1. Who handles your information

[LEGAL ENTITY NAME], at [REGISTERED ADDRESS], operates The Human Upgrade Fest and is responsible for the personal information described in this policy. Contact connect@thehumanupgradefest.com for privacy questions. Our grievance contact is [NAME AND DESIGNATION], [GRIEVANCE EMAIL AND ADDRESS].

2. Where this policy applies

This policy covers our website, HUF enquiries, our ticket and event administration, and event images or security information we control. It does not cover an independent exhibitor, healthcare provider, venue or ticketing platform acting for its own purposes. Check that provider’s privacy notice before sharing information with it.

3. Enquiry information

When you contact us, we collect the name, email address, topic, edition and message you provide. A phone number is optional for a general enquiry. We use these details to answer your request, route it to the appropriate team and keep a record of the correspondence.

Do not submit medical records, passwords or card details through this form.

4. Booking and event information

For a booking, we use the contact details, ticket type, edition, order and payment status, and attendance information needed to issue the ticket, manage entry, send service updates and handle support or refunds.

The checkout identifies the payment provider and any additional required details before you pay. Our payment setup is [CONFIRMED PAYMENT DATA HANDLING SUMMARY].

5. Access and incident information

If you ask for an adjustment or report an incident, we collect only information needed to respond. Tell us the support you need rather than sending a diagnosis.

If sensitive details are necessary, we will explain why, identify who needs them and arrange an appropriate private process before collection.

6. Optional updates

We send marketing or future-edition updates only for the channels and purposes you choose. Use the unsubscribe link in an email or contact us to stop.

Opting out does not stop messages needed for an existing booking, refund or enquiry. We do not make a marketing signup a condition of sending an enquiry or buying a ticket.

7. Website information and cookies

Our website processes technical information such as device, browser, IP address and page activity through the tools listed in our Cookie Policy.

Essential tools support the site. Optional analytics and advertising tools are controlled through your cookie choices. Read the Cookie Policy for the actual tools, providers and durations.

8. Service providers

We use providers for website hosting, forms, email, ticketing, payments, event operations and other functions listed in our published provider register.

They receive the information needed for their role and must protect it under appropriate arrangements.

Provider register: [CURRENT PROVIDERS, ROLES, DATA CATEGORIES AND PROCESSING LOCATIONS].

9. Exhibitors and badge scanning

We do not give an exhibitor your contact details solely because you attend HUF.

If you choose to share details or allow a badge scan, the exhibitor must explain what information it receives and how it will use it. Its subsequent contact and services are governed by its own notice and the permission you give.

10. Event photography and recordings

Our Photography & Filming page explains event coverage, close-up filming and requests to avoid identifiable promotional use.

We ask separately before using your interview or testimonial. A ticket purchase is not unlimited consent to use personal health information in publicity.

11. Security CCTV

CCTV arrangements vary by venue. The edition’s security notice identifies the operator, areas covered, purpose, retention period and contact.

HUF handles footage only where it operates the system or receives footage for a specific authorised security or legal purpose. Security footage is not a marketing database.

12. Other disclosures

We disclose information where required by law, a valid authority request or a court order. We also disclose limited information where lawfully necessary to handle a specific emergency, investigate an incident or protect a legal right.

A corporate transfer involving personal information will be handled with appropriate protections and notice where required.

13. Processing outside India

Some providers process information outside India. Our provider register identifies those locations and arrangements.

Before using a provider, we assess the applicable transfer requirements and agree appropriate protections.

14. Retention: enquiry records

We retain general enquiry records for [APPROVED PERIOD] after the enquiry is closed, unless an ongoing complaint, legal obligation or dispute requires longer retention.

We then delete or anonymise them.

15. Retention: bookings and other records

Booking and accounting records: [APPROVED PERIOD AND BASIS].

Marketing contact details: until you unsubscribe or [APPROVED INACTIVITY PERIOD], whichever occurs first. We retain a minimal suppression record to honour opt-outs.

Access-support information: [APPROVED PERIOD AFTER EVENT].

CCTV: [APPROVED PERIOD], with relevant clips retained longer only for an identified incident or legal requirement.

Approved promotional images: [APPROVED PERIOD].

16. Security

We restrict access to people who need information for their role and use safeguards appropriate to the data and service.

Our confirmed safeguards include [ACTUAL ACCESS, TRANSMISSION, STORAGE AND VENDOR CONTROLS].

No website or storage system is completely risk-free. We will respond to a data incident and notify affected people or authorities when required by applicable law.

17. Your choices and requests

Contact us to ask about the information we hold about you, correct an error, request deletion or withdraw consent for an optional use.

We will verify your request using proportionate information and explain the action taken. Some records must be retained for a legal obligation or an unresolved claim.

Withdrawing details necessary to deliver a service affects our ability to provide that service, which we will explain.

18. Children

The general enquiry and update forms are intended for adults. Do not submit a child’s personal or health details through them.

If an edition admits children or an activity collects children’s information, we will publish the relevant age and guardian process and obtain any required permissions before collection.

Contact us if a child’s information has been submitted in error.

19. Privacy complaints

Email [GRIEVANCE EMAIL] with “Privacy complaint” in the subject line.

We acknowledge receipt within 48 hours and aim to resolve the complaint within one month, or sooner where applicable law requires. We will explain available escalation routes under the law in force if the issue remains unresolved.

20. Policy changes

We will publish a revised date when this policy changes.

A new purpose requiring fresh permission will be explained before we use the information for that purpose. A policy update alone does not create that permission.