Privacy Policy

1. Who We Are

NovaLex is a student-run market trends conference based in the United Kingdom, run by Legal Pulse, an unincorporated association. References to "we", "us" or "our" in this policy refer to Legal Pulse and the NovaLex organising team, who are the controller of the personal data described in this policy. You can contact us at info@novalexconference.com.

2. What Data We Collect

We may collect the following personal data when you buy a ticket or contact us:

• Name and email address
• University and year of study, where you choose to provide it
• Ticket and order details, such as ticket type and date of purchase
• The content of any email you send us
• Any access or dietary requirements you choose to tell us about
• Photographs and video of you, if you attend the event (see section 6)

Access and dietary information can be sensitive. We only ask for it, and only use it, to make arrangements for you at the event.

Payments are handled by Stripe. Your card details are entered on Stripe's own checkout pages and are never received or stored by us.

We do not track your browsing, build a profile of you, or collect analytics about how you use this website. Some third-party services that deliver content for this site, such as fonts and images, receive your IP address when your browser loads their files (see section 9).

3. How We Use Your Data

We use your personal data to:

• Process your ticket purchase, including the payment receipt Stripe emails to you
• Send you practical information about the event, such as schedule or venue changes
• Respond to enquiries you send us
• Make arrangements for any access or dietary requirements you tell us about
• Send updates about future NovaLex events, where you have asked to receive them
• Use photographs and video taken at the event to promote NovaLex (see section 6)
• Comply with any legal obligations

You can opt out of marketing at any time using the unsubscribe link in any marketing email, or by contacting us.

We do not sell, rent or share your personal data with third parties for marketing purposes.

4. Legal Basis for Processing (UK GDPR)

We process your data on the following legal bases:

• Contractual necessity — for processing your ticket purchase and admitting you to the event
• Consent — for marketing communications about future events
• Explicit consent — for any access or dietary information you choose to give us, which we use only to make arrangements for you
• Legitimate interests — for responding to enquiries, for the day-to-day running of the conference, and for photographs and video taken at the event (you can object; see section 6)
• Legal obligation — for keeping the accounting and tax records the law requires

5. Cookies and Similar Technologies

This website does not set any cookies or store data in your browser itself. The only cookies that may be used are those set by our hosting provider that are strictly necessary for the site to work. These are exempt from the consent requirement under the Privacy and Electronic Communications Regulations, which is why you will not see a cookie consent banner on this site.

• Hosting and security — our hosting provider, Hostinger, may set cookies needed to serve pages reliably and to protect the site from malicious traffic

We do not use analytics, advertising, tracking or profiling cookies of any kind. You can block or delete cookies through your browser settings at any time, though parts of the site may not work correctly if you do.

6. Photography and Filming

We take photographs and record video at the event. We use them on our website, in our marketing and on our social media channels to show what NovaLex is like and to promote future editions. If you attend, you may appear in these images and recordings.

We rely on our legitimate interests in promoting the conference for this, and you can object at any time. Tell us at info@novalexconference.com before the event, or speak to a member of the team at registration, and we will do our best to accommodate you. After the event, you can ask us to remove images of you and we will do so where we reasonably can, although we cannot recall material that others have already downloaded or shared.

We keep event photographs and video for as long as we continue to use them to promote NovaLex.

7. Data Retention

We retain personal data only for as long as necessary. Attendee data is kept for up to 12 months following the conference, after which it is securely deleted unless you have opted in to ongoing communications. Records we are required to keep for accounting or tax purposes are retained for as long as the law requires.

8. Your Rights

Under UK GDPR you have the right to:

• Access the personal data we hold about you
• Request correction of inaccurate data
• Request deletion of your data ("right to be forgotten")
• Object to or restrict processing, including objecting to marketing at any time
• Receive a copy of the data you gave us in a portable format, where processing is based on consent or contract
• Withdraw consent at any time (where processing is based on consent)
• Lodge a complaint with the ICO at ico.org.uk

To exercise any of these rights, contact us at info@novalexconference.com. We will respond within one month.

9. Third-Party Services

We use the following third-party services, each of which has its own privacy policy:

• Stripe — payment processing for ticket sales, including collecting the booking details you give at checkout and emailing your payment receipt
• Hostinger — website hosting and delivery; its servers also keep routine technical logs, such as IP addresses, of requests made to the site
• Cloudinary — hosting of images and video used on the site
• Google Fonts — delivers the typefaces used on this site; when your browser loads them, your IP address is sent to Google
• Zoho Mail — hosts our info@novalexconference.com inbox and is used to send and receive the emails we exchange with you

When your browser loads fonts, images or video from these providers, they receive technical information such as your IP address.

10. International Transfers

Some of the providers listed above, including Stripe, Google and Cloudinary, may process personal data outside the United Kingdom, including in the United States. Where that happens, we rely on the safeguards UK data protection law requires, such as the UK–US data bridge or standard contractual clauses approved for use in the UK, so that your data receives an equivalent level of protection.

11. Changes to This Policy

We may update this policy from time to time. Any changes will be posted on this page with an updated date. Continued use of the site after changes constitutes acceptance of the revised policy.

12. Contact

For any questions about this policy or how we handle your data, please contact us at info@novalexconference.com.