Privacy Policy
UK & Ireland Optical Retail Conference 2026
Effective Date: 18 March 2026

Your personal data means any information relating to you, in particular your name and contact details such as your home address, your telephone number or your email address. Please take the time to read this Privacy Notice carefully. It is very important that you fully understand how we process your personal data and how we protect your privacy. If you have any questions regarding our use of your personal data, you can contact us using the details provided below.

Our Contact Details

Vision Express (UK) Limited
Ruddington Fields Business Park
Mere Way
Ruddington
Nottingham
NG11 6NZ
United Kingdom

Email: dataprotection@visionexpress.com

1. Overview

The UK & Ireland Optical Retail Conference is a private, internal two-day event taking place on 29-30 March 2026 at the Hilton Birmingham Metropole, hosted by Vision Express (UK) Limited, part of EssilorLuxottica.

This Privacy Policy applies to personal data collected and processed via the official event app and digital hub, which is accessible only to registered attendees.

We are committed to protecting your personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. Information We Collect

We collect personal information that you voluntarily provide through the Platform or as part of event registration. This may include:

• Full name
• Email address
• Company/store location
• Job title/role
• Contact number
• Dietary requirements or accessibility requirements (if provided)
• Emergency contact details (if required)
• Profile photo (if uploaded)
• Session selections and preferences
• Responses to surveys, polls, or feedback forms
• Engagement data within the Platform (e.g., session attendance check-ins)

We collect only the information necessary to manage and deliver the Conference effectively.

3. How We Use Your Information

Your information will be used solely for the purposes of organising and enhancing your experience at the UK & Ireland Optical Retail Conference.

Specifically, we may use your data to:

• Register and manage your attendance
• Facilitate event logistics and communications
• Personalise your agenda and event experience
• Enable networking features within the Platform (where enabled)
• Send important event notifications and updates
• Manage accommodation and catering arrangements
• Ensure health, safety and accessibility requirements are met
• Gather feedback and evaluate event success
• Comply with legal or regulatory obligations

We do not use your data for unrelated marketing purposes in connection with this internal event.

4. Lawful Basis for Processing

We process your personal data on the following lawful bases:

• Legitimate interests – to organise and administer the Conference
• Consent – where you voluntarily provide optional information (e.g., profile photo, networking participation)
• Legal obligation – where processing is required to comply with applicable laws

5. Data Sharing and Disclosure

We do not sell your personal data.

Your information may be shared with:

• Authorised internal event organisers and administrators
• Approved event technology providers supporting the Platform
• The venue (Hilton Birmingham Metropole) for catering, accommodation, and safety purposes
• Professional service providers supporting event delivery
• Public authorities where legally required.
• Vision Express UK Limited, part of EssilorLuxottica.

All third-party providers are required to process your data securely and in accordance with data protection law.

6. Data Storage and Security

Data is securely stored on the Eventify platform, which implements industry-standard safeguards. Access is restricted to authorised personnel only.

Access to attendee data is restricted to authorised personnel only. The Platform is accessible exclusively to registered attendees via secure login credentials.

7. Data Retention

We will retain your personal data only for as long as necessary to fulfil the purposes outlined in this Privacy Policy.

Unless otherwise required by law:

• We retain personal information only as long as necessary for event purposes or legal compliance. Post-event, all data will be securely deleted or anonymised within 30 days.
• Feedback data may be retained in anonymised format for reporting and internal analysis.

8. Your Rights

Under UK data protection law, you have the right to:

• Request access to your personal data
• Request correction of inaccurate or incomplete data
• Request erasure of your data (where applicable)
• Restrict or object to processing
• Withdraw consent at any time (where consent applies)
• Lodge a complaint with the UK Information Commissioner’s Office (ICO)

To exercise your rights, please contact:
DPO@visionexpress.com

9. Photography and Media

Photography and video recording may take place during the Conference for internal communications and reporting purposes.

If you prefer not to appear in photographs or recordings, please notify the event team in advance or speak to a member of staff at the event.

10. Third-Party Services

The Platform may include links or integrations with third-party services. We are not responsible for the privacy practices of those third parties and encourage you to review their privacy policies where applicable.

11. Updates to This Policy

We may update this Privacy Policy from time to time. Any changes will be published within the event app and digital hub. Continued use of the Platform after updates constitutes acceptance of the revised policy.

12. Contact Us

If you have any questions or concerns regarding this Privacy Policy or how your personal data is handled, please contact:

Event Team
Vision Express
Ruddington Fields Business Park
Mere Way
Ruddington
Nottingham
NG11 6NZ
United Kingdom

Email: dataprotection@visionexpress.com