Privacy Policy

1. Introduction

XSEM Ltd is committed to protecting your personal data and handling it with transparency and care. This privacy policy outlines how we collect, use, and safeguard information in line with the UK GDPR and the Data Protection Act 2018.

 

2. What Data We Collect

We may collect personal data directly from you or from third parties acting on your behalf (such as clients registering participants for events):
 

• Name, email address, work/home address, and telephone numbers

• Job title and company name

• Passport and flight information (e.g. date of birth, nationality, passport number, expiry date, country issued)

• Emergency contacts and health-related data (e.g. dietary or medical needs)

• Technical data like IP address, browser, device, and cookies

• Information submitted through enquiries or event registrations

 

3. How and Why We Use Your Data

We process your data to:

• Respond to enquiries and deliver services (e.g. event registration and travel arrangements)

• Maintain accurate internal records and plan projects or events

• Communicate with clients and attendees for operational and follow-up purposes

• Ensure health and safety compliance at events

• Monitor and improve our website via analytics

• Fulfil legal obligations and legitimate business interests

Legal bases include consent, contractual necessity, legal obligation, and legitimate interests.

 

4. Who We Share It With

We may share your data with:

• Event and travel platforms (e.g. airlines, venues)

• Health and safety officials (for dietary or medical information)

• Technology and analytics providers (e.g. Google Analytics)

• CRM and marketing platforms

All third parties are bound by confidentiality agreements and data protection obligations.

 

5. Cookies and Tracking

Our website uses cookies for:

• Site usage analytics (e.g. Google Analytics

• Campaign tracking (e.g. LinkedIn, Meta Pixel)

• Personalised content and experience

Cookie preferences can be managed via our cookie banner.

 

6. Your Rights

You have the right to:

• Request access to personal data

• Request correction or deletion

• Restrict or object to processing

• Withdraw consent at any time

• File a complaint with the Information Commissioner’s Office

To exercise your rights, contact: info@xsem.co.uk

 

7. Data Retention

Data is retained only as long as necessary:

• Event data: up to 24 months post-event

• Marketing data: reviewed after 24 months of inactivity

• Sensitive data (e.g. health, passport): securely deleted once no longer required for event delivery

 

8. Data Security

We implement security measures such as:

• Encrypted emails and backups

• Access controls and staff training

• Secure storage (locked physical and encrypted digital storage)

• Regular password updates and restricted access

• Policies for secure disposal of data

 

9. Data Breach Response

In case of a personal data breach:

• We notify the Information Commissioner’s Office within 72 hours if risk is involved

• Affected individuals are informed where there is high risk

• Breach logs and actions are recorded by our Data Protection Officer

 

10. Contact Details

XSEM Ltd
3 Bowling Green Terrace, Holbeck, Leeds, LS11 9SP, UK
Data Protection Officer: Victoria Richards
Email: info@xsem.co.uk