CODEX PRIVACY POLICY

Codex Consulting Ltd (aka Codex) is an International Technology Leaders Network whose registered address is Alpha House, 4 Greek Street, Cheshire, SK3 8AB, United Kingdom.

Codex shares the wisdom of today’s great innovators via Codex Talks and events. Our mission is to inspire technology leaders and entrepreneurs to apply their collective imaginations to deliver technologies that will continue to transform our lives.

Codex takes your privacy very seriously. This privacy policy explains how we use any personal information we collect about you and your organisation when you visit our website and opt in to receive our newsletters.

Please note that the Codex website and newsletters may contain external links that are not covered by this privacy policy.

We will only collect, keep, process and share personal data for legitimate business purposes as detailed below or if we are legally required to do so.

We will be as clear and transparent as possible with you on the personal data we collect and how it will be processed.

For as long as we maintain records of your personal data, we will keep it up-to-date and protect it with the appropriate safety measures. To learn more about how long we will retain your personal data, please see “further details” section below.

You can request a copy, transfer or deletion of the personal data we keep about you at any time by contacting:

Codex
12 Ellwood Road
Beaconsfield
Bucks HP9 1EN
United Kingdom

Email: data@codex.com

 

INFORMATION COLLECTED THROUGH THE WEBSITE

We collect information about you when you:

• Buy tickets or register for our events
• Register to receive our newsletters
• Complete surveys and forms
• Provide feedback or request details about what we do
• For further details please see “further details” section below.

We collect this information to process and manage:

• Registration and ticket purchase for events
• Sending news updates and information about our work and events

 

COOKIES

Cookies are text files placed on your computer to collect standard internet log information and visitor behaviour information. This information is used to track visitor use of the website and to compile statistical reports on website activity.

You can set your browser not to accept cookies and remove cookies from your browser.

GOOGLE ANALYTICS

We collect information about browsing behaviour on our website so we can update it and ensure it is relevant for our audience.

NEWSLETTERS

If you are opted in to receive our general newsletters you will receive information regarding our work and events.

We will collect information on open rates and click throughs to assess and improve our newsletters and any other information you provide.

You can easily unsubscribe from our newsletters by clicking on the link displayed at the bottom of each newsletter.

OTHER MEANS OF COLLECTING INFORMATION

We may collect information through channels other than our website. For more detail please click “further details” section below.

UPDATES TO THE PRIVACY POLICY

We keep our privacy policy under regular review. We will place updates on this web page and communicate them in our newsletters. This privacy policy was last updated on 18 May 2018.

 

HOW TO CONTACT US

Please contact us if you have any question about our privacy policy or information we hold about you.

By email:  data@codex.com

Or write to us at:

Codex
12 Ellwood Road
Beaconsfield
Bucks HP9 1EN
United Kingdom

 

CODEX PRIVACY POLICY – FURTHER DETAILS

INFORMATION COLLECTED THROUGH THE WEBSITE – FURTHER DETAIL

Data that may be gathered via our www.codex.com website www.paypal.com and www.eventbrite.com may include:

• Full name
• Company/organisation/trading name
• Email addresses
• Landline and mobile numbers
• Mailing and billing addresses
• Social media handles
• TitlesPayment methods (encrypted)
• Forms and survey responses
• Purchase history
• User login details

 

OTHER MEANS OF PROCESSING INFORMATION:

Emails:

We collect information from emails sent to our team members. We collect names, job titles and contact details of contacts that may qualify as leads or can contribute to our work.

Our work:

We count on delegates and attendees at events to actively contribute to our work, and may contact them for input, completion of forms and surveys.

Information provided by  delegates and attendees will be retained and may be processed to produce reports, letters, press-releases and other public policy material.

All personal data we process is:

• For the purpose of providing delegates and attendees with information about our work and events
• Sharing and promoting our news and news about the latest developments in the technology world
• Marketing purposes (Legitimate Interest – Business to Business Marketing)
• Surveying our online presence and adapting it to insure it suits our audience interests

Third party service providers

We use third party processors to collect, export, process and store personal data on our behalf. All our processors are compliant with the General Data Protection Regulations and you can view their websites for further detail:

• Google LLC
  
• Eventbrite
  
• Mailchimp
  
• PayPal

Data retention

We will retain some personal data categories in order to comply with legal requirements. Otherwise, we will remove information that is not required for our processes.

 

AGREEMENT

Making a booking on the Codex website involves creating a legally binding contract, the “Agreement”, between you, all of your Guests, and us. The parties to this Agreement are: (1) the person who makes the booking and enters into the Agreement and all Guests made under the same booking, referred to throughout the Agreement as “you” or “your”, and (2) our company, Codex Consulting Ltd whose registered address is Alpha House, 4 Greek Street, Cheshire, SK3 8AB, United Kingdom. Codex Consulting Ltd is referred to in this Agreement as the “Company”, “we”, and “us”. By making the booking on behalf of one or more Guests you confirm that you are authorised to agree to these terms and conditions on behalf of each Guest.

We provide our events and services to you subject to this Agreement, so as always with a binding contract, you should read through it carefully before making a booking. We may make changes to the terms and conditions of this Agreement, but the latest version will always appear on this page. If you continue to use our website or services after changes have been made, you will be considered to have accepted the changes to the Agreement between us.

DEFINITIONS

In this Agreement, the following capitalised words have these specific meanings.

‘Event’ means any event or facility offered on the website, including without limitation events, talks, seminars, summits, drinks receptions, courses, workshops.

‘Guest’ means a person (including friends, relatives, acquaintances, employees, employers or any other person with whom you have a business relationship) attending an Event under a booking made by you.

‘International Event’ means any Event which takes place at a location outside of the United Kingdom.

BOOKINGS

When you book with us through our website, the booking won’t be confirmed until we send you your electronic ticket. We do reserve the right to refuse bookings for any lawful reason, although we don’t expect to have to do this very often.
We will usually email you your e-ticket, to the email address provided when you set up your account, within 48 hours of booking. If you have not received your e-ticket within 48 hours of booking, please check your spam or junk email folder or filter and then contact us. It is your responsibility to ensure that your email is set up to allow you to receive your e-ticket, and we cannot accept any liability for any consequences of your not doing so.

You’ll need to bring all your e-ticket(s) with you to the Event and show them at the door to be admitted, so make sure you have access to a printer and that you check the details carefully as soon as you receive the email. It is your responsibility to do this and we won’t be able to help if you get the date, time or location wrong, or to admit you to the Event if you forget to bring your e-ticket along. Incidentally, it’s fine to bring along any Internet-enabled device such as iPhones or Blackberries in order to show us your ticket, but make sure it’s charged and functioning, as we won’t be able to admit you unless the ticket is displayed to our satisfaction.

Please look after your e-tickets and keep them in a safe place. Each e-ticket is unique. We reserve the right to refuse entry to the original purchaser and any duplicate ticket holders should unauthorised duplication be detected. E-tickets should be presented at the ticket desk on arrival at each event. At our discretion and in exceptional circumstances, only the original purchaser may be refunded their original ticket price paid. Please note that if you ordered more than one ticket, the PDF document will include one ticket per page; please ensure that you print all pages at the best text quality your printer
offers.

The price for each Event is displayed on the website and must be paid in full, and in the currency stated, by debit or credit card at the time of booking. On very rare occasions, the price might change due to unforeseen events, but you will always have the opportunity to cancel in the event that the price increases.

The Management cannot be held responsible for any tickets which are lost or stolen. We reserve the right to cancel ticket bookings which it reasonably suspects to have been made fraudulently.
Gift vouchers must be used within 12 months of the purchase date. So if someone has bought you one, or if you’re buying a voucher for someone else, please make a note of the purchase date and remember to use the voucher before it expires.

CANCELLATIONS OR CHANGES TO BOOKINGS

We do not operate a refund policy. If you cannot attend an Event we will allow you a credit note to the value of the ticket which can be used against a future Event. Credit notes will only be issued up to 24 hours in advance of an Event and cannot be issued on the day of the Event itself. Credit notes must be used within 6 months of the date of issue and can only be used once.

If we need to cancel an Event for any reason, we may do so at any time before the Event is scheduled to begin. We do not expect this to happen except in exceptional circumstances, and of course we’ll refund your ticket money in full, or offer you a choice of alternative date or Event, but we won’t be able to compensate you for any other expenses you’ve incurred in connection with the Event.

We will try to notify you of cancellations by email and telephone, but we can’t guarantee this, especially when an Event is cancelled at short notice. Keeping us updated of your details will give us a better chance of reaching you in time.

It is the responsibility of the ticket holder to ascertain whether an Event has been cancelled and the date, time and venue of any rearranged Event by checking our website. If an Event is cancelled or rescheduled we will use all reasonable endeavours to notify ticket holders of the cancellation.

ATTENDANCE AND CONDUCT

Please ensure you arrive on time for your Event. Every effort to admit latecomers will be made at a suitable break in the Event, but admission cannot always be guaranteed. For more venues admission to latecomers will only be granted to the upper levels and gallery of the venue. In addition, we may have to carry out security searches on occasion, and admittance will be conditional on your co-operation.

We may sometimes film, photograph or otherwise record our Events. Please note that your consent to being filmed or recorded as an attendee is a condition of this contract. By buying a ticket, you confirm the consent of you and all your Guests to being filmed or recorded. The recordings may be made available to the public via the website or by other means.

For everyone’s sake, we (and on our behalf, the staff of the venue) reserve the right to refuse you and/or any Guest admission or ask you and/or any Guest to leave if we think you and/or they are behaving in a disruptive way or in a way that violates the venue’s rules, or in a way that is likely to cause damage, nuisance, offence or injury. Just to be clear, this kind of behaviour includes using mobile phones after being asked to turn them off, or using recording or photographic equipment without authorisation. We will not issue any refund in this event.

We also request, and by entering into this Agreement you agree, to ensure that you and all Guest(s) attending an Event under a booking made by you comply with all health and safety, licensing, and other rules and regulations of the venue or applicable to the venue. It is your responsibility to familiarise yourself and all Guest(s) with any rules and regulations that apply. You also agree not to bring in any illegal or hazardous items.

You also agree to comply with any reasonable request by the staff at the venue or supervising the Event (for example, without limitation, requests relating to health and safety).

LIMITATIONS OF LIABILITY

Nothing in this Agreement excludes or limits our liability for personal injury or death caused by our negligence or in any other circumstance where such limitation of liability is not permitted by applicable law. The following two paragraphs apply subject to this paragraph, the provisions of which shall prevail in the event of any conflict.

Our total aggregate liability in contract, tort (including negligence or breach of statutory duty), misrepresentation, restitution or otherwise arising in connection with this Agreement, shall be limited to the total amount received by us from you in connection with the Event or Event(s) giving rise to such liability.

You attend and participate in Events at your own risk. We accept no responsibility for any of the following:

• in respect of any person prevented from entering a venue, or asked to leave due to their conduct;
• costs or expenses whatsoever or howsoever arising out of or in connection with any Event;
• loss or damage to personal property;
• personal injury, except as set out above. Liability is specifically excluded in respect of any dietary, health or other special requirement of which we were not informed at the time of booking;
• loss of data, profit, revenue, use, business, anticipated savings, goodwill, reputation or opportunity, financial or economic loss or any indirect or consequential loss or damage.

GENERAL

Intellectual Property: All materials provided to you by us or by our staff or speakers or associates, and any intellectual property belonging to or associated with our company and/or services, including any website, trademark or trade name, logo, software, text and graphics are the sole property of the Company or our speakers or associates, and you agree that you will not infringe any such rights in any way.

Force Majeure: We will not be liable for any breach of this Agreement which is a result of circumstances beyond our reasonable control, including but not limited to strike, lock-out, labour dispute, acts of God, acts of terrorism, war, riot, civil commotion, malicious damage, compliance with a law or governmental order, rule, regulation or direction, accident, breakdown of plant or machinery, insolvency or bankruptcy of either party or any third party, fire, flood, snow and storm, exceptional weather conditions, difficulty or increased cost in obtaining workers, goods or transport and other circumstances affecting the supply of goods or services.

Rights of Third Parties: A person who is not a party to this contract has no rights to rely upon or enforce any term of this contract. This does not affect any right or remedy of a third party which exists or is available outside of the Contracts (Rights of Third Parties) Act 1999.

Assignment: You may not transfer, assign or otherwise dispose of your interest in this Agreement without our prior written consent.

Severability: If any provision in this Agreement is deemed to be illegal, unenforceable or invalid for any reason, it shall be deemed to have been struck out and the remaining provisions shall survive and continue to be binding and enforceable.

No waiver: Any failure by us to enforce any provision of this Agreement at any time shall not be construed as a waiver of such provision and shall not affect our right to enforce such provision.

Variation: This Agreement may only be varied by express written agreement of the parties.

Jurisdiction: The construction, validity and performance of this Agreement shall be governed by the law of England and Wales, and both parties submit to the exclusive jurisdiction of the English Courts.