How long we keep your data

We only keep your data for as long as we need it. When we delete your data, copies can stay in our backups until they are overwritten, which takes up to 90 days. We only use backups to restore our systems if something goes wrong. We do not search them or use them for anything else.

We may keep data longer if the law requires it, or if we need it for a legal claim.

24 hours

• a booking you did not complete

Only until we have used it

• passport details – deleted once the trip is booked and paid for
• audio recordings of our calls – until we have checked the notes
• speech turned into text for a Chatham House summary – deleted within 30 minutes of the session ending, and never kept more than 12 hours

As soon as the event has taken place

• your dietary and access needs, whether you are a delegate or a speaker

30 days

• security logs for our websites and members' areas, including your internet protocol (IP) address, country and browser

30 days after the event ends

• your Forum Connect profile, messages and connections
• who asked a question and how you voted
• messages someone reported
• which sponsors scanned your badge, and their notes

90 days

• crash reports and error logs from the Forum Connect iPhone app

6 months after the event

• speakers' travel and hotel details

1 year

• the device check when you book – after the event you booked for ends
• which Proceedings and members' area files you opened, and when, with a scrambled code for your device
• the code we use to recognise a member's device – after it was last used, or straight away when you remove the device or we delete your account
• your name on a Forum Connect meeting record
• reports of abuse
• enquiries – after we reply

2 years

• our record of public officials and policy-makers – after we last contacted you, or after we added you if we have never contacted you

3 years

• your delegate record and booking history – after your last booking or activity with us
• speakers' contact details – after their last event or contact with us
• transcripts and notes of our calls – after the call, or for sales calls, after our last call with you
• business contacts and prospects, including from RocketReach, Apollo and our LinkedIn forms – after we stop working with you
• records of clients, sponsors and suppliers – after we stop working with you
• membership records – after your organisation stops being a member

6 years

• invoices and payments – because tax law requires it
• receipts and invoices for speakers' travel we paid for – kept as finance records, because tax law requires it

As long as we keep the event's record

We keep a record of each event for as long as it is useful as a public record of the programme, and review it every 5 years.

• speaker profiles
• photos and video we have published
• captions and transcripts of public sessions
• AI translations of captions of public sessions
• highlights of sessions we have published
• questions and poll totals without names

Until you change your mind

• your newsletter subscription – until you unsubscribe
• your yes to share your email address and job title with a sponsor – the sponsor keeps its own copy under its own privacy notice

If you stop our emails

If you stop emails about an event, or all our marketing emails, we keep a note of that, so we do not email you again about that event, or at all.

Contact us

Our Privacy notice explains what we collect and why. If you have a question about how long we keep your data, email dpo@forum-europe.com.