SBN Event Attendee Privacy Notice

This notice applies when you register for or attend an event organised by Scottish Business Network (SBN), in person or online. Where another organisation leads or co-organises an event, its own privacy notice may also apply. We will provide event-specific information where additional processing takes place.

1. Who is responsible

Scottish Business Network is operated by SCOTS BUSINESS NETWORK LTD (company number SC548512), registered office 9 Springfield Road, Linlithgow, Scotland EH49 7JH. For privacy enquiries, contact scott@sbn.scot. Our main Privacy Notice is available through www.sbn.scot.

2. Information we collect

Depending on the event, we may collect your name, organisation, role, email address, location, booking and attendance details, accessibility or dietary requirements you choose to share, questions and contributions, correspondence, photographs and audio or video recordings. Online events may also involve display names, chat messages and participation information. Please only provide sensitive information where necessary for an agreed purpose.

3. How we use your information

We use personal information to manage bookings and event access, send practical updates, deliver the event, support safety and accessibility, respond to enquiries, process payments where applicable, manage follow-up you request, and document or promote SBN activities. We may contact business attendees about relevant SBN activity where permitted by law. Registering for an event does not automatically subscribe you to marketing.

4. Our lawful bases

Depending on the activity, we rely on performance of a contract (including paid bookings), our legitimate interests (such as organising events, appropriate follow-up and documenting community activity), compliance with legal obligations, or consent where required. Where accessibility or dietary information reveals special-category personal data, we will rely on an appropriate additional condition under data protection law. Any event-specific consent request will be explained separately.

5. Photography and recordings

SBN events may be photographed or recorded for reporting, member communications and promotional purposes. We provide advance information where practical and use signs or announcements at events. We aim to respect reasonable requests not to be featured and offer practical alternatives where possible. We will seek separate permission where appropriate, particularly for prominent interviews, testimonials, individual promotional portraits or sensitive situations. If you have concerns, contact scott@sbn.scot before or during the event.

6. Who may receive information

We may share information where needed with registration providers (such as Luma and Eventbrite), online-event providers (such as Zoom, Microsoft Teams and HeySummit), venues and security staff, event delivery partners, payment providers and relevant IT suppliers. We limit sharing to what is reasonably needed. Where an event partner uses attendee information for its own purposes, we will identify that arrangement and relevant privacy information where appropriate. We do not sell attendee lists.

7. International processing

SBN operates internationally and some service providers may process personal information outside the UK. Where a restricted international transfer takes place, we use an applicable lawful transfer mechanism and safeguards required by UK data protection law. We will explain material event-specific international sharing where relevant.

8. How long we keep information

Event registration and attendance lists are normally retained for 12 months after the event. Raw photographs, video and audio footage are normally retained for 12 months after the event. Accessibility and dietary information is normally deleted within 30 days after the event. Routine webinar recordings are normally retained for 12 months unless a longer period is justified. Published photographs, edited videos and historical archives may be kept while a legitimate editorial, historical or promotional purpose continues, subject to annual review. We may retain information longer where necessary for legal obligations, complaints, disputes or another documented purpose. Independently justified CRM contact records and financial records follow their own retention periods.

9. Your choices and rights

Subject to applicable law, you may request access to, correction or deletion of your personal information, restrict or object to certain processing, or withdraw consent where consent is the lawful basis. You can opt out of marketing at any time. Contact scott@sbn.scot. You may also complain to the UK Information Commissioner’s Office at ico.org.uk.

10. Event-specific information

For events involving paid tickets, co-organisers, live streaming, recording, special security arrangements, international attendee sharing or other material differences, we may provide further information on the booking page or in event communications.

Registration-page summary

Scottish Business Network uses the details you provide to administer your registration, send essential event updates and manage appropriate follow-up. We may share necessary information with venues, event partners and registration or online-meeting providers. Photography or recording may take place. Our Event Attendee Privacy Notice explains how we use information and how to raise concerns. Event registration does not automatically subscribe you to marketing. Read the Event Attendee Privacy Notice on sbn.scot.

Last updated: 15 October 2026.