1. Who We Are
CONEXEN Ltd (company number 16196502) is registered at 5 Brayford Square, London E1 0SG. We are the data controller for the personal data described in this policy.
We operate two main areas of activity:
CONEXEN Community Events: regular in-person events for professionals across life sciences, biopharma, health tech, and medical devices in Cambridge, Oxford, London, and Manchester.
Client and Project work: consultancy, private events and conferences, and strategic projects delivered to organisations.
If you have any questions about how we handle your data, please contact our Founder, Paula Bekinschtein, at hello@conexen.net.
2. What Personal Data We Collect
Community event registrants and subscribers
When you register for a CONEXEN community event, registration takes place via Luma (lu.ma), a third-party event platform. During this process we collect:
Name, email address, job title, company name, and LinkedIn profile URL.
Mobile phone number if you provide it and consent to receive SMS communications from us.
Your attendance history (for example, whether this is your first CONEXEN event).
Your reasons for attending (for example, expanding your network, finding a job, or exploring business opportunities).
Dietary requirements, where provided.
Your consent choices regarding sharing your details with other attendees and with sponsors and hosts (collected as explicit yes/no questions at registration).
Your agreement to our Terms and Conditions, recorded at the point of registration.
Email subscribers
Name and email address when you sign up for our mailing list outside of an event registration.
Any additional information you share voluntarily when contacting us or completing feedback forms.
Clients and project contacts
Name, job title, company name, email address, and phone number in the course of a client relationship or project engagement.
Any additional information shared in connection with a project or service.
Event photography and video
Photographs and video footage taken at our events, which may include images of identifiable individuals. See Section 3 for full details.
Website visitors
Anonymised usage data collected via cookies (see Section 8 for more detail).
Payment information
If you purchase a ticket or service, payment details are collected and processed securely by our payment provider. We do not store card details ourselves.
3. Why We Use Your Data and Our Lawful Basis
Under UK GDPR, we are required to identify a lawful basis for each use of your personal data. Here is how we use your data and why we are permitted to do so:
Sending you emails about events, news, and community updates
Lawful basis: Consent. You can unsubscribe at any time using the link in any email we send.
Sending you SMS messages about events, logistics, or urgent communications
Lawful basis: Consent. We will only send SMS messages if you have provided your mobile number and agreed to receive them. You can opt out at any time by replying STOP or contacting us at hello@conexen.net.
Processing event registrations and managing attendance
Lawful basis: Contract (to fulfil your registration) and legitimate interests (to organise and run our events effectively). This includes using your job title, company, attendance history, and stated reasons for attending to help us understand our community and curate events appropriately.
Displaying your details on your name badge
Lawful basis: Consent. During registration you are asked whether you are happy for your name, job title, and company to appear on your badge. We only print this information if you agree.
Managing client relationships and delivering project work
Lawful basis: Contract and legitimate interests. We process contact data to fulfil engagements, communicate about projects, and manage our working relationships.
Sharing your details with other attendees
Lawful basis: Consent. At registration you are asked whether you agree to your name, company, job title, and LinkedIn profile being shared with other attendees. We only share these details if you say yes. No other details are shared with attendees.
Sharing your details with event sponsors and hosts
Lawful basis: Consent. At registration you are asked whether you agree to your name, company, job title, and email address being shared with sponsors and hosts of the event. We only share these details if you say yes.
Event photography and video for marketing and communications
Lawful basis: Legitimate interests. We photograph and film our events for use in marketing materials, social media, our website gallery, and other communications about CONEXEN community events.
We notify all attendees of photography at the point of entry to every event, via a clearly displayed notice at the registration and badge collection point. This notice states that photographs and video will be taken by the CONEXEN team for marketing and communication purposes, and that local media may also be present. Attendees who do not wish to be photographed are invited to speak to an organiser before or during the event, and we will take reasonable steps to accommodate their request.
Photographers are briefed before each event on how images will be used. Where photographs are taken by a named photographer, we credit them when publishing. Images are shared with attendees via Memento, our photo-sharing platform, and may also appear in our online gallery at conexen.net/gallery.
If you appear in a photograph published by CONEXEN and would like it removed, please contact us at hello@conexen.net. We will respond promptly.
Improving our events and services
Lawful basis: Legitimate interests. We use feedback, attendance patterns, and registration data to understand what is working and to improve what we deliver to the community.
4. How Long We Keep Your Data
Email subscriber data: retained for up to two years from your last engagement with our emails. After this period, we will either ask for your renewed consent or delete your data.
Event registration data: retained for up to two years after the event date.
SMS contact data: retained for as long as you remain opted in. When you opt out, we remove your number from our active lists promptly.
Client and project data: retained for up to six years after the end of an engagement, in line with standard legal and contractual requirements.
Event photography: images may be retained and used in marketing materials indefinitely. If you wish to request removal of a specific image, please contact us at hello@conexen.net.
Website analytics data: retained in anonymised form; no personal data is stored beyond session level.
5. Who We Share Your Data With
We do not sell your data. We share it only in the following circumstances:
Luma (lu.ma): our event registration platform. When you register for a CONEXEN event, your data is processed by Luma as a data processor on our behalf. Luma’s own privacy policy applies to how they handle your data on their platform, and is available at lu.ma/privacy.
Mailchimp (our email marketing platform): your contact details are stored and managed here. Mailchimp acts as a data processor on our behalf and is bound by a data processing agreement.
Memento (our event photo-sharing platform): attendees can access photos from events via Memento using a selfie-based search. Memento acts as a data processor on our behalf.
Other attendees: your name, company, job title, and LinkedIn profile are shared with fellow attendees only if you consented to this at registration.
Event sponsors and hosts: your name, company, job title, and email address are shared with sponsors and hosts only if you consented to this at registration.
Payment processors: when you purchase a ticket or service, your payment details are handled by our payment provider. We do not receive or store card data.
Legal or regulatory authorities: we will disclose data if required to do so by law.
We do not transfer your personal data outside the UK or EEA without appropriate safeguards in place.
6. Your Rights
Under UK GDPR, you have the following rights:
Right of access: you can request a copy of the personal data we hold about you.
Right to rectification: you can ask us to correct inaccurate or incomplete data.
Right to erasure: you can ask us to delete your data in certain circumstances.
Right to restrict processing: you can ask us to limit how we use your data.
Right to object: you can object to processing based on legitimate interests.
Right to data portability: you can ask us to transfer your data to another organisation or directly to you.
Right to withdraw consent: where we rely on consent, you can withdraw it at any time. Withdrawal does not affect the lawfulness of any processing carried out before you withdrew consent.
To exercise any of these rights, please contact us at hello@conexen.net. We will respond within one month. There is no charge for making a request.
7. Automated Decision-Making
We do not use your personal data for automated decision-making or profiling that produces legal or similarly significant effects.
8. Cookies and Website Tracking
Our website uses cookies to understand how visitors use it and to improve your experience. Cookie data is collected in aggregate and anonymised form. No personal data is stored via cookies without your explicit consent.
You can control cookie settings in your browser. For more information, visit www.aboutcookies.org or www.allaboutcookies.org. Some website features may not function if cookies are disabled.
9. Links to Other Websites
Our website and communications may contain links to external websites, including Luma for event registration. We are not responsible for the privacy practices of those sites. Please review their privacy policies before providing any personal information.
10. Changes to This Policy
We may update this policy from time to time. The most current version will always be available on our website at www.conexen.net. We will notify you of material changes by email where we hold your contact details.
11. How to Make a Complaint
If you have a concern about how we handle your data, please contact us first at hello@conexen.net and we will do our best to resolve it.
You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO):
Website: www.ico.org.uk
Telephone: 0303 123 1113
Post: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Privacy Policy last update: June 2026
