Legal
Privacy notice
Last updated 15 October 2026
This explains what personal data the Content Portal holds, why, who sees it, how long it is kept and what you can do about it.
The portal is used to collect presentations and other content for live events, check it and get it to the right stage or room. It is used by speakers, the people helping them, event organisers and production crew.
Who we are
The portal is run by AEGFX LTD, registered in England and Wales with company number 11785167. Our registered office is 24 Hurst Hill Cottages, Bramley, Surrey GU5 0JG. We are registered with the Information Commissioner’s Office under reference ZA689638.
For anything to do with your data, email [email protected] or write to us at the address above. We are a small company and are not required to appoint a Data Protection Officer, so these requests come straight to a director.
Who is responsible for your data
Under UK data protection law the organisation that decides why and how personal data is used is the controller. An organisation that handles it on someone else’s instructions is a processor. Which one we are depends on the data.
- Event data. When an agency, production company or event organiser uses the portal for their event, they are the controller of the speaker, session and team details for that event and of the files uploaded to it. We are their processor and only use that data to run the portal for them. If you are a speaker, the event organiser’s own privacy notice also applies to you.
- Our own data. We are the controller of account details for the people who sign in, records of who did what in the portal, security logs and our dealings with our clients. When AEGFX LTD runs an event in the portal for itself, we are the controller of that event’s data too.
If you are not sure who to ask, ask us. If a request is for the organiser to decide we will pass it on and tell you we have.
What we collect
Speakers and the people helping them
- Name, the name to show on screen and how to say it
- Job title and organisation
- Email address and mobile number, where given
- A photograph, if you upload one or take one in the portal
- A short biography
- The details of anyone sending files for you
- Your sessions, your role in them and the microphone and equipment you need
- Sponsorship details and whether a release form has been signed, where the organiser records them
- The files you upload, the reports from checking them, notes you leave for the technical team and the history of every version, including who sent it and how
Event organisers and production crew
- Name, job title, organisation, email address and phone or WhatsApp number
- A photograph, so colleagues can put a face to a name on the day
- Your access level and which stages, rooms or sessions you cover
- Your sign-in details. Passwords are stored by our sign-in provider as a one-way hash, so nobody can read them
Everyone
- Technical information sent by your browser when you use the portal, such as your IP address, browser type and the time of each request. Our hosting and database providers keep this in short-lived logs for security and fault finding
- Messages you send us
We do not ask for special category data such as health, religion or ethnicity. Please don’t put it in biographies, notes or file names. If an access need affects your session, tell the organiser and they will record what the crew need to know.
Where it comes from
- From you, when you fill in your details, upload files or leave notes
- From the event organiser, who usually adds speakers from their confirmed speaker list and sets up the sessions
- From colleagues, such as someone sending files on your behalf or a technician uploading a deck you handed over on a memory stick
- From your browser, for the technical information above
Why we use it
We use personal data only to run the portal and the events it supports.
| Purpose | Lawful basis |
|---|---|
| Collecting, checking and delivering presentations and media for an event, and producing running orders, mic lists and crew lists | For event data, the organiser’s lawful basis, normally the performance of their agreement with you or their legitimate interest in running the event. We act on their instructions |
| Sending you sign-in links, alerts about your files and copies of check reports | As above for event data. Legitimate interests for account emails |
| Running accounts for organisers and crew | Performance of a contract with our client, and our legitimate interest in giving their staff access |
| Keeping a history of who uploaded, changed or deleted what | Legitimate interests, so mistakes can be traced and corrected and nothing goes missing before a show |
| Keeping the portal secure and working, and preventing misuse | Legitimate interests |
| Billing and record keeping for our clients | Performance of a contract and legal obligation |
| Answering your messages and requests | Legitimate interests, or legal obligation for data protection requests |
Where we rely on legitimate interests we have weighed them against your rights and kept the data to what is needed. You can ask us for details of that assessment.
We do not sell personal data, use it for advertising or send marketing from the portal. The automatic checks look at files, such as missing fonts or low resolution pictures. They do not make decisions about people.
Who can see it
- The event team. Organisers and crew on an event see the details and files for that event, limited by their access level. A stage manager might only see the sessions in their room. People with contact-only access cannot sign in at all.
- Other speakers. By default speakers only see their own files. An organiser can let moderators or everyone in a session see the session’s files, for example so a panel moderator can review the panel’s slides.
- AEGFX LTD. Our super admins can see all events so we can support our clients and fix problems.
- Our suppliers, listed below, who host and run parts of the portal for us under contract.
- Others where the law requires it, for example a court order, or to protect someone’s safety.
Crew can download a contacts file or copy WhatsApp numbers for their event team. Once they do, that copy is on their own device and is the responsibility of their employer and the organiser.
Our suppliers
These companies process personal data for us. Each is bound by a data processing agreement and may only use it to provide their service.
| Supplier | What they do | Where |
|---|---|---|
| Supabase Inc | Database, sign-in and photograph storage | Data stored in London, United Kingdom. Support staff may access it from elsewhere |
| Cloudflare Inc | Hosting the website, delivery and security. File storage for uploads once that goes live | Global network, with requests usually served from a UK data centre |
| Resend Inc | Sending sign-in links and notification emails | United States |
The portal’s fonts and code libraries are served from our own site, so loading a page does not send your details to font or code providers.
Data outside the UK
Our database is in the UK. Some suppliers are based in the United States or run global networks, so some data, such as email addresses for sending emails, may be handled outside the UK. When that happens we rely on UK adequacy regulations, including the UK Extension to the EU-US Data Privacy Framework, or the UK International Data Transfer Agreement or Addendum, so your data has equivalent protection. You can ask us for a copy of the relevant safeguards.
How long we keep it
| Data | How long |
|---|---|
| Speaker details, session details, team details, uploaded files, reports, notes and version history for an event | Until the retention period set for that event runs out, then deleted. The organiser chooses it. Unless they change it, it is 30 days after the last day of the event, and it can never be more than 365 days |
| Organiser and crew accounts | While the account is in use. Deleted within 30 days of being closed, or after 2 years without a sign-in |
| Security and server logs | Up to 90 days |
| Records of emails sent | Kept by our email provider for a short period for delivery troubleshooting, then deleted |
| Contracts, invoices and correspondence with clients | 6 years after the end of the contract, as required for tax and legal claims |
Inside the retention period files are never overwritten, so a mistake can always be undone. Deleting a file early is limited to AEGFX LTD super admins and is recorded. If you need something removed sooner, ask the organiser or us.
Keeping it safe
- Everything travels over encrypted connections and is encrypted where it is stored
- Access rules in the database decide who can see each event, session and file, so the website cannot show you something your access level doesn’t allow
- Speaker links are unique to each person and can be reset by the organiser at any time, which stops older links working
- Sign-in and password reset forms give the same answer whether or not an email address has an account, so they cannot be used to find out who is registered
- Photographs are never publicly linked and are only shown to people with access to the event
- Programs and installers are refused at upload and files containing macros are held until a technician checks them
If we become aware of a breach that puts your data at risk we will tell the organiser straight away and, where the law requires it, the ICO and you.
Your rights
You have the right to
- be told how your data is used, which is what this notice is for
- get a copy of your personal data
- have inaccurate data corrected. Speakers can change most of their details themselves under Your details
- have your data deleted in some circumstances
- restrict how it is used in some circumstances
- object to us using it on the basis of legitimate interests
- have data you gave us moved to another organisation in a common format, where the law allows
To use any of these, email [email protected]. It is free. We may need to confirm who you are. We will reply within one month, or tell you within that month if we need longer because the request is complex. For event data we will pass your request to the organiser, who decides it, and help them answer it.
Complaints
If you are unhappy with how your data has been handled, please tell us first at [email protected]. We will acknowledge your complaint within 30 days, look into it and tell you the outcome.
You can also complain to the Information Commissioner’s Office at ico.org.uk/make-a-complaint or on 0303 123 1113.
Children
The portal is a tool for professional events and is not designed for children. If a speaker is under 18, the event organiser is responsible for getting any consent needed from a parent or guardian before adding them.
Changes to this notice
We will update this notice when the portal or the law changes. The date at the top shows when it last changed. If a change makes a real difference to how your data is used we will tell organisers and, where we can, the people affected.