PS8 Ltd - Privacy Policy

Last updated: January 2026

1. Introduction

PS8 Ltd is committed to protecting your personal data and respecting your privacy. This Privacy Policy explains how we collect, use, share, and protect personal data when you interact with us, including when you visit our website, attend or register for events and exhibitions, request information, or enter into a contract with us.

This policy is provided in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. Who we are

PS8 Ltd is the data controller for the personal data described in this policy.

Company name: PS8 Ltd
Website: www.ps-8.com
Email (data protection enquiries): info@ps-8.com

PS8 Ltd does not currently have a statutory requirement to appoint a Data Protection Officer. However, all data protection enquiries will be handled by senior management.

3. Personal data we collect

We collect and process business-related personal data, which may include:

• Name
• Job title
• Company name
• Company address
• Company telephone number
• Company email address
• Billing and payment details (including bank details, where relevant)
• Records of communications with us
• Information about events, exhibitions, or services you have expressed interest in or attended
• Information submitted through applications, catalogue entries, event registrations, and other online forms, including free-text responses and uploaded documents or images where applicable

We do not knowingly collect special category data.

4. How we collect your personal data

We collect personal data in the following ways:

• When you provide it directly to us (e.g. via email, enquiry forms, registrations, contracts or at events)
• When you register for information, newsletters, exhibitions or events via our website
• When your details are provided to us by a third party, where you have given that third party permission to share your information with us (for example, event partners or industry bodies)

5. How we use your personal data and our lawful bases

We only process personal data where we have a lawful basis under UK GDPR. These include:

a. Contract

We process personal data where it is necessary to:

• Provide quotations
• Deliver contracted services (including event participation, stand design, and exhibition services)
• Manage invoicing and payments

b. Consent

We rely on consent where:

• You have opted in to receive specific marketing communications
• You have subscribed to newsletters or updates and consent is required

You may withdraw your consent at any time.

c. Legitimate interests

We process business contact data under legitimate interests where it is necessary for:

• Business-to-business marketing of relevant events and exhibitions
• Providing industry updates and information relevant to your role or organisation
• Maintaining and developing professional relationships

We have conducted a Legitimate Interests Assessment (LIA) to ensure that our interests do not override your rights and freedoms. You have the right to object to this processing at any time.

d. Legal obligation

We may process personal data where required to comply with legal or regulatory obligations, including accounting and tax requirements.

6. Marketing communications

We may send marketing communications where:

• You have provided consent; or
• We have identified a legitimate business interest and you would reasonably expect to hear from us in a business-to-business context.

All marketing emails include an unsubscribe option. You may also opt out at any time by contacting us at info@ps-8.com.

7. Sharing your personal data

We do not sell or rent your personal data.

We may share personal data with:

• Event partners or co-organisers, where clearly stated at the point of registration
• Professional advisers (e.g. accountants or legal advisers)
• Service providers acting as processors on our behalf, such as:
• Online form, application, and registration platforms (including Jotform)
• Email marketing platforms
• Event registration and management systems
• IT and website hosting providers
• Payment processors

Some of these service providers are based outside the UK. Where this is the case, personal data may be processed internationally, subject to appropriate safeguards.

All processors are required to process personal data in accordance with UK GDPR and under appropriate contractual safeguards.

We may also disclose personal data where required by law or regulatory authorities.

8. International transfers

We primarily store and process personal data within the UK. However, we use certain international software and service providers (including online form and application platforms) that may process personal data outside the UK.

Where personal data is transferred outside the UK, we ensure appropriate safeguards are in place, including reliance on UK adequacy regulations and/or UK-approved Standard Contractual Clauses, to ensure that your personal data remains protected in accordance with UK GDPR.

9. Data retention

We retain personal data only for as long as necessary for the purposes for which it was collected:

• Contractual and client records: retained for up to 7 years after the end of the contract to meet legal and accounting requirements
• Marketing contacts: retained while there is an active business relationship or ongoing engagement, and reviewed periodically. Data will be deleted or suppressed where no engagement occurs or where you opt out

Data is securely deleted when no longer required.

10. Your rights

Under UK GDPR, you have the right to:

• Be informed about how your personal data is used
• Access the personal data we hold about you
• Request correction of inaccurate or incomplete data
• Request erasure of your personal data
• Restrict processing of your personal data
• Object to processing, including for direct marketing
• Request data portability
• Not be subject to decisions based solely on automated processing

To exercise any of these rights, please contact info@ps-8.com. We will respond within one month.

11. Complaints

If you have concerns about how we handle your personal data, you have the right to lodge a complaint with the UK Information Commissioner’s Office (ICO):

Website: ico.org.uk

We would appreciate the opportunity to address your concerns before you contact the ICO.

12. Website, cookies, and analytics

Our website may collect limited technical information, such as IP addresses, through standard server logs and essential cookies required for site functionality.

We use online forms (including forms provided via third-party platforms such as Jotform) to collect information for applications, catalogue entries, event registrations, and enquiries. Where non-essential cookies or analytics tools are used, these will be managed through a separate cookie policy and consent mechanism.

13. Changes to this policy

We may update this Privacy Policy from time to time. Any changes will be published on our website, and the revised policy will apply from the stated effective date.