Privacy Policy

This policy explains how Citizen Zoo collects and uses personal data for the Rewilding Futures Conference 2027, held on 29–30 April 2027 at the CPH Conference Centre, Copenhagen, with an optional Day 3 field trip. It covers ticket buyers, attendees, speakers, sponsors, exhibitors, volunteers and visitors to the conference website.

1. Who we are

Citizen Zoo is the data controller for this conference. This means we decide how and why your personal data is used.

Legal name: Citizen Zoo CIC

Registered number: 10059791

Address: 301 Thimble Court, 141 Bow Common Lane, E3 4SD

Privacy contact: lucas@citizenzoo.org

The conference is organised in partnership with the Hempel Foundation. The Hempel Foundation does not receive or hold attendee personal data. We may share anonymised, aggregated figures with them, such as total attendance numbers.

We process your data under the UK General Data Protection Regulation and the Data Protection Act 2018. Because the conference takes place in Denmark and serves attendees in the European Union, we also follow the EU General Data Protection Regulation (GDPR).

2. The data we collect

We only collect what we need to run the conference.

• Contact and registration details: your name, email address, organisation, job title, country and ticket type, which you give us when you register on Sched.

• Payment details: your billing name, billing address and transaction record, collected through our payment provider. We do not see or store your full card details.

• Dietary and access needs: any food allergies, intolerances or accessibility requirements, if you choose to tell us.

• Field trip details: your attendance and an emergency contact name and phone number, if you book the Day 3 field trip.

• Attendee profile: your name, organisation, photo, bio and the sessions you add to your schedule, if you create a public Sched profile.

• Speaker, sponsor and exhibitor details: bios, headshots, presentation materials and company details, provided by you or your organisation.

• Photos and video: images of you taken at the conference by our event photographer and team. See our [FAQs] for our photography guidelines.

• Communications: emails, feedback survey responses and enquiries you send us.

• Code of Conduct reports: details of an incident and the people involved, provided by the person making the report.

• Website usage: your device, browser and the pages you visit, collected through cookies when you use the conference website.

Bursary applications are handled separately and covered by their own privacy notice.

3. How we use your data and why

The law requires us to have a lawful basis for each use of your data. To fulfil our contract with you, we use your data to:

• process your registration and ticket, and admit you to the conference

• send essential event information, such as joining instructions and programme changes

• produce name badges and arrange catering and access

• organise the field trip and contact your emergency contact if needed (we may also do this to protect your vital interests in an emergency)

To meet our legal obligations, we use your data to - keep financial and tax records.

For our legitimate interests, we use your data to:

• keep attendees safe and handle Code of Conduct reports

• take general photos and video of the event to report on and promote it

• send feedback surveys and improve future events

With your consent, we use your data to:

• show your profile in the public Sched attendee directory

• send you news about Citizen Zoo and future events (you can opt out at any time)

Where we rely on legitimate interests, we have weighed our interests against your rights. You can object at any time (section 8). Where we rely on consent, you can withdraw it at any time. This does not affect anything we did before you withdrew it.

4. Health and other sensitive information

Allergies, intolerances and access needs count as health data, which the law treats as more sensitive. We only collect this if you choose to share it, and we use it only to keep you safe and meet your needs at the conference.

We rely on your explicit consent to process this information. In an emergency we may share it with medical services to protect your vital interests.

We share it only with those who need it, such as the venue’s catering team or field trip staff. Where possible we share it without your name attached. We delete it after the conference (see section 7).

5. Who we share your data with

We never sell your personal data. We share it only with the organisations below, and only what each needs.

• Sched: our registration, ticketing and event app platform, acting on our instructions.

• Stripe payment provider: processes ticket payments securely.

• CPH Conference Centre: catering numbers, dietary and access needs, and safety arrangements.

• Field trip partners: [transport and site operators] receive the names and needs of field trip attendees.

• Our event photographer and videographer: contracted individual or company, who takes photos and/or videos on our behalf.

• Service providers: such as our email, IT and file storage providers [e.g. Google Workspace, mailing tool].

• Professional advisers: such as our accountants and lawyers, where needed.

• Authorities: the police, emergency services or regulators, where the law requires it or to protect someone’s safety.

If you create a public Sched profile, other attendees can see the details you choose to include. Sponsors and exhibitors do not receive your details unless you give them yourself, for example by sharing your contact details at their stand.

6. International transfers

We are based in the UK and the conference takes place in Denmark. The UK and the EU recognise each other’s data protection standards, so data can move between them freely.

Some of our providers, including Sched, are based in or store data in the United States. Where data leaves the UK or EU, we make sure it is protected by an approved safeguard, such as the EU–US Data Privacy Framework (and its UK Extension) or standard contractual clauses approved by the UK and EU authorities. You can ask us for details of these safeguards.

7. How long we keep your data

We keep data only as long as we need it, then delete or anonymise it.

• Dietary and access needs, and field trip emergency contacts: deleted within [3 months] after the conference.

• Registration and attendee details: kept for 2 years after the conference, so we can tell you about future events where you have agreed to this.

• Ticket payment and financial records: kept for 6 years, as required by UK tax law.

• Code of Conduct reports: kept for 3 years after the conference, unless needed longer for legal reasons.

• Photos and video: kept in our archive for reporting and promotion. You can ask us to remove photos of you.

• Marketing preferences: kept until you unsubscribe.

8. Your rights

You have the right to:

• access the personal data we hold about you

• have inaccurate data corrected

• have your data deleted

• restrict how we use your data

• object to our use of your data, including for marketing

• receive your data in a portable format

• withdraw your consent at any time, where we rely on it

We do not make decisions about you using only automated processing.

To use any of these rights, email lucas@citizenzoo.org. We will reply within one month, there is usually no charge.

If you are unhappy with how we have handled your data, please contact us first. You also have the right to complain to a data protection authority:

• UK: Information Commissioner’s Office (ICO), ico.org.uk

• Denmark: Datatilsynet, datatilsynet.dk

• Elsewhere in the EU: the authority in the country where you live or work

9. Cookies

The conference website and app run on Sched, which uses cookies to keep you logged in and make the site work. Sched may also use analytics cookies. 

10. Keeping your data secure

We use appropriate technical and organisational measures to protect your data. These include access controls, secure passwords and limiting access to staff who need it. We only use providers who give similar guarantees.

11. Children

The conference is intended for adults. We do not knowingly collect data from anyone under 18 without the consent of a parent or guardian.

12. Changes to this policy

We may update this policy, the latest version will always be on this page, with the date it was last updated.

13. Contact us

For any questions about this policy or your data, email lucas@citizenzoo.org.

Last updated: 13.10.2026