InfraXmedia Group has published a comprehensive update to its Data Protection and Privacy Policy, clarifying how personal data is handled across all companies within the group. The revised policy, effective as of 25th April 2025, outlines the types of information collected, the purposes for processing, and the rights available to individuals. It applies to all group companies and aims to maintain consistently high standards of data protection best practice.
Scope and Applicability
The policy applies to every company within the InfraXmedia group, including InfraXmedia (Holdings) Ltd, which is registered in England with company number 14354660 and operates from 32-38 Saffron Hill, London EC1N 8FH, United Kingdom. As the data controller, InfraXmedia processes personal data on behalf of all group companies. The policy is designed to comply with UK GDPR, the Data Protection Act 2018, the Privacy and Electronic Communications Regulations 2003, and any successor or amending legislation. It also recognizes data protection obligations beyond the UK and Europe, including in the USA, Canada, and Latin America.
Types of Personal Information Collected
InfraXmedia may collect personal information from various categories of individuals. For customers and business partners, this includes name, email address, phone number, job title, company name, country, and business address. In certain jurisdictions, a copy of a current passport or residence card may also be required. Marketing and event registrants provide contact details, preferences, and professional interests. Website visitors have their IP address, browser type, device information, and cookies collected, as outlined in the group's separate Cookie Policy. Employees and contractors also have personal data processed relevant to employment and contractual obligations.
Legal Bases for Processing
The policy identifies three main legal bases for processing personal information. First, InfraXmedia will process data to fulfil contractual obligations. Second, it may process data for legitimate business interests, which include marketing, event management, media services, and analytics. Third, where required, processing is based on consent obtained from the individual. The policy emphasizes that legitimate interest processing is carefully balanced against the rights and interests of data subjects. InfraXmedia acknowledges that legitimate business interests do not automatically override individual rights, and it will not process data where the impact on the individual outweighs the company's interests.
How Data Is Used
Personal data is used for a range of service-related purposes. This includes contacting subscribers about changes to subscriptions, reminding users of forgotten passwords or usernames, and responding to comments made on websites. InfraXmedia may also invite individuals to participate in research studies to share opinions and comments. Operational information, such as badge and app details for event attendance, is sent to registered attendees. The data is also used to track traffic flows and improve website usability, fulfil subscription orders, provide online communities, determine the effectiveness of promotional campaigns, and plan business activities through aggregated behavioural analysis.
Photography, podcasts, broadcasts, videos, and films captured at group company events may be managed and used for promotional purposes. This content can appear on InfraXmedia company websites and in marketing materials. Any transfer of such content to third parties is disclosed at the time of collection.
Marketing Communications
Under UK GDPR, InfraXmedia is permitted to contact staff members of limited companies, public limited companies, incorporated partnerships, trusts, foundations, and government institutions via business email addresses. This does not require prior consent if processing is based on legitimate interest, provided there is no disproportionate impact on the individual's rights and freedoms. The policy stresses that relying on legitimate interest brings additional responsibility to consider and protect people's rights and interests.
All marketing and product emails include an unsubscribe link, and individuals can opt out at any time by contacting the data team. The policy also addresses the Telephone Preference Service and Mailing Preference Service. If an individual is registered on either service, their subsequent submission of personal data via an InfraXmedia website is interpreted as consent to receive marketing for the time being. The policy makes clear that opting out is possible at any time.
Data Sharing and Disclosure
InfraXmedia may share data with other companies in its group, including its holding company and subsidiaries. It may also disclose personal data when compelled by law, such as for the prevention or detection of crime, the capture or prosecution of offenders, or the assessment and collection of tax or duty. No further consent is required for such legally binding requests. In the event of a sale or purchase of business assets, personal data may be disclosed to prospective sellers or buyers on a strictly confidential basis.
As part of its terms and conditions, InfraXmedia informs event attendees, broadcast participants, webinar registrants, and downloaders that personal data will be shared with sponsoring third parties for marketing communications. Data is also passed to speakers who receive questions during digital broadcasts. The list of sponsoring third parties is available on the group's website. Importantly, InfraXmedia only shares data with sponsors shown on that list at the time of registration, and it does not share or sell data outside of that condition.
International Data Transfers
Given the global nature of its operations, InfraXmedia may transfer personal data to regions outside the UK and EEA. To ensure adequate protection, the policy relies on several mechanisms. These include adequacy decisions from the UK or EU, standard contractual clauses, participation in the U.S. Data Privacy Framework, and separate data protection agreements where necessary. These measures are designed to maintain high standards of protection regardless of where the data is processed.
Statistics and Third-Party Services
InfraXmedia compiles and shares anonymised statistics about website usage, including traffic, usage patterns, user numbers, and sales information. This data does not contain personally identifying information. The group also uses third-party services that provide behavioural metrics, heatmaps, and session replay to better understand user experience. These services capture how users interact with websites, including IP addresses processed during a session and stored in de-identified form, device screen size, device type, browser information, geographic location at country level, and preferred language. The information is stored in pseudonymized user profiles, and third-party providers are contractually forbidden from selling the data collected on InfraXmedia's behalf.
Rights of Access
Individuals have the right to access their personal data and verify the lawfulness of processing. A subject access request must first be verified by reasonable means, and the individual may be asked to specify the information the request relates to. Requests are normally free of charge, but a reasonable fee may be charged if requests are manifestly unfounded or excessive. InfraXmedia may also refuse to respond in such cases.
Information is typically provided within one month, unless the request is complex. In those circumstances, the period may be extended by up to two months, with an explanation provided to the individual. If any held personal information is incorrect, individuals can contact the data team to have it updated as soon as practically possible.
Data Storage and Retention
Data collected by InfraXmedia may be transferred to and stored at destinations outside the UK and EEA. It may also be processed by staff operating outside these regions who work for InfraXmedia or its suppliers. By submitting personal data, individuals agree to this transfer, storage, and processing. InfraXmedia takes all steps reasonably necessary to ensure data is treated securely and in accordance with the policy.
Personal data is not kept for longer than necessary. When it is no longer required, all reasonable steps are taken to erase or dispose of it without delay. However, certain information may be retained for audit and tax purposes for up to six years, or longer if legislation requires.
Security Measures
InfraXmedia has implemented security procedures, technical measures, and organisational controls to safeguard personal information. Access to internal servers is limited to specialist IT systems suppliers and authorised personnel. The policy acknowledges that transmission of information via the internet is not completely secure, and while InfraXmedia does its best to protect personal data, transmission is at the individual's own risk.
IP Addresses and Cookies
Information about a user's computer, including IP address, operating system, and browser type, may be collected for system administration and to report aggregate information to advertisers. This statistical data does not identify any individual. The websites also use cookie technology to provide a personalised browsing experience, with further details available in the group's Cookies Policy.
Contact and Data Protection Authority
Questions or comments about the policy can be directed to the Data Controller, InfraXmedia (Holdings) Ltd, at 32-38 Saffron Hill, London EC1N 8FH, or by email to the Data Team. Individuals also have the right to contact the Information Commissioner's Office in the UK. The ICO's postal address is Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF, and the UK helpline number is 0303 123 1113. This Data Protection and Privacy Policy was last updated on 25th April 2025.
Source: Datacenterdynamics News