes internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform, device ID and other technology on the devices you use to access this website.
Profile Data includes your username and password, event registrations or orders made by you, your interests, preferences, feedback and survey responses.
Usage Data includes information about how you interact with and use our website, events, products and services.
Marketing and Communications Data includes your preferences in receiving marketing from us and our third parties and your communication preferences.

We also collect, use and share aggregated data such as statistical or demographic data which is not personal data as it does not directly or indirectly reveal your identity. For example, we may aggregate individuals' Usage Data to calculate the percentage of users accessing a specific website feature or attending certain types of events to analyse general trends and improve our services.

3. How is your personal data collected?

We use different methods to collect data from and about you including through:

Your interactions with us. You may give us your personal data by filling in online forms or by corresponding with us by post, phone, email or otherwise. This includes personal data you provide when you:

Register for our events or services
Create an account on our website
Subscribe to our newsletter or publications
Request marketing to be sent to you
Enter a competition, promotion or survey
Give us feedback or contact us

Automated technologies or interactions. As you interact with our website, we will automatically collect Technical Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies, server logs and other similar technologies.

Please see our cookie policy for further details.

Third parties or publicly available sources. We may receive personal data about you from various third parties as set out below:

Technical Data from analytics providers such as Google based outside the UK
Contact, Financial and Transaction Data from providers of technical, payment and delivery services
Identity and Contact Data from publicly available sources such as Companies House based inside the UK
Public sources, such as public records, websites, social media platforms, and other publicly available sources.
Private sources, such as data providers and data licensors.

4. How we use your personal data

Legal basis The law requires us to have a legal basis for collecting and using your personal data. We rely on one or more of the following legal bases:

Performance of a contract with you: Where we need to perform the contract we are about to enter into or have entered into with you.
Legitimate interests: We may use your personal data where it is necessary to conduct our business and pursue our legitimate interests, for example to prevent fraud and enable us to give you the best and most secure customer experience.
Legal obligation: We may use your personal data where it is necessary for compliance with a legal obligation that we are subject to.
Consent: We rely on consent only where we have obtained your active agreement to use your personal data for a specified purpose, for example if you subscribe to an email newsletter.

Purposes for which we will use your personal data

Direct marketing During the registration process on our website, you will be asked to indicate your preferences for receiving direct marketing communications from Cosmonauts via email. You may also receive marketing communications from us if you have attended our events or purchased services from us and you have not opted out of receiving marketing.

We may analyse your Identity, Contact, Technical, Usage and Profile Data to form a view on which events, services and offers may be of interest to you.

Third-party marketing We will get your express consent before we share your personal data with any third party for their own direct marketing purposes.

Badge Scanning at Events: When you attend our events, you may choose to have your badge scanned by exhibitors and sponsors. Please refer to our Terms and Conditions for full details of how badge scanning works and the consents you provide through this process.

Opting out of marketing You can ask us to stop sending you marketing communications at any time by following the opt-out links within any marketing communication sent to you or by contacting us at mission@cosmonauts.biz.

If you opt out of receiving marketing communications, you will still receive service-related communications that are essential for administrative purposes, such as event confirmations, updates to our Terms and Conditions, and important event information.

If you have any questions about this privacy policy, including any requests to exercise your legal rights, please contact us using the information set out in the contact details section.

5. Disclosures of your personal data

We may share your personal data where necessary with the parties set out below:

Event partners and venues: We may share your registration details with event venues, catering partners, and co-organisers to facilitate event delivery.
Service providers: Including payment processors, IT service providers, marketing agencies, and event management platforms who assist us in delivering our services.
Event sponsors and partners: Where sponsors are involved in event delivery (such as providing networking platforms, catering services, or access control), we may share necessary attendee information to facilitate these services. This sharing is based on our legitimate interests in delivering the event services you've registered for.
Sponsor marketing: We will only share your personal data with event sponsors for their own marketing purposes with your explicit consent.
Professional advisers: Including lawyers, bankers, auditors and insurers who provide consultancy, banking, legal, insurance and accounting services.
Regulators and other authorities: Who require reporting of processing activities in certain circumstances.
Third parties to whom we may choose to sell, transfer or merge parts of our business or our assets.

We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers 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.

6. International transfers

We may transfer your personal data to service providers that carry out certain functions on our behalf, including event management platforms and marketing services. This may involve transferring personal data outside the UK.

Whenever we transfer your personal data out of the UK to countries which do not provide the same level of data protection as UK law, we ensure a similar degree of protection by:

Using specific standard contractual terms approved for use in the UK (International Data Transfer Agreement or International Data Transfer Addendum to the European Commission's standard contractual clauses).

7. Data security

We have implemented appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. Access to your personal data is limited to employees, agents, contractors and third parties who have a business need to know.

We have procedures to deal with any suspected personal data breach and will notify you and the ICO of a breach where legally required to do so.

8. Data retention

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

Details of retention periods for different aspects of your personal data are set out in the table in section 4 above.

To determine appropriate retention periods, we consider the amount, nature and sensitivity of personal data, potential risk of harm from unauthorised use or disclosure, the purposes for processing, and applicable legal requirements.

By law we must keep basic information about our customers (including Contact, Identity, Financial and Transaction Data) for seven years after they cease being customers for tax purposes.

9. Your legal rights

You have the following rights under data protection laws:

Request access to your personal data (subject access request)
Request correction of incomplete or inaccurate data we hold about you
Request erasure of your personal data in certain circumstances
Object to processing where we rely on legitimate interests as the legal basis
Request transfer of your personal data to you or a third party
Withdraw consent where we rely on consent to process your personal data
Request restriction of processing in specific scenarios

To exercise any of these rights, please contact us using the details in section 10.

No fee usually required You will not usually have to pay a fee to access your personal data or exercise other rights. However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive.

Time limit to respond We try to respond to all legitimate requests within one month. If your request is particularly complex, we may take longer and will notify you accordingly.

10. Contact details

If you have any questions about this privacy policy or want to exercise your privacy rights, please contact us:

Email: mission@cosmonauts.biz Postal address: The Data Protection Compliance Officer Cosmonauts Limited 212 New King's Road London SW6 4NZ England Telephone: +44 (0) 2075 903 033

11. Complaints

You have the right to make a complaint to the Information Commissioner's Office (ICO), the UK regulator for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO, so please contact us in the first instance.

12. Changes to the privacy policy and your duty to inform us of changes

We keep our privacy policy under regular review. This version was last updated in July 2025.

It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.

13. Third-party links

This website may include links to third-party websites, plug-ins and applications. Clicking on those links may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy policy of every website you visit.