Interim privacy notice — last updated 17 July 2026. This notice provides substantially expanded privacy information for UKIEE 2027. It must be reviewed against the final venue, suppliers, payment systems and technology stack before paid bookings or confirmed registrations are accepted.
Who is responsible for your information?
UK Petroleum Co. Ltd is the data controller for personal information collected directly through the UKIEE website and by the UKIEE organising team.
UK Petroleum Co. Ltd
71–75 Shelton Street
Covent Garden
London WC2H 9JQ
United Kingdom
Email: info@ukpetroleum.com
Telephone: +44 20 3355 2039 or +44 20 3355 5440
UK Petroleum Co. Ltd is registered with the Information Commissioner’s Office where registration is required. Privacy enquiries and rights requests should be sent to the email address above.
Personal information we may collect
- Identity information, including name, title and professional role.
- Contact information, including business email address, telephone number, postal address and country.
- Organisation information, including employer, sector, website, company size and professional interests.
- Event information, including attendance interests, delegate type, proposed meetings, participation preferences and availability.
- Exhibitor, sponsor, speaker, workshop, webinar, academic, innovation and media proposal information.
- Correspondence, call notes, documents, agreements, invoices, payment status and transaction records.
- Technical information, including IP address, browser information, security logs, form-validation data and similar website records.
- Images, recordings or biography information where supplied for publication or event delivery.
- Accessibility, dietary or other accommodation information voluntarily provided. Some of this may constitute special-category personal information.
Where information comes from
We usually obtain information directly from you through forms, email, telephone calls, meetings, registrations, agreements and event participation. We may also receive professional information from your organisation, an authorised representative, publicly available professional sources, event partners or service providers where this is lawful and relevant.
Why we use personal information and our lawful bases
Enquiries and expressions of interest
We use information to respond, assess suitability, organise follow-up and take steps requested before a possible agreement. The lawful bases are legitimate interests and, where relevant, steps taken at your request before entering a contract.
Confirmed participation and event delivery
We use information to administer delegate, exhibitor, sponsor, speaker, workshop, webinar, academic, media and supplier arrangements; issue operational information; manage access, schedules and payments; and fulfil agreed services. The lawful bases are contract, steps before contract and legitimate interests.
Safety, accessibility and special-category information
Where you voluntarily provide health, accessibility, dietary or similar sensitive information, we use it only to assess and provide appropriate arrangements. We will normally rely on your explicit consent, unless another legal condition applies.
Legal, financial and security administration
We may use information for accounting, taxation, fraud prevention, cyber security, complaints, legal claims, regulatory compliance and record keeping. The lawful bases are legal obligation and legitimate interests.
Event and service communications
We use contact details to send information necessary for an enquiry, expression of interest, registration, agreement or event service. This is based on contract, steps before contract or legitimate interests.
Marketing communications
We may send relevant event or service marketing where you have consented or where another lawful route is available. You can object to direct marketing or unsubscribe at any time.
Do you have to provide information?
Some information is required to answer an enquiry, assess an application, enter an agreement, process payment or provide event access. Where a field is optional, you may choose not to provide it. We will explain when failure to provide required information prevents us from proceeding.
Who may receive personal information?
We disclose information only where reasonably necessary and subject to appropriate controls. Recipients may include:
- Authorised UK Petroleum Co. Ltd personnel and contracted organisers.
- Website hosting, email, communications, CRM, form, file-storage, webinar and event-platform providers.
- Payment processors, banks, accountants, auditors, insurers and professional advisers.
- The confirmed venue, security, registration, production, accessibility, catering and event-service contractors.
- Exhibitors, sponsors or other participants only where you request contact, submit an enquiry or provide the necessary permission.
- Government, regulators, law-enforcement bodies, courts or other authorities where disclosure is required or lawful.
We do not sell personal information and do not provide exhibitors or sponsors with unrestricted access to the complete visitor or delegate database.
International transfers
Some service providers may process information outside the United Kingdom. Before making a restricted transfer, we will assess the destination and provider and use an applicable lawful transfer mechanism, such as UK adequacy regulations, the UK International Data Transfer Agreement, the UK Addendum to approved standard contractual clauses or another permitted safeguard. Information about relevant safeguards may be requested using the privacy contact details above.
How long we keep information
We keep personal information only for as long as reasonably necessary for the stated purpose, legal requirements and the establishment, exercise or defence of legal claims. Our current indicative retention periods are:
- General enquiries and expressions of interest: normally up to 24 months after the event or the last meaningful interaction, whichever is later.
- Unsuccessful speaker, workshop, webinar, academic or media proposals: normally up to 12 months after the relevant decision or event.
- Operational accessibility and dietary information: normally deleted or anonymised within 90 days after the event, unless needed for an incident, complaint or legal claim.
- Contracts, invoices, payment and accounting records: normally six years from the end of the financial year to which they relate, or longer where legally required.
- Security and technical logs: normally up to 12 months, unless needed to investigate an incident.
- Marketing contact information: until you unsubscribe, object or the information is no longer required; suppression records may be retained to ensure your opt-out is respected.
These periods may be shortened or extended where the purpose, legal obligation, dispute, investigation or final supplier arrangement requires it. Records are periodically reviewed and deleted or anonymised when no longer needed.
Your data-protection rights
Depending on the lawful basis and circumstances, you may have the right to:
- Be informed about how your information is used.
- Request access to your personal information.
- Request correction of inaccurate or incomplete information.
- Request erasure where the information is no longer required or is being used unlawfully.
- Request restriction of processing.
- Object to processing based on legitimate interests.
- Object at any time to direct marketing.
- Request data portability where applicable.
- Withdraw consent at any time where processing relies on consent.
- Challenge a decision based solely on automated processing that has legal or similarly significant effects.
These rights are not absolute and may be limited by law. We may need to verify your identity before acting on a request.
Automated decisions and profiling
We do not currently make decisions about UKIEE participation solely by automated means where the decision would have legal or similarly significant effects. If this changes, this notice will be updated before the processing begins.
Marketing and withdrawal of consent
You can unsubscribe from marketing through the link in an electronic message or by contacting us. Withdrawal of consent does not affect processing that was lawful before withdrawal. Service and operational communications may still be sent where necessary for an active enquiry, expression of interest or agreement.
Security
We use proportionate organisational and technical measures intended to protect personal information. Access is limited according to operational need. No internet or storage system can be guaranteed completely secure, and participants should avoid sending unnecessary sensitive information.
Complaints
Please contact us first so we can investigate. You also have the right to complain to the Information Commissioner’s Office. Further information is available at ico.org.uk/make-a-complaint.
Changes to this notice
We may update this notice when event arrangements, suppliers, systems or legal requirements change. The revised date will be shown at the beginning of the page. Material changes will be brought to affected individuals’ attention where required.