BIGGA Turf Management Exhibition (BTME) Privacy Statement

Updated 11 August 2026.

The British and International Golf Greenkeepers Association Limited ("BIGGA", "we", "us" or "our") is committed to protecting your personal data and respecting your privacy.

This Privacy Notice explains how we collect, use, store and share your personal information when you register for and attend the BIGGA Turf Management Exhibition (BTME), the Continue to Learn education programme, and any related event activities.

Who We Are

The data controller for BTME is:

The British and International Golf Greenkeepers Association Limited (BIGGA)
Coxwold House
Easingwold Business Park
Stillington Road
Easingwold
York
YO61 3FB

For all data protection and privacy enquiries, please contact:

Email: [email protected]

BIGGA has appointed a Data Protection Lead to oversee compliance with data protection legislation.

Personal Information We Collect

We may collect the following information when you register for BTME, Continue to Learn, or associated activities:

• Name
• Email address
• Postal address
• Mobile telephone number
• Preferred pronouns
• Job title
• Employer
• Company name
• Whether you are a BIGGA member
• BIGGA membership number
• BIGGA region

Where you attend educational sessions that include catering, we may also collect:

• Dietary requirements

We do not routinely collect health information, religious information, emergency contacts, or accessibility-related information through the registration process.

How We Collect Your Information

We collect information through:

• Paper registration forms completed by attendees
• Telephone registrations completed by BIGGA staff
• Eventbrite
• Jonas Event Technology (JET) registration systems
• Event networking platforms
• Post-event surveys
• Direct communications with attendees

Why We Process Your Information

We use your information to:

Event Administration

• Process registrations
• Issue tickets, passes and badges
• Manage event attendance
• Provide joining instructions and event updates
• Operate event safety and security procedures

Educational Activities

• Administer Continue to Learn bookings
• Manage catering requirements where applicable

Event Operations

• Produce attendance reports and statistics
• Analyse participation and engagement
• Improve future events and services
• Conduct post-event surveys and feedback activities

Marketing Communications

Where permitted by law and your communication preferences, we may use your information to:

• Promote future BTME events
• Promote BIGGA educational programmes
• Promote BIGGA membership opportunities
• Send information about products, services and events relevant to the sports turf industry

You can opt out of marketing communications at any time using the unsubscribe mechanism provided or by contacting BIGGA.

Our Lawful Bases for Processing

Under UK GDPR, BIGGA relies on the following lawful bases:

Contract

Processing necessary to administer your registration, attendance and participation in BTME and associated activities.

Legitimate Interests

Processing necessary for:

• Event management
• Reporting and analytics
• Business administration
• Improving our services
• Maintaining engagement with BIGGA members and industry stakeholders

We ensure our legitimate interests do not override your rights and freedoms.

Consent

We rely on consent where required, including:

• Certain electronic marketing communications
• Collection of dietary requirements
• Optional marketing subscriptions for non-members

You may withdraw consent at any time.

Marketing Communications

BIGGA Members

BIGGA members may receive information about BTME, BIGGA activities and related services. Every marketing communication includes an opportunity to unsubscribe.

Non-Members

Non-members are not automatically added to marketing databases.

Where marketing communications are offered during registration, consent is requested using an unticked opt-in mechanism and registration is not conditional upon providing consent.

BIGGA may communicate via:

• Email
• SMS
• Telephone
• WhatsApp

All electronic marketing is managed in accordance with applicable data protection and electronic communications legislation.

Badge Scanning and Exhibitor Lead Retrieval

All attendees receive a badge containing a unique barcode.

Some exhibitors may use lead retrieval software provided through the event platform to collect contact details from attendees.

If you choose to allow an exhibitor to scan your badge:

• The information provided during registration may be shared with that exhibitor.
• The exhibitor may receive details including your registration information.
• You are under no obligation to have your badge scanned.
• Presenting your badge for scanning is entirely voluntary.

By choosing to allow your badge to be scanned, you are voluntarily sharing your details with that exhibitor. This is treated as an attendee-initiated disclosure and is similar to handing over a business card.

Once your information has been shared through a badge scan, the exhibitor becomes independently responsible for its use of your personal information. Exhibitors who collect personal information through badge scanning or lead retrieval operate as independent controllers of that information and are responsible for compliance with applicable data protection legislation and their own privacy practices.

Networking Platform and Attendee Directory

BTME may provide networking functionality through the Engagefully event application provided by RD Mobile (Results Direct).

Attendees may choose to create or enhance a profile within the application and participate in networking features, including attendee directories, messaging and other event engagement tools.

Profile information may be visible to other attendees where networking features are enabled. Attendees can choose whether to appear in attendee directories and may control certain information displayed within their profile. Email addresses are hidden from other users by default.

BIGGA may access attendee information within the platform for event administration, reporting and analytics purposes.

Photography and Video Recording

Photography, filming and audio recording may take place throughout BTME and associated events.

Images and recordings may be used by BIGGA for:

• Promotional materials
• Publications
• Websites
• Social media channels
• Event marketing
• Historical and archival purposes

By attending BTME, you acknowledge that photography and filming may occur in public areas of the event.

Individuals who have concerns regarding photography should contact event organisers at the venue.

BIGGA may retain photographs, video recordings and other event media indefinitely as part of the Association's historical archive and to promote BIGGA's activities, events, services and the sports turf profession over time.

Sharing Your Information

We may share personal information with trusted service providers who assist us in delivering the event, including:

• Jonas Event Technology (JET)
• Eventbrite
• SurveyMonkey
• RD Mobile / Results Direct (Engagefully event application)
• Technology and hosting providers
• Professional advisers where required

We do not provide attendees' personal information to exhibitors or sponsors directly. However, information may be provided directly to exhibitors where an attendee voluntarily participates in exhibitor lead retrieval or badge scanning activities. Exhibitors receiving personal information in this way process that information as independent controllers and are responsible for their own handling of personal information and compliance with applicable data protection legislation.

We may share aggregated or anonymised attendance statistics with exhibitors, sponsors and event partners.

International Transfers

Registration data processed through Jonas Event Technology (JET) is hosted and processed within the United Kingdom.

Some other service providers used in connection with BTME may process personal information outside the United Kingdom. Where personal data is transferred internationally, BIGGA and its suppliers will ensure that appropriate safeguards are applied in accordance with UK GDPR, including recognised transfer mechanisms where required.

Attendees should also review the privacy notices of third-party providers used during registration, networking and survey activities.

How Long We Keep Information

BIGGA retains information only for as long as necessary for the purposes set out in this notice.

Current retention periods include:

Information	Retention
Paper registration forms	Up to 6 months after the event, then securely shredded
Event app/networking platform data	No longer than 12 months after the event
Marketing database records	Up to 12 months, subject to communication preferences
Event photographs and videos	Retained indefinitely as part of BIGGA's historical archive and promotion of the association's activities
Survey responses	Retained in accordance with operational requirements and supplier retention practices
Registration and lead retrieval records	Retained for 18 months after the event, after which records will be securely deleted or anonymised unless required for legal, regulatory or operational purposes.

Your Rights

Under UK data protection law, you have the right to:

• Be informed about how your information is used
• Access your personal information
• Request correction of inaccurate information
• Request erasure of personal information in certain circumstances
• Restrict processing
• Object to processing
• Withdraw consent where consent is relied upon
• Request data portability where applicable

Requests can be made by contacting:

[email protected]

Complaints

If you are unhappy with how BIGGA processes your information, please contact us first so we can investigate your concerns.

You also have the right to lodge a complaint with the Information Commissioner's Office (ICO):

https://ico.org.uk