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PRIVACY POLICY

Last update: August 2026

Introduction

Chivas Brothers International Limited ("Company", "we", "our", "us") respects your right to privacy when you use our Event Concierge Platform (including our websites, mobile applications, registration forms, and any digital communications – together the "Platform") and communicate electronically with us.

This privacy policy (the "Privacy Policy") applies to the following persons ("you"):

  • All event attendees using our Platform
  • Participants registering for events
  • Recipients of event-related communications
  • Users accessing personalized itineraries
  • Emergency contacts listed by attendees

The purpose of this Privacy Policy is to inform you how Chivas Brothers International Limited collects, stores and uses the personal data collected from you.

This Privacy Policy may be updated at any time as a result of, among others, legal, technical or commercial changes. We will notify you, by appropriate means, of any substantive change in this Privacy Policy. You are also invited to regularly read this Privacy Policy to make sure you are aware of the latest version.

1. WHO IS THE DATA CONTROLLER FOR THE PROCESSING OF YOUR PERSONAL DATA?

Chivas Brothers International Limited, a corporation duly organized under the laws of England and Wales, with its registered address at Building 7 Chiswick Park, 566 Chiswick High Road, London, United Kingdom, W4 5YG ("Company" or "we", "our", "us") acts as the "data controller" for the processing of your personal data (i.e. it is the entity that determines "why" and "how" your personal data are used).

Please note that we may process personal data on behalf of event organizers who use our Platform. In such cases, the event organizer may be a joint data controller for certain processing activities.

2. WHAT PERSONAL DATA DO WE COLLECT ABOUT YOU AND HOW?

"Personal data" refers to any information that may identify you directly (e.g., your name) or indirectly (e.g., your phone number, email address, or unique identifier).

We collect personal data directly from you when you register for events, create accounts, update your profile, or interact with our Platform features.

Depending on the purposes of collection, personal data collected includes:

Basic Information

  • Name, gender, and contact details (postal address, email address, phone numbers)
  • Guest type/category for the event
  • Business contact details (where applicable)

Travel & Accommodation

  • Accommodation requirements and preferences
  • Transfer requirements (including accessibility needs)

Personal Requirements

  • Dietary requirements and restrictions
  • Medical requirements and conditions requiring special attention
  • Accessibility requirements
  • Merchandise sizes (shirt, jacket, hat)

Emergency Information

  • Emergency contact details (name, relationship, phone, email)

Technical Data

  • IP address
  • Location data (when accessing itineraries)
  • Platform usage data
  • Session information and access logs

Communication Preferences

  • Preferred communication channels (email, WhatsApp, SMS)
  • Opt-in/opt-out preferences

The personal data collected is necessary to achieve the purposes described in Section 3 below. If you do not provide the personal data we request, it may prevent us from providing you with event services and personalized itineraries.

3. FOR WHAT PURPOSES AND ON WHAT LEGAL BASIS ARE PERSONAL DATA PROCESSED?

We collect and process personal data that are relevant, adequate, not excessive and strictly necessary for the purposes pursued.

  • Event Registration & Access Management

    Process your registration for events, verify your identity, and manage access to itinerary venues.

    Legal basis: Performance of a contract (Terms & Conditions).

  • Personalized Itinerary Services

    Create and manage your personalized event schedule based on your assigned group, provide activity details, and send updates.

    Legal basis: Performance of a contract.

  • Health & Safety Management

    Ensure proper accommodation of dietary, medical, and accessibility requirements; manage emergency situations.

    Legal basis: Legal obligations and vital interests in emergencies.

  • Communication Services

    Send event notifications, activity updates, and important announcements via your preferred channels (email/WhatsApp).

    Legal basis: Performance of a contract for service communications; Consent for marketing communications.

  • Event Logistics

    Coordinate travel arrangements, accommodation bookings, transfers, and merchandise distribution.

    Legal basis: Performance of a contract.

  • Customer Support

    Handle inquiries, feedback, and requests related to your event participation.

    Legal basis: Legitimate interest to provide quality support.

  • Platform Security

    Maintain safety and security of the Platform, prevent fraudulent access, manage magic link authentication.

    Legal basis: Legitimate interest to provide secure services.

  • Analytics & Improvement

    Analyze Platform usage, improve user experience, and optimize event operations.

    Legal basis: Legitimate interest to improve services.

  • Legal Compliance

    Respond to legal requests, defend our rights, and manage disputes.

    Legal basis: Legal obligations and legitimate interest to protect our rights.

  • Group Management

    Assign attendees to appropriate groups based on guest type and requirements.

    Legal basis: Performance of a contract.

4. TO WHOM DO WE DISCLOSE YOUR PERSONAL DATA AND WHY?

To Internal Authorised Employees

We will communicate your data to our employees who need to process your personal data for the purposes specified in Section 3 of this Privacy Policy, in particular to our event operations, customer support, accounting and technical teams. Your personal data can also be processed by employees from Chivas Brothers International Limited's affiliates where they provide support services (IT, administrative, operational support) as processor of Chivas Brothers International Limited.

To Service Providers

  • For event management and communication purposes: We will share your data with our event service providers including venue partners, hospitality providers, transport companies, and communication agencies to help us deliver event experiences, manage registrations, coordinate logistics, as well as send event-related communications and analyze event effectiveness.
  • For IT support purposes: We will share your data with our IT support service providers (for hosting, maintenance and technical support services) to help us for the internal operations of our Platform and to assist us with administering the various features, programs and services available on it.
  • For communication delivery: We will share your data with our messaging service providers solely to deliver event notifications and updates according to your preferences.

To Partners

For event programs: When we operate events on behalf of or in partnership with event organizers, corporate clients, or other reputable third parties, we may share your personal data with our partner or event organizer. Your personal data shared with event organizers is necessary for the delivery of the event experience you registered for. We will inform you at the time of registration which organization is hosting the event.

To Other Third Parties

  • For litigation and safety purposes: We may also disclose your personal data to authorities and/or external counsels if we are required to do so by law, or if in our good faith judgment, such action is reasonably necessary to comply with legal processes, to respond to any claims, or to protect the security or rights of Chivas Brothers International Limited, event participants, or the public.
  • In the event of a merger or acquisition: If Chivas Brothers International Limited or part of our business is acquired by another company, or in the event that we were to sell or dispose of all or a part of our business, the acquirer may have access to the information maintained by that business, which could include personal data, subject to applicable law. Similarly, personal data may be transferred as part of a corporate reorganization, insolvency proceeding, or other similar event, if permitted by and done in accordance with applicable law. If applicable, the acquirer who will act as the new data controller will process your personal data in the conditions provided in the acquirer's privacy policy.

5. IS YOUR DATA SENT TO RECIPIENTS OUTSIDE THE UK OR EUROPEAN UNION?

Chivas Brothers International Limited operates globally to support international events, and your personal data may be transferred to countries outside the United Kingdom, the European Economic Area, and the European Union, where our affiliates and third parties operate. Such transfers will only take place if permitted and in compliance with applicable laws.

For these transfers, Chivas Brothers International Limited takes appropriate measures to ensure the security of personal data both during transit and at the receiving location. We ensure that either: The country to which the data is transferred has been deemed to provide an adequate level of protection by the relevant regulatory authority (such as the European Commission for EU data or the UK government for UK data); or Appropriate safeguards are in place, such as the Standard Contractual Clauses approved by the European Commission or the International Data Transfer Agreement (IDTA) or Addendum approved by the UK government, or where applicable, Binding Corporate Rules.

You may obtain a copy of these safeguards at any time by contacting Chivas Brothers International Limited at the email address specified in section 10 of this Privacy Policy.

Our main service providers for the operation of our Platform are based in the United States. The transfers of personal data to these service providers are implemented in accordance with applicable laws and rely on standard contractual clauses as set out by the European Commission. Such service providers are also bound by a contract that ensures a high standard of privacy protection and requires (amongst other provisions) that they act only on Chivas Brothers International Limited's instructions and implement technical measures necessary on an ongoing basis to keep your Personal Data secure.

For these transfers, we ensure appropriate safeguards:

  • Standard Contractual Clauses approved by relevant authorities
  • Adequacy decisions where applicable
  • Technical and organizational security measures

You may request information about these safeguards by contacting us at the address in Section 10.

6. HOW LONG DO WE KEEP YOUR PERSONAL DATA?

We retain your personal data for different periods depending on the purpose:

  • Event registration, Itinerary and activity data: Duration of the event + 1 month, or when you request deletion
  • Communication preferences: Duration of the event + 1 month, or when you unsubscribe or request deletion
  • Emergency contact information: Duration of the event only
  • Health/dietary/accessibility requirements: Duration of the event + 1 month
  • Technical logs: 1 year

7. HOW DO WE SECURE YOUR PERSONAL DATA?

Pernod Ricard takes all necessary technical and organizational measures to protect the confidentiality and security of your personal data collected via our Digital Media. These efforts include but are not necessarily limited to: (i) storing your personal data in secure operating environments to which the public does not have access, but only authorized Pernod Ricard employees, and our agents and contractors; and, (ii) verifying the identities of registered users before they can access the personal data we maintain about them.

Our Digital Media may link up users to other websites of third parties and/or affiliates or subsidiaries of Pernod Ricard, through hyperlinks; this is a service available to you as a user of the site. Such links do not constitute an endorsement by Pernod Ricard of the linked sites, their content, including products, advertising or any other materials featured on them. Pernod Ricard has no control over these linked sites and cannot be held responsible or liable for their content, including products, advertising or any other materials featured on them, or any purchase you may choose to make on these linked sites.

8. WHAT ARE YOUR RIGHTS REGARDING YOUR PERSONAL DATA?

You have the following rights:

  • Access: Obtain a copy of your personal data we hold
  • Rectification: Correct inaccurate or incomplete data
  • Erasure: Request deletion of your data (subject to legal obligations)
  • Restriction: Limit processing in specific circumstances
  • Data Portability: Receive your data in a machine-readable format
  • Object: Object to processing based on legitimate interests or for direct marketing
  • Withdraw Consent: Where processing is based on consent, withdraw it at any time

To exercise these rights, contact us at: ukconsumerfeedback@pernod-ricard.com

You may also lodge a complaint with the supervisory authority:

  • UK: Information Commissioner's Office (www.ico.org.uk)
  • Your local data protection authority if outside the UK

9. HOW CAN YOU CONTACT US?

If you have any questions, complaints, or comments regarding this Privacy Policy or our information collection practices, please contact us by writing to: Chivas Brothers International Limited, Data Privacy Champion, Chivas Brothers International Limited, Building 7 Chiswick Park, 566 Chiswick High Road, London, W4 5YG.

Or by sending an email to: ukconsumerfeedback@pernod-ricard.com.

Pernod Ricard also has a appointed a Global Data Protection Officer that you can reach at group.dpo@pernod-ricard.com.