SUSTAINABLE REAL ESTATE FORUM LTD ("SREF")

PRIVACY AND DATA PROTECTION POLICY
Version 1.0 | Last Updated: 27 January 2026

1. INTRODUCTION AND CONTROLLER

Sustainable Real Estate Forum Ltd (Company No: 16885978) (“SREF”, “we”, “us”) is the Data Controller responsible for your personal data. We process personal data in accordance with the UK GDPR and the Data Protection Act 2018.

2. DATA WE COLLECT AND LAWFUL BASIS

We collect and process personal data under the following legal bases:

Contractual Necessity: To deliver sponsorship benefits, consulting services, or event access.‍

Legitimate Interests (Article 6(1)(f) UK GDPR / GDPR): To facilitate professional networking, document and promote industry activity, and produce event-related insights, publications, and communications.

Where legitimate interests are relied upon, SREF has assessed that such processing is proportionate, expected in a professional event context, and does not override the rights or freedoms of individuals.

3. EVENT NETWORKING AND DATA SHARING

‍3.1 The Delegate List: A core purpose of SREF events is professional networking. We share a Delegate List (comprising Name, Job Title, and Company only) with our official Event Sponsors.The Delegate List reflects professional attendance information and does not constitute a marketing database or direct contact list.

3.2 Direct Contact Details:We do not share email addresses with Sponsors for their independent marketing purposes unless the attendee has provided explicit "opt-in" consent during the registration process.

3.3 Sponsor Obligations: Sponsors receiving attendee data are contractually bound to process such data solely for professional networking purposes connected to the Event, to implement appropriate security measures, and to comply with applicable data protection law. Sponsors may not repurpose attendee data for unrelated marketing activities.

‍3.4 Collaborative Production: For co-branded research or white papers involving multiple partners, SREF may share Client contact data with the designated "Global Industry Partners" solely for the purpose of editorial alignment and production coordination. All such partners are bound by professional confidentiality

4. PROFESSIONAL SERVICES AND CONFIDENTIALITY

4.1 Where SREF provides tailored research, strategic consulting, or private media services, all Client data is treated as strictly confidential.

‍4.2 Such data is used solely for the performance of the specific service contract and is never shared with event sponsors or added to general marketing databases without the Client’s express written permission.

‍4.3 Sensitive Business Intelligence: Where SREF performs sales audits or "win-loss" analysis, we may process sensitive internal commercial data. This data is used exclusively for the performance of the audit, is never aggregated with other clients' data, and is deleted or anonymized upon the conclusion of the 6-month advisory term unless otherwise agreed. 

5. INTERNATIONAL TRANSFERS (UK/EU)

SREF operates internationally. For events held within the European Economic Area, including France, personal data is processed within the United Kingdom and/or the EEA. Event delivery in France does not involve transfers of personal data to third countries outside the UK or EEA. Where cross-border access occurs, such processing is protected by UK adequacy regulations or Standard Contractual Clauses, as applicable.

6. DATA SECURITY AND RETENTION

6.1 We implement appropriate technical and organisational security measures to prevent data loss or unauthorised access.

‍6.2 We retain financial and contract records for 6 years. Event-specific delegate lists are reviewed 24 months after the event. Attendees may request earlier deletion at any time.

7. YOUR LEGAL RIGHTS AND CONTACT

Under the UK GDPR, you have the right to access, rectify, or erase your personal data, or object to the sharing of your data for networking purposes. Requests will be assessed in light of SREF’s legitimate interests in operating, documenting, and reporting on professional industry events.

To exercise these rights, please contact us:

Email: global@sre-forum.com
‍Postal: 71-75 Shelton Street, Covent Garden, London, WC2H 9JQ.

8. EVENT MEDIA, RECORDINGS, AND CONTENT

‍ SREF events are documented through photography, video, audio recordings, live streaming, written summaries, and industry insights. Attendance at an SREF event constitutes notice that such recording may occur.

Processing of images, recordings, statements, and professional insights is carried out on the basis of legitimate interests in documenting, reporting on, and promoting non-profit industry activities. No consent is required where such processing is proportionate, contextual, and expected at a professional industry event.

SREF and its Event Sponsors may use Event-related materials, including images, footage, recordings, quotes, and anonymised insights, for event reporting, post-event publications, industry research, thought leadership, and marketing communications related to the Event, without further approval from attendees or other sponsors.

Unless expressly agreed in writing in advance, statements made during the Event, including panel remarks and informal discussions, are not confidential and may be referenced in anonymised or attributed form consistent with professional standards.

Attendees who object to identifiable close-up use of their image may notify SREF in advance or during the Event. SREF will use reasonable efforts to accommodate such objections but cannot guarantee exclusion from incidental, crowd, or background footage.

To the extent permitted by law, attendees grant SREF a non-exclusive, royalty-free right to permit Event Sponsors to reuse Event-related images, recordings, and anonymised insights without requiring consent from other sponsors or participants. Such use must not imply endorsement by another sponsor or individual unless expressly agreed.

9. ANONYMISED INSIGHTS AND AGGREGATED DATA

‍ Event themes, statistics, conclusions, and market insights are processed in aggregated or anonymised form and do not constitute personal data within the meaning of the UK GDPR or GDPR.

10. LIMITATION AND INTERPRETATION

‍ This Policy does not create contractual rights enforceable by third parties. It describes SREF’s processing practices and is intended to be interpreted in a manner that enables lawful operation of professional industry events while respecting applicable data protection requirements.

‍

‍