Privacy Policy

Defence Leaders Limited (“we”, “us”, or “our”) is committed to safeguarding your privacy and ensuring that your personal data is protected. This Privacy Policy outlines how we collect, use, and safeguard personal information in accordance with the EU General Data Protection Regulation (GDPR) and the UK GDPR, specifically tailored to the unique nature of our defence events & conferences. We are dedicated to transparency and compliance with all applicable data protection laws.

1. Data Controller and Contact Information

The data controller responsible for your personal data is:

Defence Leaders Limited
Rubine House, Manor Road
Haverhill, Suffolk, United Kingdom, CB9 0EP
info@defenceleaders.com
01245 407 916

For any questions regarding this Privacy Policy or our data protection practices, please contact us at the above address.

2. Personal Data We Collect

We may collect and process the following types of personal data:

Identity Data: Name, rank, job title, and employer.
Contact Data: Email address and telephone numbers.
Event Data: Information related to the events you attend, such as registration details, participation records, dietary preferences, and feedback.
Security Data: Background checks, security clearances, and other information necessary for access to restricted or secure event locations.
Financial Data: Payment information, billing address.
Technical Data: IP address, browser type and version, time zone setting, operating system, and platform.
Marketing and Communications Data: Preferences for receiving communications and marketing materials from us.
Photographs and Videos: Images and video recordings taken during our events, particularly for security and promotional purposes.

3. How We Collect Your Data

We collect personal data through:

Direct Interactions: You provide your data when registering for an event, completing forms, or contacting us.
Automated Technologies: Technical data is collected automatically through your interactions with our website or online services.
Third Parties: Data from third-party sources, such as event partners, military organisations, or public databases, may be collected.

4. Purpose and Legal Basis for Processing

We process your personal data for the following purposes:

Event Management: To organise and facilitate your participation in our events, including security clearance and logistical arrangements.
Legal Basis: Contractual necessity and legitimate interest.
Security and Compliance: To conduct background checks, manage access control, and comply with legal and security obligations, particularly in sensitive or restricted areas.
Legal Basis: Legal obligation and legitimate interest.
Communication: To provide you with information about events, updates, and customer support.
Legal Basis: Legitimate interest or consent.
Financial Processing: To manage payments related to event participation or other services.
Legal Basis: Contractual necessity.
Improvement of Services: To analyse feedback and usage data to enhance our events and services.
Legal Basis: Legitimate interest.
Marketing: To send promotional materials about future events or services.
Legal Basis: Legitimate interest or consent.

5. Data Sharing

Your personal data may be shared with:

Service Providers: Third-party vendors that support our operations, such as payment processors, event management systems, and security providers.
Military and Government Authorities: As required for security clearance, compliance with regulations, or other legitimate military-related purposes.
Event Partners: Co-hosts, sponsors, or other organisations involved in the event.
Legal Authorities: Where required by law, or to protect our rights and interests.
Professional Advisers: Legal, financial, or other professional services.

6. International Data Transfers

If your data is transferred outside the European Economic Area (EEA) or the UK, we ensure it is protected by appropriate safeguards, such as Standard Contractual Clauses or adherence to an adequacy decision by the European Commission.

7. Data Retention

We retain your personal data only for as long as necessary to fulfil the purposes for which it was collected, including legal, security, and reporting requirements. After this period, data will be securely deleted or anonymized.

8. Your Rights

You have the following rights concerning your personal data:

Access: Request access to your personal data.
Rectification: Request correction of inaccurate or incomplete data.
Erasure: Request deletion of your personal data, subject to security and legal considerations.
Restriction: Request restriction of processing under certain conditions.
Portability: Request the transfer of your data to another controller.
Objection: Object to processing based on legitimate interests or direct marketing.
Withdraw Consent: Withdraw your consent at any time.

To exercise these rights, please contact us at info@defenceleaders.com.

9. Data Security

We implement robust technical and organisational measures to protect your personal data against unauthorised access, loss, or damage, including encryption, access controls, and regular security assessments, particularly given the sensitive nature of our events.

10. Cookies

Our website uses cookies to enhance your experience and gather information about your use of our site. For more details on our use of cookies, please refer to our [Cookie Policy].

11. Complaints

If you have concerns about how we process your personal data, please contact us. You also have the right to lodge a complaint with your national data protection authority:

In the EU: Contact your local Data Protection Authority (DPA).
In the UK: Contact the Information Commissioner’s Office (ICO).

12. Changes to This Privacy Policy

We may update this Privacy Policy periodically. Any changes will be posted on our website, and where appropriate, notified to you by email.

13. Contact Us

For any questions or further information regarding this Privacy Policy, please contact us at: