1. INTRODUCTION

Farmers Guardian Limited, Lamma Ltd and all companies within its Groups (which means all of our subsidiaries, our holding companies and its subsidiaries as defined in section 1159 of the Companies Act 2006) (“Farmers Guardian” or “We”) are committed to protecting and respecting your privacy.

This policy (together with our terms of use and any other documents referred to on it) sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us. Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it.

This policy applies to our websites and to our event networking mobile application (“the app”), which is available on the App Store and Google Play. The app is a companion to our events: you register for an event through our registration platform, and the app then provisions your access using that registration. Where the app does something different from our websites, we say so.

For the purpose of the Data Protection Act 2018 (“the Act”), the data controller is Farmers Guardian Limited (company number 07931451) of Unit 4, Caxton Road, Preston, PR2 9NZ.

Our nominated representative for the purpose of the Act is Emma Scheck.

2. INFORMATION WE MAY COLLECT FROM YOU

We may collect and process the following data about you:

• Information that you provide by filling in forms on our sites, and which may be amended from time to time (“our sites”). This includes information provided at the time of registering to use our site, subscribing to our service, posting material or requesting further services. We may also ask you for information when you report a problem with our site.

• If you contact us, we may keep a record of that correspondence.

• We may also ask you to complete surveys that we use for research purposes, although you do not have to respond to them.

• Details of transactions you carry out through our site and of the fulfilment of your orders.

• Details of your visits to our site including, but not limited to, traffic data, location data, weblogs and other communication data, whether this is required for our own billing purposes or otherwise and the resources that you access.

Information we collect through the event app. Where you use the app, we also hold your event registration record so the app knows who you are, together with information you create or submit within the app. Depending on the features you use, this may include:

• the notes you write, and any audio you record using the app’s notetaking feature, together with the transcripts and summaries generated from that audio;

• your spoken responses if you take part in an AI-assisted interview;

• the questions you put to the app’s assistant or concierge;

• the messages you exchange with other participants, and the connection requests you send or receive;

• device information, including device and app identifiers and a push notification token if you allow notifications, and app usage and crash diagnostics.

How this information is processed, including the third-party AI services involved, is described in paragraph 7.

3. IP ADDRESSES

We may collect information about your computer, including where available your IP address, operating system and browser type, for system administration and to report aggregate information to our advertisers. This is statistical data about our users’ browsing actions and patterns, and does not identify any individual.

4. COOKIES

For the same reason, we may obtain information about your general internet usage by using a cookie file which is stored on your browser or the hard drive of your computer. Cookies contain information that is transferred to your computer’s hard drive. They help us to improve our site and to deliver a better and more personalised service. Some of the cookies we use are essential for the site to operate. For detailed information on the cookies we use and the purposes for which we use them see our Cookies Policy for more information.

5. WHERE WE STORE YOUR PERSONAL DATA

The data that we collect from you may be transferred to, and stored at, a destination outside the UK or the European Economic Area (“EEA”). It may also be processed by staff operating outside the UK or the EEA working for us or for one of our suppliers. Such staff may be engaged in, among other things, the fulfilment of your order, the processing of your payment details and the provision of support services. By submitting your personal data, you agree to this transfer, storing or processing. We will take all steps reasonably necessary to ensure that your data is treated securely, in accordance with your rights and in accordance with this privacy policy.

Where personal data is transferred outside the UK or the EEA to a supplier, including the AI service providers named in paragraph 7, we rely on the UK International Data Transfer Addendum or the

European Commission’s Standard Contractual Clauses, and we require the same protections from any sub-processor.

All information you provide to us is stored on our secure servers. Any payment transactions will be encrypted. Where we have given you (or where you have chosen) a password which enables you to access certain parts of our site, you are responsible for keeping this password confidential. We ask you not to share a password with anyone.

Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our site; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.

6. USES MADE OF THE INFORMATION

We use information held about you in the following ways:

• To ensure that content from our site is presented in the most effective manner for you and for your computer. To administer our site or subscription services and for internal operations, including troubleshooting, data analysis, testing, research, statistical and survey purposes

• To provide you with information, products or services that you request from us or which we believe may interest you based on the data you give us or your preferences, or where you have consented to be contacted for such purposes, such as a whitepaper or an invitation to an event.

• To carry out our obligations arising from any contracts entered into between you and us.

• To allow you to participate in interactive features of our service, when you choose to do so.

• To notify you about changes to our service, your subscription or our contract with you.

• To provide the event app and its features, including transcribing and summarising what you record, answering questions you put to the app’s assistant, suggesting sessions and people to meet, and enabling you to message and connect with other participants. These features are described in paragraphs 7 and 8.

We may also use your data to provide you with information about goods and services which may be of interest to you. We may do this using the lawful basis of Legitimate Interests.

If you do not want us to use your data in this way, or to pass your details on to third parties for marketing purposes, please contact Emma Scheck using the details set out in paragraph 16 below. Please note, if you request a whitepaper prepared by, or an invitation to an event, hosted by a third party, we will pass your details to that third party to fulfil your request.

7. ARTIFICIAL INTELLIGENCE IN OUR EVENT APP

Our event app uses artificial intelligence to provide features such as transcription, summarisation, assistance and personalised recommendations. To deliver these features, the app sends certain data to third-party AI services.

We ask you before the first time. Where an app feature would send your data to a third-party AI service, we ask for your permission the first time you use that feature and tell you what will be sent and to whom. You can decline, and declining does not affect your use of the rest of the app. Our lawful basis for this processing is your consent, which you can withdraw at any time.

The AI services used by the app, and the data sent to each, are set out below.

Feature	What is sent	Who it goes to	Why
Notetaking – transcription	The audio you record	ElevenLabs	To turn speech into text
Notetaking – summaries	The transcript, your typed notes, and the meeting title, date and participants	Amazon Web Services (Bedrock)	To produce a summary and suggested action items
AI-assisted interview	Your spoken responses, and the interview script	ElevenLabs	To conduct the interview and produce a transcript
Assistant / concierge	Your question, your name and job title, your registration answers, and event information such as the agenda and exhibitor list	Amazon Web Services (Bedrock)	To answer your question
Recommendations	Your profile, your stated interests, the sessions you have attended and your connection activity	Amazon Web Services (Bedrock)	To suggest sessions and people to meet
Message screening	The message you send	Amazon Web Services (Bedrock)	To check for abusive or objectionable content before delivery

Where these services run. Some AI services are operated within the app provider’s own cloud environment rather than by a separate company. Where that is the case, which applies to the Amazon Web Services features listed above, your data is processed inside that environment under the app provider’s own configuration and is not transferred to a further organisation.

What is not sent. Each AI service receives only what the relevant feature needs. Unrelated information held in your account is not passed on simply because it is available.

Training. The AI services listed above do not use this content to train or improve their models.

Protection. These AI services process your data under a data processing agreement and on our instructions only, and are required to provide protections equal to or greater than those described in this policy. The ElevenLabs data processing agreement is published at elevenlabs.io/dpa. Transfers outside the UK and the EEA are covered by the safeguards described in paragraph 5.

Retention. Content you create in the app is kept as described in paragraph 11. For the AI-assisted interview, the service is configured so that conversation content is not logged or stored by ElevenLabs at all. For other features, content sent to an AI service is deleted from that service once it has been processed.

No automated decisions. These features make suggestions only. They do not decide anything about you, and no decision producing legal effects concerning you, or similarly significantly affecting you, is made solely by automated means.

Age. The app is intended for a professional trade audience and requires you to be at least 18 years old, in line with the app’s own terms of use.

8. MESSAGES, MODERATION AND YOUR DATA IN OUR EVENT APP

Messages sent between participants through the app are checked automatically before they are delivered, and a message found to contain abusive or objectionable content is blocked. This check uses the automated screening service listed in paragraph 7. Messages are not read by our staff as a matter of course.

You can report any profile or message, and you can block another participant, from within the app. Blocking removes that person’s content from your view immediately and stops them contacting you. Reports of objectionable content are reviewed within 24 hours, and where a report is upheld the content is removed and the participant responsible is removed from the app.

Your account and deleting your data

The app is a companion to our events and does not create accounts. You register for an event through our registration platform, and the app then provisions your access using that registration record. Because the app does not offer account creation, it does not offer in-app account deletion.

You can delete recordings, transcripts and notes you have created in the app at any time from within the app.

To request deletion of your registration account and the personal information associated with it, email Emma Scheck using the details in paragraph 16, from the email address you registered with. We will verify your identity and action the request in accordance with applicable data protection law.

When we delete your account we delete your profile, the content you created in the app, and your messages. We may retain a limited record where we are required to by law, or where it is needed to prevent fraud, resolve disputes, or enforce our legal terms.

9. HOW WE PROTECT YOUR DATA

We have put in place security procedures and technical and organisational measures to safeguard your personal information. Access to all internal data servers is limited to the specialist data protection personnel and is controlled via active directory authentication using defined policies to control password expiry and renewal.

10. DISCLOSURE OF YOUR INFORMATION

We may disclose your personal information to any member of our Group. We may also disclose your personal information to third parties under the following circumstances:

• business partners, suppliers and sub-contractors for the performance of any contract we enter into with you including in relation to the supply of information or invitations to events;

• business partners and suppliers where you have agreed to this;

• the provider of our event networking app, and the AI service providers named in paragraph 7, for the purpose of operating the app and its features;

• in the event that we sell or buy any business or assets, in which case we may disclose your personal data to the prospective seller or buyer of such business or assets.

• if Farmers Guardian or substantially all of its assets are acquired by a third party, in which case personal data held by it about its customers will be one of the transferred assets.

• if we are under a duty to disclose or share your personal data in order to comply with any legal obligation, or in order to enforce or apply our rights, to view our terms and conditions of use and other agreements; or to protect the rights, property, or safety of Farmers Guardian, our customers, or others. This includes exchanging information with other companies and organisations for the purposes of fraud protection and credit risk reduction.

11. HOW LONG WE WILL KEEP YOUR DATA

We will keep your data all the time you have a current subscription or contract with us. Across our other brands, we may keep data you provide us for 5 years.

Audio recordings, transcripts, notes and summaries created through the event app are kept for the period agreed with the app provider for the relevant event, and in any case no longer than 12 months after the event, after which they are deleted.

12. YOUR RIGHTS

You have the right to ask us not to process your personal data for marketing purposes. We will usually inform you (before collecting your data) if we intend to use your data for such purposes or if we intend to disclose your information to any third party for such purposes. You can exercise your right to prevent such processing by ticking certain boxes on the forms we use at the time we collect your data or at any other time.

You also have the right to:

• request access to, deletion of or correction of, your personal data

• restrict or object to processing your personal data

• withdraw your consent where the processing was based on that consent, but note that this does not affect any processing not based on your consent

• request we transfer your personal data to another person

• complain to our nominated representative in which case we will follow our internal complaints procedure

In each case described above, please contact Emma Scheck using the details set out in paragraph 14 below.

You can also complain to the Information Commissioner’s Office or other relevant supervisory authority.

13. EXTERNAL LINKS

Our site may, from time to time, contain links to and from the websites of our partner networks, advertisers and affiliates. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data to these websites.

14. ACCESS TO INFORMATION

You have the right to request a copy of the information that we hold about you. If you would like a copy of some or all of your personal information, please contact Emma Scheck either by email or by post to her at Unit 4, Caxton Road, Preston, PR2 9NZ.

We want to ensure that your personal information is accurate and up to date. If any of the information that you have provided to us changes, for example if you change your email address or name, please let us know the correct details by writing to Emma Scheck as above. You may ask us, or we may ask you, to correct information you or we think is inaccurate, and you may also ask us to remove information which is inaccurate.

15. CHANGES TO OUR PRIVACY POLICY

Any changes we may make to our privacy policy in the future will be posted on this page and, where appropriate, notified to you by email.

16. HOW TO CONTACT US

Questions, comments and requests regarding this privacy policy are welcomed and should be addressed to Emma Scheck by email or by post to her at Unit 4, Caxton Road, Preston, PR2 9NZ.