COVALENT / Your information

Privacy.

You should know what happens to your information when you contact us or come to an event. Here's the essentials, without the legal fog.

Who is responsible?

Elliott Watson, operating as COVALENT, is the data controller for information used to organise and promote COVALENT's community activities. Contact us about privacy or to request a postal correspondence address at hello@joincovalent.co.uk.

What we receive

• Website use: technical information such as IP address, browser details and requests, handled by our hosting and security provider.
• Enquiries: your email address, your name if you provide it, and the contents of your message.
• Event bookings: when bookings open, Eventbrite will collect your name, email and confirmation that you are 18 or over. We may also ask optional job title, organisation and whether you would like help meeting people. We may record attendance and messages about your booking.
• Events: feedback you choose to give, any concern you report, and photographs only as explained below. Please avoid sending unnecessary sensitive personal details.

Why we use it, and our legal basis

• Questions and enquiries: to reply and follow up as needed. Our lawful basis is legitimate interests in communicating with people interested in COVALENT.
• Registration and event administration: to process bookings, manage numbers, check age eligibility, send essential event information, keep attendees safe and make introductions only when requested. Our lawful basis is legitimate interests in organising accessible, orderly professional community events.
• Safety or conduct concerns: to respond appropriately, protect attendees and keep a proportionate record where necessary. Our lawful basis is legitimate interests; legal obligations may also apply in particular situations.
• Optional COVALENT updates: if you actively opt in, to send occasional news and future event announcements. We rely on your consent, which you can withdraw at any time. A booking alone never subscribes you to marketing.

We use only the information reasonably needed for these purposes and consider your rights and reasonable expectations when relying on legitimate interests. We do not sell attendee details, publish an attendee directory or use automated decisions or profiling to determine admission.

Eventbrite and other providers

Eventbrite provides event booking and registration services. We use its organiser tools rather than building our own attendee database. Authorised COVALENT organisers may access the details needed to host an event, and limited introduction requests may be shared with the hosts helping you. Eventbrite has its own privacy information for its activities. Never assume information you provide to Eventbrite is only held on our website.

Cloudflare hosts and protects the website; Apple iCloud Mail delivers our email. Google Fonts provides our website typography. When your browser requests the fonts, Google may receive technical connection information, including your IP address. These providers may process information internationally, subject to their applicable transfer mechanisms and safeguards. We may also share information where necessary to comply with law or respond to a genuine safety incident. We do not share registrant contact lists with other attendees or sponsors.

Photographs at events

We may take occasional photographs to show what COVALENT events are like. We will inform attendees, respect objections, and ask permission before using identifiable photographs for public promotion. You can also ask us not to photograph you or to review a published photograph by emailing hello@joincovalent.co.uk.

How long we keep information

• Enquiries: normally up to 12 months after the last meaningful contact, unless we have a reason to keep them longer.
• Attendance and registration: we aim to review and remove unnecessary organiser-accessible event records within 90 days after the event, including any local copies. Eventbrite may retain information under its own policies or where the platform does not allow deletion by organisers.
• Marketing preferences: until you withdraw consent or we stop providing the updates, retaining only minimal information needed to record an opt-out.
• Incidents or complaints: only as long as reasonably necessary to resolve a matter, protect participants or meet a legal obligation; longer retention may be appropriate for a serious incident.

Cookies and website security

We do not use advertising pixels, third-party analytics or an on-site tracking form. Our website loads the Playfair Display and Inter typefaces from Google Fonts; we do not use Google Analytics. Cloudflare may use strictly necessary security technologies to keep the site working and protect it from abuse. If we introduce optional analytics or non-essential cookies, we'll review our notice and consent arrangements first.

Your choices and rights

You can ask to see or correct your personal information, request erasure or restriction, object to relevant processing, and withdraw marketing or photography consent where applicable. Some rights depend on the circumstances. Contact hello@joincovalent.co.uk; we'll respond under applicable data protection law. You can complain to the Information Commissioner's Office if you have concerns.

Last updated: 24 October 2026. We will review this notice before opening event bookings and when our systems or activities change.