Policies
Privacy policy
Last updated 27 September 2026
What we collect through the enquiry form and during agreed work, why we use it, how long we keep it and how to ask us about it.
On this page
Who we are
This policy explains how annualconference
In this policy, “we”, “us” and “our” mean that business. We are responsible for the personal information described here.
Information we collect
When you send an enquiry
The enquiry form asks for your full name, your email address, the kind of help you would like and a message. You can also give the name of the meeting and the number of people to register, but these are optional. A required checkbox records that you agree to us using the details to reply.
When the form is sent, the email we receive also shows the date and time and the internet (IP) address the form was sent from. We use this only to deal with misuse of the form. The form also contains a hidden field that should stay empty and a timing value; both are used to filter automated spam and are not kept.
When you email us
We receive your email address, anything you write and any attachments you choose to send.
When we carry out agreed work
Once you confirm a written scope, you send us the details and documents that the scope lists, so that we can prepare your paperwork. We ask only for what the work needs. If you coordinate a group, this may include details of other people; please make sure they know you are sharing their information with us for this purpose.
When you visit the website
Like almost every website, the server that hosts this site keeps standard access logs. These normally record the IP address, the date and time, the page requested, the browser type and the referring page. They are used for security and troubleshooting. The website does not use analytics, advertising or tracking tools.
How we use it
- To reply to your enquiry and answer your questions.
- To prepare a written scope and, once you confirm it, to carry out the agreed work.
- To send the reminders and updates that your scope includes.
- To keep a record of what was agreed with you.
- To keep the website and the enquiry form secure and working.
- To meet our legal obligations.
We do not send marketing emails, and we never sell or rent your information.
Why we are allowed to use it
We use your information because you have asked us to reply to an enquiry and have agreed to it by ticking the consent box; because it is needed to take steps you request before agreeing a scope and then to deliver the agreed work; because we have a legitimate interest in keeping records and protecting the website; or because the law requires it. We handle personal information in line with the data protection law that applies in India.
How long we keep it
We keep enquiry emails and related correspondence for up to 24 months after our last contact with you, and then delete them. Records that we have to keep for accounting or other legal reasons are kept for as long as the law requires.
Documents you send for agreed work are kept only for as long as the work needs them, unless you have asked us to keep your standing details on file for future registrations. In that case we keep them until you ask us to remove them.
Server access logs are kept by the hosting provider for a limited period under its own settings.
Keeping it safe
We take reasonable steps to protect your information, including limiting who can see it and deleting what is no longer needed. No method of sending information over the internet is completely secure, so please do not include identity documents, payment card details or other sensitive information in the enquiry form or in a first email.
Your choices and rights
You can ask us for a copy of the personal information we hold about you, ask us to correct it or delete it, or withdraw your consent to us using it. Email info@annualconference
Children
The service is intended for adults registering for professional meetings. It is not designed for anyone under 18, and we do not knowingly collect information from children.
Changes to this policy
If we change how we handle personal information, we will update this page and the date at the top. The version shown here is the one that applies.
Questions about this page
Email info@annualconference