Privacy policy

Transcribed from the owner's document "NEW - Data Privacy Policy", read 24/09/2026. Draft text, pending legal review.

This privacy policy sets out how Cosmonauts Limited uses and protects your personal data.

1. Important information and who we are

This privacy policy gives you information about how Cosmonauts Limited collects and uses your personal data through your use of this website at www.cosmonauts.tech and associated event websites, or services that link to this Privacy Policy (including as applicable, our website and social media pages) including any data you may provide when you submit an application to attend an event, make a sponsorship enquiry, submit a general enquiry, sign up for event or ticket notifications, subscribe to our newsletter, purchase tickets or services, participate in competitions, or contact us for enquiries.

Controller Cosmonauts Limited is the controller in respect of the processing of your personal information covered by this Privacy Policy (collectively referred to as "Cosmonauts", "we", "us" or "our" in this privacy policy). Our registered office is at 212 New King's Road, London, SW6 4NZ.

If you have any questions about this privacy policy, including any requests to exercise your legal rights, please contact us using the information set out in the contact details section.

2. The types of personal data we collect about you

Personal data means any information about an individual from which that person can be identified.

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

Contact data, such as your first and last name, salutation, email address, billing and mailing addresses, professional title, company name, and phone number.
Demographic data, such as your city, country of residence, and postal code.
Financial Data includes bank account and payment card details.
Transaction Data includes details about payments to and from you and other details of events, products and services you have purchased from 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, device ID and other technology on the devices you use to access this website.
Profile Data includes your username and password, event registrations or orders made by you, your interests, preferences, feedback and survey responses.
Usage Data includes information about how you interact with and use our website, events, products and services.
Marketing and Communications Data includes your preferences in receiving marketing from us and our third parties and your communication preferences.

We also collect, use and share aggregated data such as statistical or demographic data which is not personal data as it does not directly or indirectly reveal your identity. For example, we may aggregate individuals' Usage Data to calculate the percentage of users accessing a specific website feature or attending certain types of events to analyse general trends and improve our services.

3. How is your personal data collected?

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

Your interactions with us. You may give us your personal data by filling in online forms or by corresponding with us by post, phone, email or otherwise. This includes personal data you provide when you:

Register for our events or services
Create an account on our website
Subscribe to our newsletter or publications
Request marketing to be sent to you
Enter a competition, promotion or survey
Give us feedback or contact us

Automated technologies or interactions. As you interact with our website, we will 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. Please see our Cookie Notice for further details.

Links you click and referrals. When you arrive at our website via a marketing link or a recruiter referral link, the link may carry campaign or attribution parameters (such as which campaign or recruiter referred you). We read this information from the link itself before you interact with our cookie consent banner, as it is data contained in a link you have chosen to click rather than third-party tracking. We also use browser storage (not cookies) to remember, for your convenience only, that you have seen our website's introductory overlay and which events you have selected while browsing; this information stays in your browser and is not linked to an account.

Applying to attend an event, sponsoring an event, or making a general enquiry. Our website allows you to submit an application to attend an event, a sponsorship enquiry, or a general enquiry, and to request notification when tickets open for an event. When you do this, we collect the information you provide in the relevant form, including your name, email address, job title, company and, where relevant, additional context about your interest in the event (see section 4 for the purposes for which we use this data).

Third parties or publicly available sources. We may receive personal data about you from various third parties as set out below:

Technical Data from analytics providers such as Google based outside the UK
Contact, Financial and Transaction Data from providers of technical, payment and delivery services
Identity and Contact Data from publicly available sources such as Companies House based inside the UK
Public sources, such as public records, websites, social media platforms, and other publicly available sources.
Private sources, such as data providers and data licensors.

4. How we use your personal data

Legal basis The law requires us to have a legal basis for collecting and using your personal data. We rely on one or more of the following legal bases:

Performance of a contract with you: Where we need to perform the contract we are about to enter into or have entered into with you.
Legitimate interests: We may use your personal data where it is necessary to conduct our business and pursue our legitimate interests, for example to prevent fraud and enable us to give you the best and most secure customer experience.
Legal obligation: We may use your personal data where it is necessary for compliance with a legal obligation that we are subject to.
Consent: We rely on consent only where we have obtained your active agreement to use your personal data for a specified purpose, for example if you subscribe to an email newsletter.

Purposes for which we will use your personal data

Purpose/Use	Type of data	Legal basis
To register you as a new customer or event attendee	(a) Identity (b) Contact	Performance of a contract with you. We will retain this data for 7 years after your last interaction with us.
To process and deliver your event registration or order including: (a) Manage payments, fees and charges (b) Collect and recover money owed to us	(a) Identity (b) Contact (c) Financial (d) Transaction (e) Marketing and Communications	(a) Performance of a contract with you (b) Necessary for our legitimate interests (to recover debts due to us). We will retain this data for 7 years for tax and accounting purposes.
To manage our relationship with you including: (a) Notifying you about changes to our terms or privacy policy (b) Dealing with your requests, complaints and queries (c) Event communications and updates	(a) Identity (b) Contact (c) Profile (d) Marketing and Communications	(a) Performance of a contract with you (b) Necessary to comply with a legal obligation (c) Necessary for our legitimate interests (to keep our records updated and manage our relationship with you). We will retain this data for 7 years after your last interaction with us.
To enable you to partake in a prize draw, competition or complete a survey	(a) Identity (b) Contact (c) Profile (d) Usage (e) Marketing and Communications	(a) Performance of a contract with you (b) Necessary for our legitimate interests (to study how customers use our services, to develop them and grow our business). We will retain this data for 3 years after the competition or survey ends.
To administer and protect our business and this website (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data)	(a) Identity (b) Contact (c) Technical	(a) Necessary for our legitimate interests (for running our business, provision of administration and IT services, network security, to prevent fraud) (b) Necessary to comply with a legal obligation. We will retain this data for 3 years for security and operational purposes.
To deliver relevant website content and advertisements to you and measure effectiveness of our communications	(a) Identity (b) Contact (c) Profile (d) Usage (e) Marketing and Communications (f) Technical	Necessary for our legitimate interests (to study how customers use our services, to develop them, to grow our business and to inform our marketing strategy). We will retain this data for 3 years for marketing analysis purposes.
To use data analytics to improve our website, events, services, customer relationships and experiences	(a) Technical (b) Usage	Necessary for our legitimate interests (to define types of customers for our events and services, to keep our website updated and relevant, to develop our business). We will retain this data for 3 years for analytical purposes.
To send you relevant marketing communications about events and services that may interest you	(a) Identity (b) Contact (c) Technical (d) Usage (e) Profile (f) Marketing and Communications	Consent, having obtained your prior consent to receiving direct marketing communications. We will retain this data until you withdraw consent or for 3 years of inactivity.
To share attendee information with event sponsors for their marketing purposes	(a) Identity (b) Contact (c) Profile	Consent given by choosing to present yourbadge to be scanned by the relevantSponsor, as described in the Badge Scanning section below. Somebasic professional information (name, jobtitle and company) may also be shared withsponsors and event partners on alegitimate interests basis for eventnetworking and delivery purposes, asdescribed in the Sponsor and event partnerdata sharing section, regardless of badgescanning. We will retain this data until youwithdraw consent, or, for legitimateinterests processing, in accordance withthe retention approach described in thatsection

Dietary requirements and accessibility needs. Our application form includes an optional free-text field for you to tell us about any dietary requirements or accessibility needs for an event. Where the information you choose to provide in this field reveals details about your health or other special category data (for example, a medical condition or a religious dietary requirement), we only collect and use it with your explicit consent, given by submitting that field, and we use it solely to arrange catering and accessibility support for the specific event in question. We do not use this information for any other purpose, and we retain it only for as long as necessary to deliver that event.

Automated assessment of applications. When you apply to attend an event, your application may be assessed with the help of automated tools that compare it against the event's stated criteria, alongside review by a member of our team. Final decisions on applications remain subject to human review. If you would like to understand more about how your application was assessed or would like us to take another look, you can contact us using the details in the contact details section.

Direct marketing During the registration process on our website, you will be asked to indicate your preferences for receiving direct marketing communications from Cosmonauts via email. You may also receive marketing communications from us if you have attended our events or purchased services from us and you have not opted out of receiving marketing.

We may analyse your Identity, Contact, Technical, Usage and Profile Data to form a view on which events, services and offers may be of interest to you.

Third-party marketing We will get your express consent before we share your personal data with any third party for their own direct marketing purposes.

Badge Scanning at Events: When you attend our events, you may choose to have your badge scanned by exhibitors, sponsors and other commercial participants ("Sponsors"). Where you choose to present your badge to be scanned, you give a clear, affirmative indication of your consent to the collection of your contact details (including name, job title, company, email address and telephone number), the sharing of those details with the relevant Sponsor, and that Sponsor's use of them for post-event marketing and business development purposes. Consent is given separately in respect of each Sponsor that scans your badge and may be withdrawn at any time by contacting the relevant Sponsor directly. Each Sponsor acts as an independent controller of the information it collects by scanning your badge and is solely responsible for its own use of that information, including providing an appropriate privacy notice and handling your data protection requests. Please refer to our Terms and Conditions for full details of how badge scanning works and the consents you provide through this process.

Photography, filming and audio recording at events: We, or our agents, may carry out photography, filming and sound recording at or around our events and venues. By attending an event, you and your party may be included in such recordings, which we and our event partners may use for promotional, marketing and record-keeping purposes without payment to you. Our legal basis for this processing is our legitimate interests in promoting and documenting our events and business. If you do not wish to be featured, please contact us using the details in the contact details section and we will use reasonable efforts to accommodate your request.

Opting out of marketing You can ask us to stop sending you marketing communications at any time by following the opt-out links within any marketing communication sent to you or by contacting us at mission@cosmonauts.biz.

If you opt out of receiving marketing communications, you will still receive service-related communications that are essential for administrative purposes, such as event confirmations, updates to our Terms and Conditions, and important event information.

5. Disclosures of your personal data

We may share your personal data where necessary with the parties set out below:

Service providers: Including payment processors, IT service providers, marketing agencies, and event management platforms who assist us in delivering our services.
Event delivery partners: We may share your registration details with event venues, catering partners, and co-organisers to facilitate event delivery.
Professional advisers: Including lawyers, bankers, auditors and insurers who provide consultancy, banking, legal, insurance and accounting services.
Regulators and other authorities: Who require reporting of processing activities in certain circumstances.
Third parties to whom we may choose to sell, transfer or merge parts of our business or our assets.

We require all third parties to respect the security of your personal data and to treat it in accordance with the law.

Event networking and delivery

As part of delivering our professional events, we share basic attendee information (name, job title and company, and, where relevant, professional practice areas) with sponsors and event partners based on our legitimate interests in providing effective networking opportunities and event services. This sharing is separate from, and does not depend on, the badge-scanning consent process described above; where a Sponsor also scans your badge, that Sponsor's collection of further contact details and its use of them for its own post-event marketing is instead based on the consent described in the Badge Scanning section.

Information we share automatically:

Name, job title, and company
Professional practice areas (where provided)
Dietary requirements and accessibility needs (with catering partners only)

Who we share with:

Event co-organisers and delivery partners who help us run the event
Venue and catering partners for event logistics and service delivery
Event Sponsors

How this information is used:

Creating attendee directories accessible during the event
Facilitating professional connections between attendees and sponsors
Enabling sponsors to provide relevant information during networking sessions
Delivering event services such as catering, access control, and technical support

Legal basis:

Legitimate interests: we have assessed that sharing this basic professional information is necessary for delivering the networking and educational experience that attendees expect from professional legal industry events.

Events run in partnership with a co-organiser

Some of our events, or certain days within an event, are run jointly with another organisation (a "co-organising partner"). Where you register for or attend such an event, we and the relevant co-organising partner act as joint controllers of your registration and attendee data (name, contact and job details, and other information you provide when registering), each using it for our own lawful purposes, including that partner's own event-related and marketing communications with you. This sharing happens automatically as part of the event being run jointly, and does not depend on any badge-scanning consent described above.

We remain your primary point of contact for exercising your data protection rights in respect of a jointly-run event, even though the co-organising partner is independently responsible for its own use of your data and for responding to you regarding that use. Where our co-organising partner is located outside the UK, the transfer of your data to that partner is carried out under an appropriate data transfer safeguard, as described in the International Transfers section below.

Legal basis: Necessary for the performance of our contract with you to deliver the jointly-run event you have registered for, and our and our co-organising partner's legitimate interests in delivering that event effectively.

Member directory

Where a company holds an active membership with us, our website may publish a named contact person at that company together with their direct work email address and phone number, on that company's member page. We only publish this information once we have obtained the consent of the individual and the company concerned. Enquiries submitted through the member directory go directly to that company; we do not receive, store or otherwise process the content of those enquiries.

7. International transfers

Our website is hosted within the European Economic Area (EEA). As the UK's data protection framework recognises the EEA as providing an adequate level of data protection, transferring your personal data to our hosting provider in the EEA does not require additional safeguards. We may also transfer your personal data to other service providers, event co-organising partners, or Sponsors that carry out certain functions on our behalf or in connection with an event, which may involve transferring personal data outside the UK and the EEA.

Whenever we transfer your personal data out of the UK to countries which do not provide the same level of data protection as UK law, we ensure a similar degree of protection by:

Using specific standard contractual terms approved for use in the UK (International Data Transfer Agreement or International Data Transfer Addendum to the European Commission's standard contractual clauses).

8. Data security

We have implemented appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. Access to your personal data is limited to employees, agents, contractors and third parties who have a business need to know. Our systems and those of our key service providers are assessed against recognised independent security standards, such as SOC 2, as appropriate to the nature of the data we process.

We have procedures to deal with any suspected personal data breach and will notify you and the ICO of a breach where legally required to do so.

9. Data retention

We will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for, including satisfying legal, regulatory, tax, accounting or reporting requirements.

Details of retention periods for different aspects of your personal data are set out in the table in section 4 above.

To determine appropriate retention periods, we consider the amount, nature and sensitivity of personal data, potential risk of harm from unauthorised use or disclosure, the purposes for processing, and applicable legal requirements.

By law we must keep basic information about our customers (including Contact, Identity, Financial and Transaction Data) for seven years after they cease being customers for tax purposes.

10. Your legal rights

You have the following rights under data protection laws:

Request access to your personal data (subject access request)
Request correction of incomplete or inaccurate data we hold about you
Request erasure of your personal data in certain circumstances
Object to processing where we rely on legitimate interests as the legal basis
Request transfer of your personal data to you or a third party
Withdraw consent where we rely on consent to process your personal data
Request restriction of processing in specific scenarios

To exercise any of these rights, please contact us using the details in the contact details section.

No fee usually required You will not usually have to pay a fee to access your personal data or exercise other rights. However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive.

Time limit to respond We try to respond to all legitimate requests within one month. If your request is particularly complex, we may take longer and will notify you accordingly.

11. Contact details

If you have any questions about this privacy policy or want to exercise your privacy rights, please contact us:

Email: legal@cosmonauts.biz

Postal address: The Data Protection Compliance Officer Cosmonauts Limited 212 New King's Road London SW6 4NZ England

Telephone: +44 (0) 2075 903 033

12. Complaints

You have the right to make a complaint to the Information Commissioner's Office (ICO), the UK regulator 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.

13. Changes to the privacy policy and your duty to inform us of changes

We keep our privacy policy under regular review. This version was last updated in 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.

14. Third-party links

This website may include links to third-party websites, plug-ins and applications. Clicking on those links 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 policy of every website you visit.