IDX TV & Logicon Systems
AI‑Assisted Media Disclaimer
Applies to all IDX TV / Logicon Systems events and recordings • Last updated: 5th September 2025
What We Capture
- Event media: live and on‑demand video and audio recordings of sessions, stage areas, and common spaces; photographs and short clips.
- Screens & materials: slides, screen shares, demo content provided by speakers or shown on venue displays.
- Ambient content: audience reactions and crowd shots in and around event spaces (with clear signage on site).
AI Tools We Use
- Transcription & captions (including multilingual and accessibility features).
- Summaries & highlight reels (key moments, topic tags, speaker mentions).
- Translation & search across recordings and supporting materials.
- Quality & moderation (noise reduction, clipping, content safety checks).
AI outputs can contain errors or omissions and should not be relied upon as verbatim records. Where feasible, we perform human review and corrections.
Important: Accuracy & Use
- Recordings and AI‑generated outputs are provided for information only and may be edited for clarity, length, or quality.
- We may publish or distribute event media via IDX TV/Logicon websites, social channels, partner platforms, newsletters, and podcasts for editorial and promotional purposes.
- We reserve the right to remove or decline to publish content that breaches law, venue rules, or our code of conduct.
Consent & Your Choices
- Attendance implies consent to being recorded and to AI processing of recordings for the purposes above.
- On‑site options: tell our staff if you prefer not to appear on camera; where feasible we will seat you in low‑capture areas or provide a no‑filming indicator (e.g., wristband/lanyard).
- Virtual options: keep your camera/microphone off and avoid sharing identifying information in chat if you do not wish to appear.
- Corrections/Removal: if you believe published content misrepresents you, or you request blurring/removal where feasible, contact info@idxtv.com or CustomerServices@logiconsystems.com with the link, timestamp, and details.
Note: Complete removal may not be possible for printed materials, third‑party reposts, or where legal/contractual obligations require retention, but we will act reasonably to address concerns.
Speakers & Panelists
- By participating on stage or on camera, you grant us a non‑exclusive licence to record, edit, and distribute your session and materials for editorial, educational, and promotional use, subject to any separate speaker release you sign.
- You confirm you have the rights to any materials you present and that they do not infringe others’ rights.
Minors
Our events are professional‑focused and not intended for minors. Do not participate on camera if you are under 18. If you believe a minor appears in our media, contact us immediately for review.
For details on personal data handling (lawful bases, retention, transfers, your rights), see the Privacy Notice below.
Event Privacy Notice
CONTROLLER
Ace/NeX/IDX/Logicon Systems — Last updated: August 2025
For a list of Events contact IDX TV or Logicon Systems
Introduction
IDX & IDX TV (“we”, “us”, “our”) host and manage industry conferences and events globally, including in-person, hybrid, and virtual formats. This notice explains how we collect, use, share, and protect personal data related to our events, websites, and services.
Who We Are – Controller Details
- Controller: IDX TV, Reg No: 14741178, 10 Barley Mow Passage, Chiswick, W4 4PH, London, UK
- Contact: info@idxtv.com
- Data Protection Officer: Sheragime Keshavarzian
What This Notice Covers
Our websites, event apps, registration and ticketing, call-for-papers, speaker management, exhibitor and sponsor services, networking tools, lead retrieval/badge scanning, on-site Wi‑Fi, surveys, marketing communications, and creation/distribution of event media (recordings, photos, transcripts, highlights).
Personal Data We Collect
- Identity & Contact: name, job title, company, email, phone, postal address, country.
- Professional Profile: industry, interests, biography, headshot, social/profile links.
- Registration & Attendance: ticket type, payment status (via PCI-compliant processors), session selections, access control (check-ins), CPD/CE credits.
- Speakers & Presenters: abstracts, slides, session recordings, photos, consent/release forms.
- Engagement Data: badge scans, meeting requests, messages in the app/community, booth visits, poll/Q&A responses.
- Technical Data: device/browser info, IP address, app telemetry, cookies and similar technologies.
- Media Data: video/audio recordings, transcripts (including AI-generated), photographs.
- Special Categories (only if volunteered): dietary requirements, accessibility needs, visa letters (processed with safeguards and minimised).
- Sensitive Personal Information (US CPRA): avoided; if necessary (e.g., precise geolocation for venue navigation) we seek explicit opt‑in and provide limiting options.
- Sources: directly from you; your employer/colleagues; exhibitors/sponsors (where you consent/opt‑in); public profiles (e.g., LinkedIn) for speaker curation; and service providers (ticketing, video platforms, analytics).
Why We Use Your Data & Legal Bases
- Run events and provide services — register you, issue tickets, manage schedules, access control, customer support, marketing and promotional activities, including news and AI‑assisted information on event materials. Legal bases: contract and legitimate interests.
- Create and distribute event media — recordings, photos, transcripts, summaries, highlights. Legal bases: contract and legitimate interests.
- Speaker and content operations — programme curation, communications, publications. Legal bases: contract and legitimate interests.
- Networking & lead generation — opt‑in attendee lists, badge scans, in‑app messaging. Legal bases: contract and legitimate interests.
- Marketing — newsletters, event promotions, look‑alike or retargeting where permitted. Legal bases: contract and legitimate interests.
- Safety, security & fraud prevention — access logs, incident handling, code‑of‑conduct enforcement. Legal bases: contract, legitimate interests, and legal obligations.
- Analytics, product improvement & AI features — usage metrics, feedback, A/B tests, automated transcripts/summaries. Legal bases: contract and legitimate interests.
- Compliance — tax, accounting, regulatory requests, sanctions screening where applicable. Legal bases: contract, legitimate interests, and public interest where relevant.
AI, Recordings, and Photography
We may record sessions, capture photos, and generate AI‑assisted transcripts and summaries. AI outputs can contain errors; do not rely on them as verbatim records. We may review, edit, or supplement outputs. If you believe content misrepresents you, contact us at info@idxtv.com with details.
Audience shots: We use clear signage at venues. If you prefer not to be photographed or filmed, please inform our staff on site; we will aim to seat you in non‑filmed areas where feasible.
Speakers: We obtain speaker consent/releases covering recording, editing, and distribution across our channels.
Data Sharing
- Service providers/processors — ticketing, CRM, marketing platforms (including future events), event apps, news feeds, podcasts, streaming, captioning/transcription (including AI vendors), payment, on‑site operations, logistics (bound by contracts and confidentiality).
- Exhibitors & sponsors — sharing occurs when you opt in (e.g., via badge scan or specific in‑app actions); they become independent controllers of that data.
- Co‑hosts/venue partners — where needed to operate the event.
- Professional audiences — speaker bios, session info, public agenda.
- Authorities — when required by law or to protect rights, safety, or property.
- Business transfers — merger, acquisition, reorganisation with appropriate safeguards.
We do not sell personal data for money. You may be contacted for future events, marketing, surveys or other information pertaining to relevant event‑focused industries. Where certain jurisdictions deem some uses of data (such as advertising cookies) a “sale” or a “share,” please contact info@idxtv.com to select your options, including opt‑out.
International Transfers
We operate globally. When transferring personal data outside your country we use appropriate safeguards such as EU Standard Contractual Clauses, UK IDTA/Addendum, and supplementary measures. Contact info@idxtv.com for details and your options.
Data Retention
We keep data only as long as necessary for the purposes above, then securely delete or anonymise it. Typical retention periods:
- Registration & attendance records: 6 years after the event (accounting/legal)
- Speaker materials & releases: 7 years, or as required by licence
- Event media (photos, recordings): Up to 10 years (archival/promotional), unless you object and removal is feasible
- Support tickets & incident logs: 3 years
- Marketing preferences & email logs: Until you unsubscribe + 2 years
- Cookie/analytics identifiers: See Cookie Policy (varies by tool)
Your Rights
Your rights depend on where you live. Subject to legal limits, you may have the right to access, rectify, erase, restrict processing, port certain data, object to processing based on legitimate interests (including profiling for direct marketing), withdraw consent at any time, opt out of sale/sharing (US CPRA), and appeal a decision regarding your request (where applicable).
To exercise rights, contact info@idxtv.com. We may need to verify your identity. You can also lodge a complaint with your local supervisory authority (e.g., the ICO in the UK; an EU data protection authority).
Cookies and Similar Technologies
We use cookies, SDKs, beacons, and local storage for essential site/app functions, performance, and (where permitted) analytics and advertising. Where required, we use a consent banner that lets you manage preferences. Details, including partners and retention, are available by contacting info@idxtv.com.
Children
Our events and services are aimed at professionals. We do not knowingly collect data from children under 18 years of age. If you believe a child has provided data, contact us at info@idxtv.com to delete it.
Security
We use administrative, technical, and physical safeguards (access controls, encryption in transit and at rest where applicable, staff training, vendor due diligence, incident response). No system is 100% secure; please use unique, strong passwords and report suspected issues to info@idxtv.com.
Event‑Specific Details
- Badge scanning & lead retrieval: When your badge is scanned at a booth or session, you authorise us to share your contact and profile details with that exhibitor/sponsor for their marketing per their privacy notice. You can decline scanning.
- Attendee lists: We may provide opt‑in attendee lists to sponsors/exhibitors (typically name, role, company, country). You can opt out during registration or via info@idxtv.com.
- In‑app networking & messaging: Other attendees may see your profile if you opt in. You can adjust visibility in app settings.
- On‑site Wi‑Fi: Network providers may collect device identifiers and traffic metadata. See event organisers’ attendee terms.
- Accessibility & dietary needs: Processed only to fulfil your requests and deleted after the event, unless legally required to keep longer.
- Visas & invitations: We process passport/ID data solely to issue visa letters upon request.
When We Act as a Processor
For client‑branded or client‑owned events, we may process personal data on behalf of that client. In those cases, the client’s privacy notice applies for data under their control; we act under their instructions and our data processing agreement.
Third‑Party Links
Our websites/apps may link to third‑party sites and services. Their privacy practices are their own; please review their notices.
Changes to This Notice
We may update this notice to reflect changes in laws or our practices. Material changes will be highlighted on our website/app with the “Last updated” date.
Contact Us
Email: info@idxtv.com
Postal: IDX TV, 10 Barley Mow Passage, Chiswick, London, W4 4PH
Regional Supplements
EEA/UK GDPR: Lawful bases used include contract (Art. 6(1)(b)), legitimate interests (Art. 6(1)(f)), consent (Art. 6(1)(a)), and legal obligation (Art. 6(1)(c)). Legitimate interests include running safe, effective events; professional networking; and promoting our brand, balanced against your rights.
California (CPRA): Categories collected may include identifiers, commercial information, internet activity, professional information, inferences (for marketing), and audio/visual (event media). We do not sell personal information for money. We may “share” for cross‑context behavioural advertising. You can opt out via the site link and by adjusting cookie preferences. We do not knowingly sell/share data of consumers under 16.
Australia, Canada, Singapore, and others: We process per applicable local laws and provide access/correction rights. Contact us to exercise rights or to ask about overseas disclosures and safeguards.
Compliance: This notice complies with the UK GDPR and the EU GDPR to the extent applicable.