Privacy Policy

StayLogic Limited (collectively referred to as “StayLogic”, “we”, “us” or “our” in this privacy notice) respects your privacy and is committed to protecting it.

As an event management company, we will sometimes need to collect personal data for the purposes of organising and managing events on behalf of our clients or for general purposes relating to our business. When you use or interact with us through the website or delegate portal, or contact us by email or telephone, we may collect personal data relating to you.

This privacy notice aims to give you information on how we collect and process your personal data through your use of this website, including any data you may provide when you contact us by email or telephone.

It is important that you read this privacy notice together with any other privacy notice or fair processing notice we may provide on specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your data. This privacy notice supplements the other notices and is not intended to override them.

Who controls the personal data we collect and process?

When we collect personal data, sometimes this will be on our own behalf and other times this will be on behalf of a client who is using our services to organise and manage an event. This is an important distinction for data protection purposes and is explained in more detail below.

UK data protection law makes a distinction between organisations that process personal data for their own purposes (known as data controllers) and organisations that process personal data on behalf of other organisations (known as data processors). Questions or complaint about how your personal data is handled should always be directed to the relevant data controller because the controller has primary responsibility for your personal data.

StayLogic may act as either a data controller (either on our own or jointly with a client) or a data processor in respect of your personal data, depending on the circumstances.

For example, if you are a client and use our services to organise and manage your events, we will be a data controller in respect of any personal data that you provide as part of those services. We will be the data controller in respect of Technical Data (see below) which may relate to clients, suppliers and delegates.

On the other hand, as we organise and manage events on our clients’s behalf, we are sometimes required to collect and process delegates’ personal data on our clients’ behalf in order to organise and manage their events. In such cases, we are the processor of your personal data and our client is the controller and they are primarily responsible for your personal data. For example, we may send invitations, confirmations and information as well as request feedback by email, process payments, collect and notify dietary requirements, etc., and to help our client target and understand the success of their event and event planning (for example, providing event reports, using analytics to gain insights into the effectiveness of various sales channels, etc). In these circumstances, we merely provide the ‘tools’ and support for our clients; we do not decide what personal data to request on any registration forms on our delegate portal, nor are we responsible for any ongoing accurace of any personal data provided. Any questions that you may have relating to your personal data and your rights under data protection law in such cases should therefore be directed to the relevant organiser as the data controller, not to StayLogic. We will always notify you of the contact details of the controller where we collect data on someone else’s behalf.

We have explained below what different types of data we may collect, why we collect it and how it is protected.

How you can contact us

In cases where StayLogic is a data controller, our directors are responsible for overseeing questions in relation to this privacy notice. If you have any questions about this privacy notice, including any requests to exercise your legal rights, please contact us using the details set out below.

Contact details

Full name of legal entity: StayLogic Limited

For the attention of: Sarah Stidwill

Email address: hello@staylogic.co.uk

Postal address: 17 Oakhill Road, Addlestone, Surrey, KT15 1DH

You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority 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.

Changes to the privacy notice and your duty to inform us of changes

This version was last updated on 14th September 2026.

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.

Third-party links

This website may include links to third-party websites, plug-ins and applications.

Clicking on those links or enabling those connections 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 notice of every website you visit.

Data collection and use

This website may ask you to submit personal information. It is the policy of StayLogic to collect and use this data in a responsible way in accordance with the UK Data Protection Act 2018, including the UK General Data Protection Regulation (UK-GDPR) as retained under the European Union (Withdrawl) Act 2018.

Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).

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

• Identity Data includes first name, maiden name, last name, username or similar identifier, marital status, title, date of birth and gender.
• Contact Data includes billing address, delivery address, email address and telephone numbers, including the Contact Data of your next of kin or emergency contact.
• Event Data includes additional information we need for the purposes of the events you may take part in such as medical information, dietary requirements and food allergies, travel itineraries and accommodation information.
• Financial Data includes bank account and payment card details.
• Transaction Data includes details about payments to and from you and other details of services you have purchased from or through 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 and other technology on the devices you use to access this website.
• Profile Data includes your username and password, preferences, feedback and survey responses.
• Usage Data includes information about how you use our website and services.
• Marketing and Communications Data includes your preferences in receiving marketing from us and our third parties and your communication preferences.

We may also collect, use and share Aggregated Data such as statistical or demographic data for any purpose. Aggregated Data may be derived from your personal data but is not considered personal data in law as this data does not directly or indirectly reveal your identity. For example, we may aggregate your Usage Data to calculate the percentage of users accessing a specific website feature.

However, if we combine or connect Aggregated Data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this privacy notice.

We do not collect any Special Categories of Personal Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and genetic and biometric data). Nor do we collect any information about criminal convictions and offences.

If you fail to provide personal data

Where we need to collect personal data by law, or under the terms of a contract we have with you (if you are a client or supplier), or where we need to collect data on behalf of a client for the purposes of an event (if you are a delegate), and you fail to provide that data when requested, we may not be able to properly perform the contract we have or are trying to enter into with you or ensure the smooth running of the event that you are attending.

In this case, we may have to cancel or suspend a contract you have with us or contact our client and ask them to collect the required data from you. We will notify you if this is the case at the time.

How is your personal data collected?

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

• Direct interactions. You may give us your Identity, Contact, Event and Financial Data by filling in forms or by corresponding with us by post, phone, email or otherwise. This includes personal data you provide when you:
  • create an account on our website;
  • provide information we require for the purposes of an event you may attend; or
  • give us some feedback
• Automated technologies or interactions. As you interact with our website, we may 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.
  • Third parties. We may receive personal data about you from third parties, including the clients on whose behalf we are collecting personal data:
  • Contact, Financial and Transaction Data from providers of technical, payment and
    delivery services.
  • Identity, Contact and Event Data from our clients on whose behalf we collect
    personal data.

How we use your personal data

We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:

• If you are a client or supplier, where we need to perform the contract we are about to enter into or have entered into with you.
• Where it is necessary for our legitimate interests and your interests and fundamental rights do not override those interests, for example:
• Where it is necessary for the purposes of organising and managing an event that you may take part in as a delegate; and
• Where it is necessary for our internal business purposes, including without limitation, to help us improve our services, to better understand delegate preferences, to enforce our terms of service, to manage your account and provide you with customer service, and to generally manage our services and our business; and
• If you are a customer or supplier, to contact you on occasion to keep in touch with you.
• Where we need to comply with a legal or regulatory obligation.

Generally, we do not rely on consent as a legal basis for processing your personal data.