Privacy Policy

IMMH respects the privacy of your personal information. This Privacy Policy (‘Policy’) explains how we collect and use personal information of users (‘you’).

What information we collect and how we collect it

  • Subscriber information. We collect your name and email address for the purposes of sending you IMMH updates and to inform you of news or events related to IMMH and the integrative mental health industry. We obtain your consent to send you these communications when you provide your email address; and we collect any other information that you voluntarily provide in communications with us.
  • Other user information. We also collect information that users voluntarily provide in emails and other communications with us. We process this information based upon our legitimate interests in responding to communications and/or with user consent.

What we do with your information

  • Subscriber information. We use your email address to send out updates on news, events and offers related to IMMH and the integrative mental health industry.
  • Other user information. We use any other information that users provide solely for communicating with the user who provides the information.

How we share your information

  • Service providers. We may share your information with technology service providers (g. email, customer relations management) for the purposes set out in this Policy. We require such service providers to handle your data securely and only for those purposes.

Third Party Processors

Our carefully selected partners and service providers may process personal information about you on our behalf as described below:

Digital Marketing Service Providers

We periodically appoint digital marketing agents to conduct marketing activity on our behalf. Such activity may result in the compliant processing of personal information. Our appointed data processors include:
(i) Prospect Global Ltd (trading as Sopro) Reg. UK Co. 09648733. You can contact Sopro and view their privacy policy here: http://sopro.io. Sopro is registered with the ICO Reg: ZA346877. Their Data Protection Officer can be emailed at: [email protected].

Cookies

The IMMH website uses cookies — small files stored in your web browser — to identify visitors based on browser information, IP address and username.  

Internal cookies. We use cookies to record when you’ve accessed our service, and to recognise who you are when you return to our platform. These cookies are only used by us, and the information they contain is not shared with anyone else.

Analytics. We also use cookies provided by Google Analytics to understand trends about our services and content, including where users come from, which pages are most popular, and the effectiveness of our marketing. Google Analytics privacy and data security policies are available at http://www.google.co.uk/intl/en/analytics/privacyoverview.html.

Please see this link for information on how to disable cookies. However, please note that disabling cookies may affect some features of our website.

Rights regarding your information

You have the following rights regarding your personal information:

  • Access to and correction of information, and data portability. You can request to receive a copy of the personal data we hold about you (subject to certain limitations – e.g. where the data also relates to other individuals) and/or to correct any errors in it. Where you have provided us data by consent, you have the right to receive the copy in machine-readable format.
  • Deletion and restriction of processing of information. We will erase or restrict processing of your data upon request (not including any data we need to keep or process for administrative, legal, or security purposes).
  • Unsubscribe. You may remove your email address from our database by clicking the ‘unsubscribe’ link in any of our emails.
  • Withdrawal of consent. Where you have consented to us processing your information, you may withdraw consent at any time.

If you wish to exercise these rights, please contact us at [email protected].

How long we keep your information

  • Subscriber information. We keep subscribers’ information on our mailing list until you ask us to remove it.
  • Other user information. We keep other user information on our mailing list until you ask us to remove it.

Information security and storage

We maintain strict security, including by use of plugins to ensure that login details are encrypted and ensuring that our database (including any stored backups) are secured through our web server technology maintained by our web host. Website administrators may be able to see and edit your information, and we ensure that they are aware of the confidential nature of the information.

Changes to this Policy

From time to time, IMMH may revise this Policy to reflect changes in the law, changes in our services, or for other reasons. Updated versions of this Policy will be posted on our website. If we make significant changes to the Policy, we will contact those on our email list to explain the changes.

Contact information and complaints

If you have any questions or concerns about this Policy or the way we use your information, please contact us via [email protected].

If you consider that we have not addressed a problem, you have a right to complain to the UK Information Commissioner’s Office. Further information can be found at  https://ico.org.uk/concerns/.

IMMH Event Privacy Notice

Applies to: Attendees of IMMH conferences and events

This Event Privacy Notice explains how IMMH collects, uses, shares, and protects personal data in connection with your attendance at our events — whether virtual or in-person — including conferences held outside the UK.

This notice is in addition to our general Website Privacy Policy (above), which applies to all website visitors and newsletter subscribers.

1. Who We Are

IMMH is operated by MindHealth360 Limited, a UK-based organisation focused on integrative mental health education. We are the data controller for any personal information you provide in connection with event participation.

For questions, email:  [email protected]

2. What Personal Data We Collect

When you register for an IMMH event or access our event platform, we may collect:

  • Contact details: name, email address, phone number, job title, organisation
  • Registration info: ticket type, session selections, dietary/accessibility needs
  • Billing info: billing address and payment status (payment is processed securely via third-party platforms)
  • Platform activity: session attendance, networking interactions, messages, and surveys
  • Marketing preferences: whether you opted in to receive future updates or sponsor contact

3. How We Use Your Data

We use your information to:

  • Process your registration and payment
  • Communicate event updates, reminders, and logistics
  • Personalise your event experience (e.g. session choices, dietary or access support)
  • Provide post-event materials, surveys, and recordings
  • Share your contact details with speakers and partners (if you consent)

4. Legal Bases for Processing

We rely on the following legal bases under UK GDPR:

  • Contract: to deliver the event and provide services related to your attendance
  • Consent: for speaker and partner sharing
  • Legitimate interests: for internal analytics, support, and improving event experiences

5. How We Share Your Data

We may share your personal data with:

  • Event technology providers (e.g., registration systems, email platforms, mobile apps)
  • Service vendors supporting the event (e.g., venues, caterers, accessibility providers)
  • Exhibitors using lead-scanning technology at in-person events — but only if you choose to have your badge scanned, in which case your details will be provided directly to that exhibitor
  • Speakers or partners — but only if you have given explicit consent

All third parties are required to process your data securely and only for agreed-upon purposes.

6. International Data Transfers

As our events may take place globally and we use international partners, your data may be transferred outside the UK, including to the United States.

We ensure adequate protections are in place, such as:

  • Standard Contractual Clauses (SCCs) approved by the UK Information Commissioner
  • Data Privacy Framework participation (if applicable)
  • Data Processing Agreements with all partners

7. Your Rights

You have the right to:

  • Access your personal data
  • Correct inaccurate or incomplete data
  • Request deletion of your data
  • Withdraw consent for partner contact at any time
  • Object to or restrict certain types of processing
  • Request a copy of your data in a portable format (where applicable)

To exercise these rights, contact us at [email protected].

8. Partner Consent

You will be asked during registration or onboarding to indicate whether you agree to share your contact details with selected event speakers and partners. 

This option is voluntary and requires opt-in consent. You can unsubscribe at any time.

At in-person events, please note that having your badge scanned by an exhibitor is also considered consent to share your contact details directly with that exhibitor. Once shared, the exhibitor becomes the data controller for your information.

9. Data Retention

  • We retain your event participation data for up to 3 years unless you request earlier deletion.
  • If you opt in to partner marketing, we retain your data until you withdraw consent.

10. Information Security

We implement security measures to protect your data, including:

  • Encrypted communications
  • Access control for event platforms and attendee data
  • Secure storage and restricted administrator access

11. Questions or Complaints

For questions about this notice or to exercise your rights, contact: [email protected] 

You may also lodge a complaint with the UK Information Commissioner’s Office:
https://ico.org.uk/concerns/

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