Data Protection / Privacy Policy

INFRAXMEDIA GROUP OF COMPANIES – DATA PROTECTION / PRIVACY POLICY

We have prepared this Privacy Policy to explain how, why and when we collect, store, use, disclose and transfer (hereinafter “process”) data from you. Our Policy applies to all companies in the InfraXmedia group of companies, and you may have arrived at this page having been directed here from the website of one of our member companies.

1. Introduction

We are InfraXmedia (Holdings) Ltd (“InfraXmedia”) registered in England with company number 14354660 registered office and principal trading address 32-38 Saffron Hill, London EC1N 8FH, United Kingdom, and we process your personal data on behalf of all companies in the InfraXmedia Group of companies. We respect your privacy, and we are committed to protecting your personal information. We comply with such data protection legislation (which we describe in this Policy as “Data Protection Law”) that applies in the UK and other locations including and not exclusively Europe (with “EEA” countries and Switzerland) USA, Canada, and Latin America. We also comply with Our obligations of compliance are governed by, but not limited to UK GDPR, the Data Protection Act 2018, the Privacy and Electronic Communications Regulations 2003 as amended, and any successor or amending legislation. Our aim is to maintain consistently high levels of best practice in our processing of your personal information. We set out in this Policy:

  • the type of information we collect;
  • how the information is used;
  • when we may contact you;
  • whether we will disclose your details to anyone else;
  • rights of access to your data;
  • data storage; and
  • IP addresses and the use of cookies.

You should note that InfraXmedia´s websites contain hyperlinks to websites owned and operated by third parties. These third-party websites have their own privacy policies and we encourage you to review them. We do not accept any responsibility or liability for the privacy practices of such third-party websites and your use of such websites is at your own risk.

2. What type of personal information is collected?

We may collect personal information from you as follows:

  • Customers and Business Partners: Name, email address, phone number, job title, company name, country, business address (and in certain jurisdictions we may be required to obtain from you a copy of your current passport or residence card).
  • Marketing and Events Registrants: Contact details as above, preferences, and professional interests.
  • Website Visitors: IP address, browser type, device information, and cookies (see our separate Cookie Policy).
  • Employees and Contractors: Personal data relevant to employment and contractual obligations (we also have separate internal policies for our staff and contractors).

By entering your details in the fields of any form we provide to you, you enable InfraXmedia companies to provide you with the services you select.

3. How will the information be used?

InfraXmedia companies will process your personal information when required:

  • to fulfil our contractual obligations, or
  • for legitimate interest, to pursue our legitimate business activities such as marketing, event management, media services and analytics, or
  • by consent, when we have been required to obtain (and you have given) your permission to process.

“Legitimate Interest” means the interest of our companies in conducting and managing our business to enable us to give you the best services and the best and most secure experience. We have an interest in making sure our marketing is relevant for you, so we process your information to send you marketing that is tailored to your interests. We may process your information to protect you against fraud when transacting on our websites, and to ensure our websites and systems are secure. When we process your personal information for our legitimate interests, we make sure to consider and balance any potential impact on you (both positive and negative), and your rights under Data Protection Law. Our legitimate business interests do not automatically overwrite your interests. We will not use your personal data for activities where our interests are overridden by the impact on you, unless we have your consent or are otherwise required to do so by law.

The points below set out further detail on some of the ways we process your data:

  1. We may contact you for service-related reasons that you have subscribed to, signed up for, or participate in (e.g. to make you aware of any changes in your subscription, reminding you of a password or username, or about a comment you have made on a website);
  2. To invite you to share your opinions and comments through a research study;
  3. To send operational information, such as Badge and App information for event attendance;
  4. To track traffic flows and to make our websites easier for you to use, and for us to better understand how our websites are used;
  5. To fulfil subscription orders, provide information relating to the product or service you signed up to;
  6. To provide a user online community;
  7. To determine the effectiveness of promotional campaigns and advertising;
  8. Planning and managing our business activities by understanding aggregated analysis on behaviour and habits;
  9. To manage images such as photographs, podcasts, broadcasts, videos and films at our group companies’ events; the imagery and film content may be used for promotional purposes on InfraXmedia companies’ websites and for marketing material including transfer to parties or groups of parties named when the data are collected.

4. Will I be contacted for marketing purposes?

Data Protection Law allows us to make contact to staff members of limited companies, public limited companies, incorporated partnerships, trusts and foundations, local authority and government institutions via business email addresses (corporate subscribers) and other forms of electronic communication. Under UK GDPR, InfraXmedia can contact individuals via their corporate email address and we do not need to have their consent or have had any previous dealings with them providing the processing is on a legitimate interest basis, Legitimate Interest being one of the six lawful bases for processing under UK GDPR, providing there is no disproportionate impact on the rights, freedoms and interests of the data subject concerned. As we mentioned above, by relying on Legitimate Interest rather than consent to process data, InfraXmedia understands we must take on extra responsibility for considering and protecting people’s rights and interests and we guarantee that we will do this.

We offer every opportunity for you to opt-out of communications with InfraXmedia companies by using the unsubscribe link at the bottom of all marketing and product emails and by emailing [email protected]. 

The Telephone Preference Service (TPS) and the Mailing Preference Service (MPS) offer consumers important statutory and non-statutory protection against unsolicited marketing contact. If you are registered on either service, InfraXmedia will assume that your subsequent submission of personal data via a InfraXmedia website or data capture form indicates, for the time being, your consent to receive marketing by us.

We stress: You may opt-out at ANY time by contacting us at [email protected]

5. Will InfraXmedia companies share my information with anyone else?

InfraXmedia may share your data with other companies in the InfraXmedia Group of Companies, our holding company and our subsidiaries. We may disclose your personal data where InfraXmedia believes it is compelled to do so by law; for the prevention or detection of crime, the capture or prosecution of offenders; and the assessment or collection of tax or duty. We do not require any further consent from you to share your data in such circumstances and InfraXmedia will comply as required with any legally binding request that is made of it. In the event we propose to sell or buy any business assets or any part of our group of companies, we may disclose your personal data to the prospective seller or buyer of such business or assets if relevant, but on a strictly confidential basis. We only ever disclose or share data within the bounds of the law. As part of our terms and conditions, InfraXmedia informs attendees to our events, broadcasts, webinars, whitepaper and digital downloads that we will pass personal data to the stated sponsoring third parties to use for their marketing communications, and to speakers who are asked questions during our digital broadcasts. You can view the list of our sponsoring third parties at https://www.datacenterdynamics.com/en/dcd-partners.

All data are date and time stamped, and should an individual decide not to share data they can email our Data team using [email protected] with their request. InfraXmedia companies running Events and Webinars will only share data with the Sponsors shown in the list at the time of registration. We do not share or sell data outside of this condition.

Please note that some of our partners may be located in regions outside the locations mentioned above and may not be required to protect personal information as stringently as countries inside these areas. Given the global nature of our operations, we may transfer personal data when doing so, we ensure:

  • Adequacy Decisions: Transfers to countries recognized by the UK or EU as having adequate data protection laws.
  • Standard Contractual Clauses (SCCs): Where required, we use legally approved SCCs.
  • U.S. Data Privacy Framework (DPF): We self-certify our US-based business under the voluntary DPF, which replaced the US Privacy Shield program and provides for transfers to the USA subject to compliance with relevant legal standards.
  • Data Protection Agreements: occasionally we require parties to enter separate agreements with our companies, in which the parties contractually confirm their obligations to maintain adequate standards of protection.

We may compile and share statistics about the use of our websites including data on traffic, usage patterns, user numbers, sales and other information. All such data will be anonymised and will not include any personally identifying information. Please also note that we use third party services and some partners with technology services that help us better understand our users’ experience (such as how much time they spend on which pages, which links they choose to click, what users do and don’t like, etc.) These services capture how you use and interact with our websites through behavioural metrics, heatmaps, and session replay and help us to improve and market our services. This enables us to build and maintain our services with user feedback. Information collected by these services includes a device's IP address (processed during your session and stored in a de-identified form), device screen size, device type (unique device identifiers), browser information, geographic location (country only), and the preferred language used to display our websites. The information is stored on our behalf in pseudonymized user profiles, and we only deal with parties who are contractually forbidden to sell any of the data collected on our behalf. If you require further information about these services, please email our Data team using [email protected].

6. Rights of Access - What personal information does InfraXmedia hold on me?

Under UK GDPR you have the right to access your information and to be aware of and verify the lawfulness of processing and receive

  • Confirmation your data is being processed
  • Access to personal data

The purpose of the ‘rights of access’ is for the individual to be aware of and verify the lawfulness for processing. A subject access request will first need to be verified by ‘reasonable means’. An individual will be asked to specify the information the request relates to, and this will be free of charge. Where requests are manifestly unfounded or excessive InfraXmedia companies may

  • Charge a ‘reasonable’ amount taking into account the administrative costs for providing the information, or
  • Refuse to respond.

Information will be provided within one month unless the request is complex. In this case InfraXmedia will contact the individual within one month extending the period up to two months with an explanation as to why the extension is necessary. If any of the personal information that we hold about you is incorrect, you can contact us at [email protected] and we will update your details as soon as practically possible.

7. Changes to the InfraXmedia Privacy Policy?

This Policy may be updated at any time with or without notice to comply with new practices, regulations or the general law. Any changes will be immediately posted on our websites and you will be deemed to have accepted the terms of this Policy on your first use of any of our sites following the alterations. We recommend that you visit this page to keep up-to-date every time you submit personal information to any InfraXmedia company websites.

8. Where We Store Your Personal Data

The data that we collect from you may be transferred to and stored at a destination outside the UK and European Economic Area (EEA). It may also be processed by staff operating outside the EEA working for us or one of our suppliers. Such staff may be engaged in, among other things, the fulfilment of your order for services from our companies, and the provision of support services. By submitting your personal data, you agree to this transfer, storing and processing. However, we will take all steps reasonably necessary to ensure that your data is treated securely, in accordance with your rights and in accordance with this Policy. All information you provide to us is stored on secure servers provided by our IT system suppliers. Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our site, and any transmission is at your own risk.

9. How We Protect Your Data

We have put in place security procedures and technical and organisational measures to safeguard your personal information. Access to all internal servers is limited to the specialist IT systems suppliers and personnel.

10. How Long Do We Keep Your Data?

We do not keep personal data for any longer than is necessary in light of the purpose or purposes for which that personal data was originally collected, held, and processed. When personal data is no longer required, all reasonable steps will be taken to erase or otherwise dispose of it without delay, however, we are required to keep certain information for audit and tax purposes in which case we hold personal data for up to 6 years or longer if legislation requires it.

11. IP Addresses, Cookies and your privacy

We may collect information about your computer, including where available your IP address, operating system and browser type, for system administration and to report aggregate information to our advertisers. This is statistical data about our users’ browsing actions and patterns and does not identify any individual.

To enable us to provide you with a personalised browsing experience, our websites use ‘cookie’ information collection technology. “Cookies” are small pieces of information that are issued to your computer when you enter a website, and for more details please refer to our Cookies Policy.

12. Contacting InfraXmedia about this Policy

If you have any further questions or comments concerning your privacy, please contact us by email at [email protected] or by ordinary post addressed to:

The Data Controller,
The Data Team,
InfraXmedia (Holdings) Ltd,
32-38 Saffron Hill,
London EC1N 8FH.

Please ensure that your query is clear, particularly if it is a request for information about the data InfraXmedia holds about you.

You may also contact the Information Commissioners Office in the UK. There are many ways to do this including by phone, email, live chat and post. The postal address is:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

UK helpline number: 0303 123 1113

The ICO website (https://ico.org.uk/global/privacy-notice/controller-s-contact-details/ ) provides full details.

This Data Protection-Privacy Policy was last updated on 25th April 2025.