Privacy Policy

Last revised 9 September 2026

Who we are

Congress Registration Support Ltd (company number 17450054) is a company registered in England and Wales with its registered office at 128 City Road, London, United Kingdom, EC1V 2NX. We act as the data controller for enquiry correspondence and, where we process participant records on your written instruction, as a data processor acting for you.

Data we handle

• Enquiry data you send us: your name, company, email address, telephone number and the description of your requirements.
• Correspondence: the emails, call notes and instructions exchanged while an engagement is scoped and delivered.
• Client-supplied records: participant and contact details you place with us so that documentation can be completed, maintained and submitted to the recipients you designate.
• Billing data: the company name, billing address and contact point needed to raise an invoice for our own professional service fee.
• Technical data: essential cookie preferences and standard server log entries generated when this website is accessed.

Why we handle it

• To respond to your enquiry and agree the scope and fee of an engagement — our legitimate interest in answering business correspondence, and steps preparatory to a contract.
• To deliver the administrative work you have instructed — performance of our contract with you.
• To issue and reconcile invoices and maintain accounting records — legal obligation and legitimate interest.
• To protect this website and our systems from misuse — legitimate interest in security.

Client-supplied participant records

Where you supply records relating to other individuals, you remain responsible for having a lawful basis to share them with us and for informing those individuals as required. We process such records only within the scope you have instructed, do not use them for our own purposes, and do not disclose them to anyone other than the recipients you have designated in writing.

Disclosure

We disclose documentation and records only to the recipients you designate. Beyond that, data may be shared with our accountants, our professional advisers, our payment processor for invoicing, and any authority to which disclosure is required by law. We do not sell data and we do not share it for marketing.

Processors we rely on

• Our website and email hosting provider, for delivery of this site and our correspondence.
• Stripe Payments Europe, Ltd., for issuing and settling invoices covering our own professional service fees.
• Our accounting software provider, for statutory bookkeeping records.

International handling

Our administrative work is carried out in the United Kingdom. Where a processor handles data outside the UK, that transfer is covered by an adequacy decision or by the UK International Data Transfer Addendum to the standard contractual clauses.

Retention

• Enquiries that do not become engagements: deleted within twelve months.
• Engagement files and correspondence: retained for six years after the engagement closes, in line with our contractual and accounting obligations.
• Client-supplied participant records: returned or securely deleted within thirty days of written instruction, unless retention is required by law.
• Invoices and accounting records: retained for six years from the end of the relevant financial year.

Security

Access to client files is restricted to the personnel assigned to the engagement. Data in transit to this website is encrypted, credentials are held separately from records, and administrative access is reviewed periodically. Any personal data breach affecting your records will be reported to you without undue delay.

Your rights

You may request access to your personal data, correction of inaccurate data, erasure, restriction of processing, portability, or object to processing based on legitimate interest. Write to info@congressregistrationsupport.com and we will respond within one calendar month. If you are dissatisfied with our response you may complain to the Information Commissioner's Office.

Changes

Where this policy changes materially we will publish the revised version on this page with a new revision date. The date shown above is authoritative.