Privacy policy
Hospitality Social Media Summit (HoSS)
1. Who we are
This privacy policy applies to the Hospitality Social Media Summit ("HoSS", "we",
"us", or "our"), operated via hospitalitysocialsummit.com and hoss.events. We are committed to protecting and respecting your privacy in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
2. Information we collect
We may collect and process the following personal data:
Information you provide directly
- Name, email address, phone number, and job title when you register for the Summit, purchase tickets, or sign up for our mailing list
- Company name and business details relevant to your attendance
- Dietary requirements and/or accessibility needs (optional) for in-person events
- Payment and billing information (processed securely via our third-party payment provider — we do not store full card details)
- Any information submitted through forms, surveys, or correspondence with us
Information collected automatically
- Technical data such as IP address, browser type, device information, operating system
- Usage data including pages visited, time spent on the site, and referral sources
- Cookie and tracking data (see Section 8)
Information collected during the event and post-event programme
- Photographs and video footage taken at HoSS events
- Contributions you choose to make in workshops, group discussions, or online community platforms
- Data generated through your use of our digital tools and resources during the post-summit programme (e.g., usage/activity data, content you choose to submit, and support queries)
3. How we use your information
We use your personal data for:
Event delivery: processing registrations, managing ticket purchases, coordinating logistics (including VIP dinners and add-ons), and communicating essential event information
Post-summit programme: delivering the digital support programme, including tools, resources, and community access
Accreditation (if applicable): facilitating accreditation through our accrediting partners (where required, we share relevant data with those bodies)
Communication: sending service updates and programme materials and, where you consent, sending marketing communications about HoSS and related initiatives (you can opt out at any time)
Improvement: analysing feedback and usage data to improve our events, website, and services
Legal obligations: accounting, invoicing, tax/VAT and compliance requirements
4. Legal basis for processing
We process your personal data under
the following lawful bases:
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Contract: where necessary to fulfil our agreement with you (e.g., delivering your ticket and programme access)
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Legitimate interests: to operate, improve, and secure our services, and to promote similar events where permitted by law (you can object at any time)
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Consent: where you have given consent (e.g., certain marketing communications, cookies where required, and where you choose to provide dietary/accessibility details)
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Legal obligation: where required for compliance with law
Special category data: If you provide dietary requirements or accessibility needs, we process this information only to accommodate your request and handle it with appropriate safeguards.
5. Who we share your data with
We may share personal data with:
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Event operations providers (e.g., venue, catering, check-in/badge printing) where necessary to deliver the event
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Accreditation bodies (if applicable) to process and issue accreditation
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Technology providers (e.g., website hosting, email platform/CRM, payment processors, forms tools, and programme/community tools) under appropriate data processing terms
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Professional advisers (legal, accounting, insurance) where necessary
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Authorities/regulators where required by law
Sponsors/partners: We do not share your personal contact details with sponsors/ partners unless you choose to provide them (for example, by opting in via a form, consenting to lead capture, or requesting contact). If you opt in, the sponsor/partner will handle your data under their own privacy policy.
We do not sell your personal data.
6. International transfers
Some service providers may process data outside the UK. Where personal data is transferred internationally, we use appropriate safeguards such as UK adequacy regulations and/or the UK International Data Transfer Agreement (IDTA) (or other approved mechanisms).
7. How long we keep your data
We retain personal data only as long as necessary:
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Event and programme data: for the duration of your engagement plus up to 24 months after the programme ends, unless you request earlier deletion and we have no legal reason to retain it
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Financial records: typically six years to meet UK tax/accounting requirements
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Marketing data: until you unsubscribe or withdraw consent (where consent is the basis)
8. Cookies
We use cookies and similar technologies to operate the website, improve your browsing experience, and analyse site traffic. You can manage cookies through your browser settings and (where applicable) our cookie consent banner.
For full details, please see our Cookie Policy.
9. Your rights
Under UK GDPR, you have the right to access, rectify, erase, restrict, object, and in some cases, portability, and to withdraw consent where processing is based on consent.
To exercise your rights, contact team@hoss.events.
We aim to respond within one month (and may extend this where permitted by law).
10. Data security
We implement appropriate technical and organisational measures to protect personal data, including encrypted connections (SSL/TLS), secure payment processing, and access controls.
11. Third-party links
Our website may include links to third-party websites. We are not responsible for their privacy practices.
12. Children
Our services are intended for business professionals and not directed at individuals under 18. We do not knowingly collect personal data from children.
13. Photography and filming
Photography and video may be captured at HoSS events for promotional and archival purposes. If you do not wish to be photographed or filmed, please notify our event team on arrival; we will make reasonable efforts to accommodate your request, noting that incidental capture in crowd scenes may occur.
14. Changes to this policy
We may update this policy from time to time. Changes will be posted on this page with an updated revision date.
15. Contact us / Complaints
We may update this policy from time to time. Changes will be posted on this page with an updated revision date.
If you are not satisfied with our response, you have the right to lodge a complaint with the UK Information Commissioner’s Office (ICO).