Privacy Policy

1. Who we are

World Health AI Ltd ("World Health AI", "we", "us") is a company registered in England and Wales. We organise conferences on the use of artificial intelligence in healthcare, and we run this website, worldhealth.ai, to promote them and to take registrations, bookings and enquiries.

We are the data controller for the personal information described in this policy. World Health AI is part of the World Nexus Group of event businesses; section 6 explains what that means for your data.

Questions about this policy or about your personal information can be sent to info@worldhealth.ai. Section 14 has the details.

2. The short version

We collect the details you give us when you register, book, download the brochure, get in touch, subscribe, sponsor or speak — typically your name, work email, organisation, job title and phone number, plus anything else you choose to tell us.
We use them to run our events, to take and confirm payments, to answer you, and to tell you about future events we think are relevant to your work. You can stop the marketing at any time.
Card payments are handled by Stripe. Your card details never reach our systems.
We share attendee details within our group of companies, and limited details (name, job title, organisation) with an event's sponsors and partners. You can object to the latter.
Speaker profiles — name, title, organisation, photo and biography — are published on the site.
We use trusted service providers to host our data, send our emails, process payments and measure site traffic. Some are based outside the UK; we put safeguards in place when that is the case.
You have rights over your data, including access and deletion, and you can complain to the Information Commissioner's Office.

3. What we collect, and why

Almost everything we hold about you comes directly from you, through one of the forms on this site. Here is what each one collects and what it is for.

When you register for an event

Our registration form asks for your first and last name, work email, organisation, job title and phone number, together with a short set of questions about your organisation type, the AI initiatives you are involved in and your timeline for evaluating new solutions. You can also add a message. If you are applying to speak, we ask for a headshot and a short biography as well.

We use this to consider and confirm your place, to plan the programme and the room, to send you joining details and a calendar invitation, and to contact you about the event before and after it. The questions about your organisation and initiatives help us shape the agenda and, in anonymised or aggregated form, describe the audience to prospective speakers and partners.

If you are registering a colleague, please make sure they know you are doing so and are happy for their details to be used in the ways described here.

When you buy a ticket

Paid bookings are taken through Stripe Checkout. We pass Stripe your name and email address, the ticket you have chosen and, for multi-ticket bookings, the names and emails of the attendees, so that the booking can be tied back to the right people. Your card number and other payment details are entered on Stripe's pages and are held by Stripe, not by us; we receive confirmation that payment succeeded, the amount, and a reference. We keep those records for accounting and tax purposes.

When you download the event brochure

We ask for your name, organisation, job title, work email and phone number before releasing the brochure. We record the download as an enquiry so we can follow up with you about the event, and we may contact you about it and about related events.

When you get in touch

The contact form collects your name, email and message, and optionally your phone number, organisation, job title and the type of enquiry. Requests for the agenda or an attendee list come through this form too. We use what you send us to reply to you and to deal with whatever you have asked for.

When you subscribe to updates

Subscribing asks for your email, and optionally your name, job title, phone number, any notes and which topics you are interested in. We use these to send you the updates you asked for and to tailor them. Every email we send includes a way to unsubscribe.

When you sponsor or exhibit

If your organisation sponsors an event, we invite a named contact to a private onboarding page. There we collect what your package entitles you to: your logo and company description, the details of any speaker you are fielding (name, job title, email, employer, headshot and biography), the names, job titles and emails of the delegates attending under your package, and any advert artwork. We use these to publish your sponsorship on the event page and marketing, to register your delegates and speaker as attendees, and to administer the sponsorship. Your logo may be adapted for dark or light backgrounds only if you have given us permission to do so on that page.

When you speak

Speakers' names, job titles, organisations, photographs and biographies are published on this website, in the event programme and in marketing for the event. That is the point of a speaker profile, and we will assume you are content with it unless you tell us otherwise. Speakers are also registered as attendees, so the section on registration applies to you as well.

At the event

We produce a delegate list and name badges from registration details. Our events are photographed and sometimes filmed, and the images may be used on this site, on social media and in future marketing. If you would rather not appear, tell us before the event, as our terms and conditions ask, and let a member of the team know on the day. If you tell us about access requirements when you register, we use that information only to make the arrangements you need.

After the event we may send you a short survey. Answering it is optional; your answers are linked to your registration so we can understand feedback in context.

When you visit the website

We use analytics tools to understand how the site is used — which pages are visited, roughly where visitors are located, and how they arrived. Section 9 describes these tools and how to limit them. Our hosting provider also keeps standard server logs, including IP addresses, for security and performance.

Information from elsewhere

As a business-to-business events company, we sometimes add to or check the professional details we hold using public business sources — an organisation's own website, a professional networking profile, or a published directory. We only do this for details that relate to your professional role, and only where the source makes them publicly available. You can ask us what we hold and where it came from at any time.

4. Our legal grounds

UK data protection law requires us to have a lawful basis for each use of your information. Ours are:

Performing a contract with you — processing a booking, taking payment, confirming your place, sending joining instructions, and administering a sponsorship agreement.
Our legitimate interests — running and improving our events, responding to enquiries, keeping the site secure, telling people in the healthcare and health technology sectors about events relevant to their work, sharing limited attendee details with an event's sponsors and partners, and keeping records of our dealings with you. Where we rely on this, we have weighed our interests against yours, and you can object at any time (see section 11).
Your consent — subscribing to our email updates, and any other case where we ask you specifically. You can withdraw consent whenever you like, and doing so does not affect anything we did while it stood.
Legal obligations — keeping financial and tax records, and responding to lawful requests.

5. Marketing, and how to stop it

If you have registered for, attended, enquired about or sponsored one of our events, or downloaded a brochure, we may email you about future World Health AI events and closely related events run within our group that we think are relevant to your role. We treat this as a legitimate interest in a professional, business-to-business context. If you subscribe to our updates, we send those on the basis of your consent.

Every marketing email has an unsubscribe link, and you can also email info@worldhealth.ai at any time and ask us to stop. We will act on that promptly. Stopping marketing does not stop the emails you need to actually attend an event you have booked — confirmations, joining details, changes to the programme — because those are part of delivering what you signed up for.

We do not sell personal information. We share it in the following ways, and no others.

Within our group

World Health AI is part of the World Nexus Group, which runs a family of sector events. Registrations and enquiries made on this site are also recorded in the group's central system, so that the same team can administer the event and so we can tell you about closely related events elsewhere in the group. The group uses your information only in the ways described in this policy.

Sponsors and event partners

Sponsors and partners support our events in return for the opportunity to meet the people attending. We may share attendees' names, job titles and organisations with an event's sponsors and partners for that purpose, and we may use job titles and organisations, without names, to describe the audience when we approach prospective partners. We do not hand out attendees' email addresses or phone numbers as part of this. If you would prefer that your details are not shared with sponsors and partners at all, tell us at info@worldhealth.ai and we will exclude you.

Published profiles

Speaker profiles and sponsor logos and descriptions are published on this website and in event materials, as described in section 3.

Service providers

We use a small number of specialist companies to run the site and our events. They act on our instructions, under contracts that require them to protect your information and use it only for the service they provide to us:

Supabase — hosts our database and the files uploaded through the site, such as speaker photographs and sponsor artwork.
Vercel — hosts the website and counts page visits (Vercel Web Analytics).
Stripe — processes card payments. Stripe is an independent controller of the payment details you enter on its pages; its own privacy policy applies to those.
Resend — delivers the emails we send you, such as confirmations, calendar invitations, reminders and updates.
Google Analytics — measures how the website is used. See section 9.

When the law requires it

We will disclose information where we are legally obliged to, to establish or defend legal claims, or to protect the safety of people at our events. If our business, or part of it, is sold or reorganised, personal information may transfer to the new owner, who will be bound by this policy until they publish their own.

7. Where it is stored

Our own team is based in the United Kingdom. Some of the service providers listed in section 6 are headquartered in, or hold data in, the United States or elsewhere outside the UK. When your information is transferred outside the UK we make sure there is a lawful basis and appropriate safeguards for the transfer — an adequacy decision covering the destination, the UK's International Data Transfer Agreement or Addendum, or the provider's certification under the UK Extension to the EU–US Data Privacy Framework. You can ask us for more detail on the safeguards that apply to a particular provider.

8. How long we keep it

We keep personal information for as long as we need it for the purposes above, then delete or anonymise it. In practice that means:

Event registrations, bookings and attendance — for the life of the event and for three years afterwards, so that we can invite you to future editions and answer any queries about the one you attended. If you keep engaging with us, the period runs from your most recent contact.
Payment and invoicing records — six years after the end of the financial year they relate to, as UK tax law requires.
Enquiries and brochure downloads — two years from your last contact with us.
Email subscriptions — until you unsubscribe, after which we keep only what is needed to make sure we do not email you again.
Sponsorship materials and speaker profiles — for the term of the sponsorship or speaking engagement and for six years afterwards, so the record of the agreement is complete; published profiles are removed on request once the event has passed.
Event photography and film — for as long as it remains in use in our materials.

If you ask us to delete your information (section 11), we will do so unless we need to keep it for one of the legal or contractual reasons above, in which case we will tell you.

9. Cookies and analytics

This site is deliberately light on cookies. We do not use advertising cookies or sell data to advertising networks. What we do use:

Google Analytics sets cookies (named _ga and _ga_*) that assign your browser a random identifier so repeat visits can be recognised, and sends page-view and usage data to Google. We use the reports to see which pages and events attract interest. Google's own policy describes how it handles this data. It only runs if you accept cookies in the banner shown on your first visit; if you reject them, or don't choose, nothing is sent to Google. You can change your mind at any time with Cookie settings at the bottom of every page, and we ask again after a year.
Vercel Web Analytics, from our hosting provider, counts page visits without cookies. It records which pages are viewed, the site you came from, and your browser, device type and country, and does not identify individual visitors.
Strictly necessary storage — the site may use your browser's local storage to remember things like a form you were part-way through, and your cookie choice. This never leaves your device.

You can change your choice at any time with Cookie settings at the bottom of every page, and block or delete cookies through your browser settings; the site works without them. To opt out of Google Analytics across all websites, Google provides a browser add-on (opens in a new tab).

10. Keeping it secure

Personal information is stored with providers that maintain recognised security certifications, is transmitted over encrypted connections, and is accessible only to the members of our team who need it, behind authentication. Uploaded files that are meant to be public, such as speaker photographs, are served publicly; everything else is not. No system is perfectly secure, and we cannot guarantee that yours will never be affected, but if we discover a breach that puts your rights at risk we will tell you and the regulator as the law requires.

11. Your rights

Under UK data protection law you can ask us to:

Tell you what we hold about you and give you a copy, along with where it came from and who we have shared it with.
Correct anything that is inaccurate or incomplete.
Delete your information, where we no longer have a good reason to keep it.
Restrict what we do with it while a question about it is resolved.
Give you the information you provided in a structured, machine-readable form, or send it to another organisation, where we process it under contract or consent.
Stop — object to processing based on our legitimate interests, including sharing with sponsors and partners; and object to direct marketing, which we will always honour without needing a reason.
Withdraw consent for anything we do on that basis.

To exercise any of these, email info@worldhealth.ai. We do not charge for handling requests, and we will respond within one month; if a request is complex we may take longer, and we will tell you if so. We may need to confirm your identity before we act, to make sure we are not releasing information to the wrong person.

If you are unhappy with how we have handled your information, we would ask you to raise it with us first so we can put it right. You also have the right to complain to the UK regulator, the Information Commissioner's Office, at ico.org.uk (opens in a new tab) or on 0303 123 1113. If you are outside the UK, you may be able to complain to your local data protection authority instead.

12. Children

Our events and this website are for professionals, and are not directed at anyone under 18. We do not knowingly collect information from children; if you believe we have, contact us and we will remove it.

13. Changes to this policy

We will update this policy when our practices change or the law requires it, and we will change the date at the top when we do. If a change materially affects how we use information we already hold about you, we will tell you directly.

14. How to contact us

For anything to do with your personal information — a question, a request under section 11, or a concern — email info@worldhealth.ai. Please put "Privacy" in the subject line so it reaches the right person quickly. Our postal address is available on request.

Our terms and conditions cover the contractual side of attending an event and should be read alongside this policy.