How we use and protect your information.

Who we are

Dynamic Business Leaders Limited, trading as People Strategy Hub, operates HR Insight Forum and is the controller responsible for the personal information described in this notice.

We are registered in England and Wales under company number 12252258. Our registered office is 45 Lemsford Village, Lemsford, Welwyn Garden City, England, AL8 7TR.

For privacy questions or requests, email info@dynamicbusinessleaders.co.uk. For a general Forum enquiry, use our contact page.

This notice covers the HR Insight Forum website and Forum roundtables. If you use another People Strategy Hub website, event or the Content Hub, the People Strategy Hub privacy notice may also apply.

What we collect

The information we use depends on how you interact with us. It may include:

• your name, job title, organisation, work email, business telephone number and LinkedIn profile;
• the roundtable or enquiry route you select, your message, invitation status, attendance and communication history;
• information used to assess relevance and curate a balanced room, including your professional responsibilities, sector and areas of interest;
• dietary, allergy, accessibility or other event requirements you choose to provide;
• marketing choices, feedback, survey responses and interactions with our communications;
• photographs, short video footage and any attributed quotation or case study for which permission has been agreed; and
• website and device data, such as IP address, browser, pages viewed, referral source, timestamps and cookie choices.

Where it comes from

Most information comes directly from you. We may also receive professional information from your employer or a colleague, a person who referred or nominated you, a roundtable or event partner, our service providers, or public professional sources such as company websites and LinkedIn.

Basic identity, role and business-contact information is needed if you want us to consider an invitation request, confirm a place or answer an enquiry. If you do not provide it, we may be unable to take that action. Other information is optional.

The Forum is intended for business professionals aged 18 and over. We do not knowingly collect information from children through our invitation and contact journeys.

How and why we use it

UK data protection law requires a lawful basis for each use of personal information. The bases we normally rely on are:

Invitation review

Forum places are personally reviewed. We may consider the relevance of your role and experience to the topic, the responsibilities you hold and the overall balance of the room. We do not use solely automated decision-making that produces legal or similarly significant effects.

Roundtables, partners and the room

Attendee information and roundtable partners

A Forum dinner may be convened with one or more named partners. Where it supports preparation and relevant professional networking, we may share limited attendee information—normally your name, job title and organisation—with confirmed guests, hosts or partners. We explain this before your place is confirmed.

If a specific dinner includes relevant partner follow-up, we will explain what will be shared and why. Business contact details are shared only where we have a valid lawful basis and have told you. You may object or opt out before the dinner or at any time by emailing us; doing so will not affect your place. A partner that receives information for its own follow-up is responsible for that later use under its own privacy notice.

Confidential discussion and attributed content

Forum discussions are designed to be candid and off the record. We may create anonymous or aggregated notes about themes from a dinner, but we do not publicly attribute a comment, quotation, case study or identifiable opinion to you without permission. We do not audio-record the discussion unless this is clearly explained in advance and an appropriate lawful basis is in place.

Photography and filming

Some dinners include general atmosphere photography or short video footage so we can document and promote the Forum. We normally rely on legitimate interests for proportionate event photography, provide notice before or at the event and make reasonable arrangements for anyone who objects. Tell the Forum team in advance or speak to the organiser on arrival if you do not want to appear. We seek additional permission where a person is the featured subject of an interview, testimonial or attributed recording.

Dietary and accessibility information

Dietary, allergy or accessibility details can reveal health, disability, religious belief or other special-category information. We use this only to support safe and suitable participation, with your explicit consent where required, and share only the minimum necessary with the venue, caterer or relevant event supplier.

Who we share it with

We share only what is reasonably needed with:

• venues, caterers, photographers, badge or guest-list suppliers and other contractors helping us deliver a dinner;
• named roundtable hosts or partners, confirmed attendees and facilitators where the arrangement has been explained and supports the dinner or agreed follow-up;
• providers of our website and forms, email, CRM, cloud storage, analytics, surveys and People Strategy Hub Content Hub;
• your employer, colleague or nominator where needed to administer an invitation requested on your behalf;
• professional advisers, insurers and auditors; and
• regulators, courts, law-enforcement bodies or other authorities where disclosure is required or permitted by law.

Service providers acting for us may use the information only under our instructions and contracts. We may also disclose information in connection with a sale, merger or reorganisation of the business, subject to appropriate confidentiality. We do not sell personal information.

International services and security

International processing

Some technology providers may process personal information outside the United Kingdom. Where a destination is not covered by UK adequacy regulations, we use an approved safeguard, such as the UK International Data Transfer Agreement or the UK Addendum to standard contractual clauses, together with appropriate transfer checks. Contact us if you would like more information about a relevant safeguard.

How we protect information

We use proportionate technical and organisational measures intended to protect personal information, including access controls, data minimisation, trusted service providers and contractual confidentiality. Access is limited to people who need the information for the purposes described in this notice. No online service can promise absolute security, but we review our arrangements and respond to suspected incidents.

How long we keep it

We keep information only for as long as it is needed for the purpose described, our relationship with you, legal and accounting requirements, or a possible dispute. Our normal approach is:

• an invitation request or general enquiry that does not lead to attendance or an ongoing relationship is reviewed and normally deleted or anonymised within two years of the last meaningful contact;
• confirmed attendance, contractual and material partnership records may be kept for up to six years after the relevant event or last transaction;
• dietary and accessibility details are removed when they are no longer needed after the dinner, normally within 30 days, unless they are relevant to an incident, legal claim or continuing arrangement;
• marketing records are reviewed periodically and removed when no longer relevant; a minimal suppression record may be retained so we continue to respect an opt-out;
• event photographs and video are reviewed at least every five years and removed when there is no longer a proportionate reason to keep them; and
• website analytics and cookie data follow the periods described in our cookie controls and provider settings. Squarespace analytics identifiers can last for up to two years, while cookie-choice records normally last for 30 days.

When a retention period ends, information is deleted or anonymised unless lawfully required for longer.

Your rights and choices

Depending on the circumstances, you may ask us to:

• give you access to the personal information we hold about you;
• correct information that is inaccurate or incomplete;
• delete information or restrict how it is used;
• provide certain information in a portable format;
• explain or object to processing based on legitimate interests; or
• stop processing based on consent by withdrawing that consent.

These rights can have legal limits. To make a request, email info@dynamicbusinessleaders.co.uk. We may need to confirm your identity and will normally respond within one month.

Please contact us first if you are concerned about how we use your information. You also have the right to complain to the UK Information Commissioner's Office through ico.org.uk or by calling 0303 123 1113.

We may send relevant business-to-business communications to professional contacts where permitted and where our legitimate interests are not overridden by individual rights. We use consent where electronic-marketing law requires it, identify ourselves and provide a clear opt-out in every marketing message.

Cookies and website data

Cookies and similar technologies help the site work, remember choices and show us how it is used. Squarespace processes website and form data for us and may collect browser, network, device, IP address, referral, page-view and interaction information.

• Essential cookies support security, site operation and saved privacy choices. They cannot always be switched off through the site.
• Analytics and performance cookies help us understand visits and improve the site. They are used only in line with the choice available through our cookie banner.
• Third-party media may receive technical and playback information if you choose to load a Vimeo film or another embedded service.

Use the site's Manage cookies control to accept, decline or change optional-cookie choices. You can also remove or block cookies through your browser. Blocking some essential technologies may affect how the site works.

You can read more in the Squarespace privacy policy and Vimeo privacy policy.