Data Processing Agreement

1. Roles

For attendee and contact data processed through frequentix, the organiser is the controller and frequentix is the processor. Each party will comply with its obligations under UK data protection law.

2. Subject matter and duration

The subject matter is our provision of the platform to the organiser. Processing continues for as long as the organiser uses the platform and until data is deleted or returned in line with this DPA.

3. Nature and purpose

We process personal data to enable the organiser to sell tickets, register attendees, communicate with them, check them in, and manage their events — including collecting, storing, hosting, transmitting and deleting that data as part of running the platform.

Where the organiser enables exhibitor lead capture, that also includes recording that an exhibitor scanned an attendee’s badge, making the attendee’s name and email address available to that exhibitor, and storing notes and question answers the exhibitor or the organiser records about the conversation.

4. Types of data and data subjects

Data subjects: the organiser’s attendees, ticket buyers, registrants and invitees.

Types of personal data: names, email addresses, mobile numbers where collected, order and ticket details, the answers to any registration questions the organiser chooses to ask, and — where lead capture is enabled — records of exhibitor badge scans together with the notes and question answers recorded about the attendees they met. Full details are in Annex 1.

5. Our obligations

We will:

• process personal data only on the organiser’s documented instructions, including as set out in the Terms and by use of the platform, unless required by law to do otherwise;
• ensure people authorised to process the data are under a duty of confidentiality;
• take the security measures described in section 6 and Annex 2;
• respect the conditions in section 7 for engaging sub-processors;
• assist the organiser, as described below, with data-subject requests and with its own compliance obligations.

6. Security

We implement appropriate technical and organisational measures to protect personal data, including encryption of data in transit, encryption at rest of the identity details held in tickets, secure (hashed) storage of passwords, access controls with multi-factor authentication required for staff to reach personal data, logging, and UK-based hosting. Further detail is in Annex 2.

7. Sub-processors

The organiser gives general authorisation for us to engage the sub-processors listed in Annex 3 to help provide the platform. We impose data-protection obligations on them consistent with this DPA and remain responsible for their performance.

We will give reasonable notice of any intended change to our sub-processors so the organiser has a chance to object on reasonable data-protection grounds.

Where an organiser configures an integration that sends data to a system of their own choosing, that recipient is engaged by the organiser, not by us.

Exhibitors are not sub-processors. An exhibitor who captures a lead at the organiser’s event decides for itself how to use what it collects, and so acts as an independent controller rather than under our instructions or the organiser’s. Annex 3 does not cover them, and cannot: the organiser should put its own exhibitor agreement in place governing that use.

8. International transfers

Our primary storage is in the UK. Where a sub-processor processes data outside the UK, we rely on a transfer mechanism recognised under UK law, such as UK adequacy regulations or the UK International Data Transfer Agreement (or the Addendum to the EU Standard Contractual Clauses).

9. Assistance

Taking into account the nature of the processing, we will provide reasonable assistance to help the organiser respond to data-subject requests and to meet its obligations around security, breach notification, data protection impact assessments and prior consultation with the ICO. The platform includes tools — such as one-action erasure of a contact — to help the organiser act on these requests.

10. Personal data breaches

We will notify the organiser without undue delay after becoming aware of a personal data breach affecting their data, and provide the information reasonably needed to help them meet their own notification obligations.

11. Audits

We will make available information reasonably necessary to demonstrate compliance with this DPA and allow for audits, on reasonable prior notice, during business hours, subject to confidentiality and without compromising the security or data of other customers.

12. Deletion or return

On the end of the service, we will delete or return the organiser’s personal data as they choose, unless we are required by law to keep it, and delete existing copies within a reasonable period.

13. Annexes

Annex 1 — Details of processing

• Subject matter: provision of the frequentix registration and ticketing platform.
• Duration: the term of the agreement, plus any deletion/return period.
• Nature and purpose: selling tickets, registering and communicating with attendees, and event check-in.
• Data subjects: attendees, buyers, registrants and invitees.
• Types of data: names, email addresses, mobile numbers (where collected), order/ticket data, registration answers set by the organiser, and — where lead capture is enabled — exhibitor badge-scan records with the notes and question answers recorded about the attendees they met.

Annex 2 — Security measures

• encryption of data in transit (TLS);
• encryption at rest of ticket identity data;
• passwords stored only as secure hashes;
• role-based access controls and audit logging;
• multi-factor authentication required for staff to access personal data (two-step verification or single sign-on);
• UK-based hosting and infrastructure.

Annex 3 — Sub-processors

• Amazon Web Services — hosting, file storage and email delivery (UK / London region).
• Stripe — payment processing.
• Apple — Apple Wallet passes (where an attendee opts in).
• Google — Google Wallet passes (where an attendee opts in).
• Laravel Cloud — application hosting.