Legal

Privacy policy

Last updated: 16 October 2026

This Privacy Notice for INDEZ Ltd (doing business as Ecommerce Scotland) ('we', 'us', or 'our'), describes how and why we might access, collect, store, use, and/or share ('process') your personal information when you use our services ('Services'), including when you:

  • Visit our website at https://www.ecommercescotland.com or any website of ours that links to this Privacy Notice
  • Use Ecommerce Scotland Conference. Book tickets for, and attend, the Ecommerce Scotland conference at the IMAX, Glasgow Science Centre, and sign up for event news.
  • Engage with us in other related ways, including any marketing or events

Questions or concerns? Reading this Privacy Notice will help you understand your privacy rights and choices. We are responsible for making decisions about how your personal information is processed. If you do not agree with our policies and practices, please do not use our Services. If you still have any questions or concerns, please contact us at info@ecommercescotland.com.

Summary of key points

This summary provides key points from our Privacy Notice, but you can find out more details about any of these topics by clicking the link following each key point or by using our table of contents below to find the section you are looking for.

What personal information do we process? When you visit, use, or navigate our Services, we may process personal information depending on how you interact with us and the Services, the choices you make, and the products and features you use. Learn more about personal information you disclose to us.

Do we process any sensitive personal information? Some of the information may be considered 'special' or 'sensitive' in certain jurisdictions, for example your racial or ethnic origins, sexual orientation, and religious beliefs. We may process sensitive personal information when necessary with your consent or as otherwise permitted by applicable law. Learn more about sensitive information we process.

Do we collect any information from third parties? We do not collect any information from third parties.

How do we process your information? We process your information to provide, improve, and administer our Services, communicate with you, for security and fraud prevention, and to comply with law. We may also process your information for other purposes with your consent. We process your information only when we have a valid legal reason to do so. Learn more about how we process your information.

In what situations and with which parties do we share personal information? We may share information in specific situations and with specific third parties. Learn more about when and with whom we share your personal information.

How do we keep your information safe? We have adequate organisational and technical processes and procedures in place to protect your personal information. However, no electronic transmission over the internet or information storage technology can be guaranteed to be 100% secure, so we cannot promise or guarantee that hackers, cybercriminals, or other unauthorised third parties will not be able to defeat our security and improperly collect, access, steal, or modify your information. Learn more about how we keep your information safe.

What are your rights? Depending on where you are located geographically, the applicable privacy law may mean you have certain rights regarding your personal information. Learn more about your privacy rights.

How do you exercise your rights? The easiest way to exercise your rights is by visiting https://www.ecommercescotland.com/contact, or by contacting us. We will consider and act upon any request in accordance with applicable data protection laws.

Want to learn more about what we do with any information we collect? Review the Privacy Notice in full.

Table of contents

1. What information do we collect?

Personal information you disclose to us

In Short: We collect personal information that you provide to us.

We collect personal information that you voluntarily provide to us when you express an interest in obtaining information about us or our products and Services, when you participate in activities on the Services, or otherwise when you contact us.

Personal Information Provided by You. The personal information that we collect depends on the context of your interactions with us and the Services, the choices you make, and the products and features you use. The personal information we collect may include the following:

  • names
  • phone numbers
  • email addresses
  • job titles
  • contact preferences
  • billing addresses
  • company name and website
  • linkedin profile url
  • ticket order details
  • event photographs

Sensitive Information. When necessary, with your consent or as otherwise permitted by applicable law, we process the following categories of sensitive information:

  • dietary requirements
  • health data

Payment Data. We may collect data necessary to process your payment if you choose to make purchases, such as your payment instrument number, and the security code associated with your payment instrument. All payment data is handled and stored by Webflow, Stripe and PayPal. You may find their privacy notice link(s) here: https://webflow.com/legal/privacy, https://stripe.com/gb/privacy and https://www.paypal.com/uk/legalhub/privacy-full.

All personal information that you provide to us must be true, complete, and accurate, and you must notify us of any changes to such personal information.

Information automatically collected

In Short: Some information — such as your Internet Protocol (IP) address and/or browser and device characteristics — is collected automatically when you visit our Services.

We automatically collect certain information when you visit, use, or navigate the Services. This information does not reveal your specific identity (like your name or contact information) but may include device and usage information, such as your IP address, browser and device characteristics, operating system, language preferences, referring URLs, device name, country, location, information about how and when you use our Services, and other technical information. This information is primarily needed to maintain the security and operation of our Services, and for our internal analytics and reporting purposes.

Like many businesses, we also collect information through cookies and similar technologies. You can find out more about this in our Cookie Notice: https://www.ecommercescotland.com/cookie-policy.

The information we collect includes:

  • Log and Usage Data. Log and usage data is service-related, diagnostic, usage, and performance information our servers automatically collect when you access or use our Services and which we record in log files. Depending on how you interact with us, this log data may include your IP address, device information, browser type, and settings and information about your activity in the Services (such as the date/time stamps associated with your usage, pages and files viewed, searches, and other actions you take such as which features you use), device event information (such as system activity, error reports (sometimes called 'crash dumps'), and hardware settings).
  • Device Data. We collect device data such as information about your computer, phone, tablet, or other device you use to access the Services. Depending on the device used, this device data may include information such as your IP address (or proxy server), device and application identification numbers, location, browser type, hardware model, Internet service provider and/or mobile carrier, operating system, and system configuration information.

2. How do we process your information?

In Short: We process your information to provide, improve, and administer our Services, communicate with you, for security and fraud prevention, and to comply with law. We may also process your information for other purposes with your consent.

We process your personal information for a variety of reasons, depending on how you interact with our Services, including:

  • To deliver and facilitate delivery of services to the user. We may process your information to provide you with the requested service.
  • To respond to user inquiries/offer support to users. We may process your information to respond to your inquiries and solve any potential issues you might have with the requested service.
  • To send administrative information to you. We may process your information to send you details about our products and services, changes to our terms and policies, and other similar information.
  • To fulfil and manage your orders. We may process your information to fulfil and manage your orders, payments, returns, and exchanges made through the Services.
  • To request feedback. We may process your information when necessary to request feedback and to contact you about your use of our Services.
  • To send you marketing and promotional communications. We may process the personal information you send to us for our marketing purposes, if this is in accordance with your marketing preferences. You can opt out of our marketing emails at any time. For more information, see 'What are your privacy rights?' below.
  • To identify usage trends. We may process information about how you use our Services to better understand how they are being used so we can improve them.
  • To determine the effectiveness of our marketing and promotional campaigns. We may process your information to better understand how to provide marketing and promotional campaigns that are most relevant to you.
  • To save or protect an individual's vital interest. We may process your information when necessary to save or protect an individual’s vital interest, such as to prevent harm.

3. What legal bases do we rely on to process your information?

In Short: We only process your personal information when we believe it is necessary and we have a valid legal reason (i.e. legal basis) to do so under applicable law, like with your consent, to comply with laws, to provide you with services to enter into or fulfil our contractual obligations, to protect your rights, or to fulfil our legitimate business interests.

The General Data Protection Regulation (GDPR) and UK GDPR require us to explain the valid legal bases we rely on in order to process your personal information. As such, we may rely on the following legal bases to process your personal information:

  • Consent. We may process your information if you have given us permission (i.e. consent) to use your personal information for a specific purpose. You can withdraw your consent at any time. Learn more about withdrawing your consent.
  • Performance of a Contract. We may process your personal information when we believe it is necessary to fulfil our contractual obligations to you, including providing our Services or at your request prior to entering into a contract with you.
  • Legitimate Interests. We may process your information when we believe it is reasonably necessary to achieve our legitimate business interests and those interests do not outweigh your interests and fundamental rights and freedoms. For example, we may process your personal information for some of the purposes described in order to:
    • Send users information about special offers and discounts on our products and services
    • Analyse how our Services are used so we can improve them to engage and retain users
    • Support our marketing activities
    • Understand how our users use our products and services so we can improve user experience
  • Legal Obligations. We may process your information where we believe it is necessary for compliance with our legal obligations, such as to cooperate with a law enforcement body or regulatory agency, exercise or defend our legal rights, or disclose your information as evidence in litigation in which we are involved.
  • Vital Interests. We may process your information where we believe it is necessary to protect your vital interests or the vital interests of a third party, such as situations involving potential threats to the safety of any person.

4. When and with whom do we share your personal information?

In Short: We may share information in specific situations described in this section and/or with the following third parties.

Vendors, Consultants, and Other Third-Party Service Providers. We may share your data with third-party vendors, service providers, contractors, or agents ('third parties') who perform services for us or on our behalf and require access to such information to do that work. We have contracts in place with our third parties, which are designed to help safeguard your personal information. This means that they cannot do anything with your personal information unless we have instructed them to do it. They will also not share your personal information with any organisation apart from us. They also commit to protect the data they hold on our behalf and to retain it for the period we instruct.

The third parties we may share personal information with are as follows:

We also may need to share your personal information in the following situations:

  • Business Transfers. We may share or transfer your information in connection with, or during negotiations of, any merger, sale of company assets, financing, or acquisition of all or a portion of our business to another company.

5. Do we use cookies and other tracking technologies?

In Short: We may use cookies and other tracking technologies to collect and store your information.

We may use cookies and similar tracking technologies (like web beacons and pixels) to gather information when you interact with our Services. Some online tracking technologies help us maintain the security of our Services, prevent crashes, fix bugs, save your preferences, and assist with basic site functions.

We also permit third parties and service providers to use online tracking technologies on our Services for analytics and advertising, including to help manage and display advertisements or to tailor advertisements to your interests. The third parties and service providers use their technology to provide advertising about products and services tailored to your interests which may appear either on our Services or on other websites.

Specific information about how we use such technologies and how you can refuse certain cookies is set out in our Cookie Notice: https://www.ecommercescotland.com/cookie-policy.

Google Analytics

We may share your information with Google Analytics to track and analyse the use of the Services. To opt out of being tracked by Google Analytics across the Services, visit https://tools.google.com/dlpage/gaoptout. For more information on the privacy practices of Google, please visit the Google Privacy & Terms page.

6. Is your information transferred internationally?

In Short: We may transfer, store, and process your information in countries other than your own.

Our servers are located in the United Kingdom, United States, Netherlands and New Zealand. Regardless of your location, please be aware that your information may be transferred to, stored by, and processed by us in our facilities and in the facilities of the third parties with whom we may share your personal information (see 'When and with whom do we share your personal information?' above), including facilities in the United States, Ireland, Netherlands, New Zealand, and other countries.

If you are a resident in the European Economic Area (EEA), United Kingdom (UK), or Switzerland, then these countries may not necessarily have data protection laws or other similar laws as comprehensive as those in your country. However, we will take all necessary measures to protect your personal information in accordance with this Privacy Notice and applicable law.

European Commission's Standard Contractual Clauses:

We have implemented measures to protect your personal information, including by using the European Commission's Standard Contractual Clauses for transfers of personal information between our group companies and between us and our third-party providers. These clauses require all recipients to protect all personal information that they process originating from the EEA or UK in accordance with European data protection laws and regulations. Our Standard Contractual Clauses can be provided upon request. We have implemented similar appropriate safeguards with our third-party service providers and partners and further details can be provided upon request.

7. How long do we keep your information?

In Short: We keep your information for as long as necessary to fulfil the purposes outlined in this Privacy Notice unless otherwise required by law.

We will only keep your personal information for as long as it is necessary for the purposes set out in this Privacy Notice, unless a longer retention period is required or permitted by law (such as tax, accounting, or other legal requirements). No purpose in this notice will require us keeping your personal information for longer than six years (the period we must keep ticket, invoice and accounting records); most information is kept for much less, as listed in the section how long we keep information below.

When we have no ongoing legitimate business need to process your personal information, we will either delete or anonymise such information, or, if this is not possible (for example, because your personal information has been stored in backup archives), then we will securely store your personal information and isolate it from any further processing until deletion is possible.

8. How do we keep your information safe?

In Short: We aim to protect your personal information through a system of organisational and technical security measures.

We have implemented appropriate and reasonable technical and organisational security measures designed to protect the security of any personal information we process. However, despite our safeguards and efforts to secure your information, no electronic transmission over the Internet or information storage technology can be guaranteed to be 100% secure, so we cannot promise or guarantee that hackers, cybercriminals, or other unauthorised third parties will not be able to defeat our security and improperly collect, access, steal, or modify your information. Although we will do our best to protect your personal information, transmission of personal information to and from our Services is at your own risk. You should only access the Services within a secure environment.

9. Do we collect information from minors?

In Short: We do not knowingly collect data from or market to minors.

Tickets are for adults aged 18 and over, and we do not knowingly collect personal information from children through this website. Children may attend the conference with a parent or guardian who holds a ticket and supervises them at all times. We may record a child's first name and age, given by the parent or guardian, so that we can plan for them (for example a free Glasgow Science Centre child ticket). Photographs are taken at the event: we do not use a photo in which a child can be identified in our promotion without the parent's or guardian's agreement, and we will blur or remove any such photo on request. If you think a child has given us information, email info@ecommercescotland.com and we will delete it.

10. What are your privacy rights?

In Short: In some regions, such as the European Economic Area (EEA), United Kingdom (UK), and Switzerland, you have rights that allow you greater access to and control over your personal information. You may review, change, or terminate your account at any time, depending on your country, province, or state of residence.

In some regions (like the EEA, UK, and Switzerland), you have certain rights under applicable data protection laws. These may include the right (i) to request access and obtain a copy of your personal information, (ii) to request rectification or erasure; (iii) to restrict the processing of your personal information; (iv) if applicable, to data portability; and (v) not to be subject to automated decision-making. In certain circumstances, you may also have the right to object to the processing of your personal information. You can make such a request by contacting us by using the contact details provided in the section 'How can you contact us about this notice?' below.

We will consider and act upon any request in accordance with applicable data protection laws.

If you are located in the UK and are unhappy with how we have handled your personal information, you can make a complaint directly to us. This is in addition to the rights you have under the UK General Data Protection Regulation and the Data Protection Act 2018.

How to contact us:

What happens after you complain

  • We will acknowledge your complaint within 30 days of receiving it.
  • We will investigate without unjustifiable or excessive delay.
  • We will keep you informed of progress and explain the outcome.

If you are not happy with our final response, you can refer your complaint to the Information Commissioner's Office, the UK supervisory authority.

  • Website: ico.org.uk/make-a-complaint
  • Helpline: 0303 123 1113
  • Post: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

If you are located in the EEA or UK and you believe we are unlawfully processing your personal information, you also have the right to complain to your Member State data protection authority or UK data protection authority.

If you are located in Switzerland, you may contact the Federal Data Protection and Information Commissioner.

Withdrawing your consent: If we are relying on your consent to process your personal information, you have the right to withdraw your consent at any time. You can withdraw your consent at any time by contacting us by using the contact details provided in the section 'How can you contact us about this notice?' below.

However, please note that this will not affect the lawfulness of the processing before its withdrawal nor, will it affect the processing of your personal information conducted in reliance on lawful processing grounds other than consent.

Opting out of marketing and promotional communications: You can unsubscribe from our marketing and promotional communications at any time by clicking on the unsubscribe link in the emails that we send, or by contacting us using the details provided in the section 'How can you contact us about this notice?' below. You will then be removed from the marketing lists. However, we may still communicate with you — for example, to send you service-related messages that are necessary for the administration and use of your account, to respond to service requests, or for other non-marketing purposes.

Cookies and similar technologies: Most Web browsers are set to accept cookies by default. If you prefer, you can usually choose to set your browser to remove cookies and to reject cookies. If you choose to remove cookies or reject cookies, this could affect certain features or services of our Services. For further information, please see our Cookie Notice: https://www.ecommercescotland.com/cookie-policy.

If you have questions or comments about your privacy rights, you may email us at info@ecommercescotland.com.

11. Controls for Do-Not-Track features

Most web browsers and some mobile operating systems and mobile applications include a Do-Not-Track ('DNT') feature or setting you can activate to signal your privacy preference not to have data about your online browsing activities monitored and collected. At this stage, no uniform technology standard for recognising and implementing DNT signals has been finalised. As such, we do not currently respond to DNT browser signals or any other mechanism that automatically communicates your choice not to be tracked online. If a standard for online tracking is adopted that we must follow in the future, we will inform you about that practice in a revised version of this Privacy Notice.

12. Who we are

Ecommerce Scotland is run by INDEZ Ltd, a company registered in Scotland (company no. SC168562), whose registered office is c/o Robb Ferguson, Regent Court, 70 West Regent Street, Glasgow G2 2QZ. INDEZ Ltd is the controller of the personal information described in this policy. We are registered with the Information Commissioner's Office (ICO) under registration number Z8509890. Privacy questions: info@ecommercescotland.com.

13. What we collect and where it comes from

Buying tickets: we sell tickets only on this website, using Webflow Ecommerce. Payments are taken by Stripe or PayPal; we never see your full card details. We collect your name, email address, billing address, the tickets you buy and any discount code, and the name and email address of each attendee if they are not the buyer.

Website forms: contact, sponsorship, call for speakers, ticket waiting list and job listing forms collect your name and email address and the details you type in. Forms are stored by Webflow and protected from spam by Cloudflare Turnstile.

Newsletter: if you sign up, Klaviyo stores your email address and a record of your consent, and tells us whether our emails are opened and clicked.

Pre-event survey: a few weeks before the conference we email ticket holders a short Google Forms survey about dietary and access needs (see "Dietary and access needs").

At the event: we use your name, job title and company for check-in and your badge. Photographs are taken (see "Event photography").

Speakers: if you speak at or chair a session, we publish your name, photo, job title, company, a short biography, your session details and links you give us, on this website and in our event promotion. Speaker pages from past years stay online as an archive of the event; ask us at info@ecommercescotland.com and we will remove yours.

Cookies: see our Cookie Policy. Analytics and advertising technologies run only if you accept them.

14. Dietary and access needs (special category information)

A few weeks before the conference we email ticket holders a short survey, made with Google Forms, asking about dietary and access needs. Some answers (for example an allergy, coeliac disease, a disability or a religious dietary requirement) can reveal information about your health or religion. This is "special category" information, so we ask for it only with your explicit consent (UK GDPR Article 9(2)(a)), which you give by ticking the consent box in the survey. Answering is optional. We use the answers only to cater for you and make the event accessible, share them only with the venue's catering and events team where needed, and delete them one month after the event. You can withdraw your consent at any time by emailing info@ecommercescotland.com; we will then delete your answers.

15. Event photography

Photographs will be taken during the conference and may be used to promote future events, for example on this website and our social media pages. If you'd prefer not to appear, tell us at the check-in desk and we'll blur your face in any promotional photos. We rely on our legitimate interest in promoting the conference, and you can object at any time: if you change your mind after the event, email info@ecommercescotland.com and we will blur or remove photos of you that we control. We keep event photographs for 5 years. Photos taken by other attendees are their responsibility, not ours.

16. Marketing emails and the soft opt-in

Newsletter: if you sign up, we send event news and offers by email, based on your consent. You can unsubscribe at any time using the link in every email.

Ticket buyers: we send you emails you need about your booking, including joining details and the pre-event survey. We may also email you about future Ecommerce Scotland conferences, because you bought a ticket from us. For individual subscribers (such as sole traders), we do this under the "soft opt-in" in regulation 22(3) of the Privacy and Electronic Communications Regulations: we give you a simple way to opt out when you buy and in every email. For business email addresses we rely on our legitimate interest in promoting our events to past attendees. Every marketing email has an unsubscribe link, and we stop as soon as you ask.

We do not upload our mailing lists to advertising platforms, and we do not give or sell them to anyone else.

17. How long we keep information

Ticket orders, invoices and accounting and VAT records: 6 years.

Attendee and check-in details: kept with the ticket and order records (6 years).

Contact form, email, sponsorship, speaker and waiting-list enquiries: 2 years from our last contact.

Newsletter subscribers: until you unsubscribe. We then keep your email address on a suppression list so that we do not email you again.

Pre-event survey answers, including dietary and access needs: deleted one month after the event.

Event photographs: 5 years after the event.

Google Analytics data: 14 months.

Cookies: as set out in our Cookie Policy.

Cookie consent records: kept by Termly as proof of your choice.

After these periods we delete or anonymise the information securely.

18. Sponsors (only if you opt in)

We do not give sponsors or exhibitors your details unless you choose to. You can opt in by ticking an unticked box when you buy your ticket or complete your attendee registration before the event, or by letting a sponsor scan your badge at their stand. If you do, we share your name, job title, company and email address with that sponsor or, if you ticked the box, with the sponsors named next to it. We pass these details on only after the event. The sponsor then handles your details under its own privacy policy and may contact you about its products. You can withdraw your consent at any time by emailing info@ecommercescotland.com, but we cannot recall details already shared; ask the sponsor directly to stop contacting you. Letting your badge be scanned is always optional and does not affect your entry to the event.

19. Others we share with

The venue (Glasgow Science Centre): attendee numbers, and names or dietary and access needs only where needed for security or catering. Professional advisers (accountants, lawyers, insurers) under a duty of confidentiality. HMRC, the ICO, the police, courts and other authorities when the law requires it. A buyer or investor if we sell or restructure our business, under confidentiality terms.

20. International transfers

Some of our providers are based outside the UK, or can access data from outside it (see "When and with whom do we share your personal information?" above). When personal information leaves the UK, we make sure it is protected by one of these:

  • UK adequacy regulations, where the UK Government has approved the country as protecting personal data adequately (for example the EEA);
  • the UK-US data bridge (the UK Extension to the EU-US Data Privacy Framework), for US organisations certified under it;
  • the ICO's International Data Transfer Agreement (IDTA), or the International Data Transfer Addendum to the EU Standard Contractual Clauses, with extra safeguards where needed.

You can ask us for details of the safeguard used for a provider by emailing info@ecommercescotland.com.

21. How to withdraw consent

Cookies: click "Manage Cookie Preferences" at the bottom of any page and change your choices, or choose Decline All. Newsletter and marketing emails: click "unsubscribe" in any email, or email us. Dietary and access information: email us and we will delete your survey answers. Photos: tell us at the check-in desk, or email us afterwards. Sponsor sharing: email us. Withdrawing consent does not affect anything we did before you withdrew it.

22. Do we make updates to this notice?

In Short: Yes, we will update this notice as necessary to stay compliant with relevant laws.

We may update this Privacy Notice from time to time. The updated version will be indicated by an updated 'Last updated' date at the top of this Privacy Notice. If we make material changes to this Privacy Notice, we may notify you either by prominently posting a notice of such changes or by directly sending you a notification. We encourage you to review this Privacy Notice frequently to be informed of how we are protecting your information.

23. How can you contact us about this notice?

If you have questions or comments about this notice, you may email us at info@ecommercescotland.com or contact us by post at:

INDEZ Ltd

c/o Robb Ferguson, Regent Court

70 West Regent Street

Glasgow, Scotland G2 2QZ

Scotland

24. How can you review, update, or delete the data we collect from you?

Based on the applicable laws of your country, you may have the right to request access to the personal information we collect from you, details about how we have processed it, correct inaccuracies, or delete your personal information. You may also have the right to withdraw your consent to our processing of your personal information. These rights may be limited in some circumstances by applicable law. To request to review, update, or delete your personal information, please visit: https://www.ecommercescotland.com/contact.