Event Terms & conditions
1. Intended audience
To register as a TechSmart Delegate, you need to be an employee of a organisation (charity, educational provider, membership body, regulator or union).
If you are not an employee of an organisation (e.g. technology provider, consultant, press officer, etc.) please contact us to register for a different tick type. If you do register as a Delegate and are not deemed to be a valid Delegate, your registration will be cancelled and subject to a £50 administration fee.
2. Use of Personal Data
By registering for TechSmart NFP 2025, you agree that the organisers (Hart Square, in partnership with MemberWise) may collect and process your personal information (including your name, job title, organisation, and email address) for the purpose of managing your attendance, providing event updates, and improving future events.
Your data will be processed in accordance with UK GDPR and the Data Protection Act 2018, on a Legitimate Interests basis. You can view our full privacy policy here:
https://hartsquare.co.uk/privacy-policy/
The Sub-processors involved in processing your data are:
- Hart Square Consulting Limited (Event organiser)
- MemberWise Network (Event management partner)
- Eventbrite (Event Ticketing partner)
- Results Direct mobile (Event App partner)
To allow Sponsors to prepare for the event, Hart Square will share a list of the organisations and job titles attending the event with Sponsors. No personal details (Name, Email address or Telephone numbers) will be shared with Sponsors unless you choose to opt in below.
3. Organiser Communications (Optional Opt-In)
You will be given the opportunity to opt in to Hart Square communications during the registration process via a clear, unticked checkbox. If you consent, your contact details (name, organisation, job title, and email) will be shared with Hart Square to receive their Monthly Newsletter, Hartbeat and Events Digest. You can opt out of these subscriptions at any time in the footer of the Hart Square emails you receive or by emailing hello@hartsquare.co.uk
4. Sponsor Communications (Optional Opt-In)
As part of the delegate experience, you may choose to receive relevant follow-up communications from selected, named sponsors of TechSmart NFP 2025.
You will be given the opportunity to opt in to sponsor communications during the registration process via a clear, unticked checkbox. If you consent, your contact details (name, organisation, job title, and email) will be shared with sponsors for the purpose of sending follow-up materials, offers, or relevant information.
If you do opt in to share your details with selected exhibition sponsors, TechSmart Organisers will make a £10 charity donation to the nominated event charity for each delegate that agrees to provide their details up to and including the date of the event.
You can withdraw your consent at any time by using the unsubscribe link in any message or by contacting techsmart@hartsquare.co.uk.
A full list of TechSmart sponsors is available here: https://techsmart.hartsquare.co.uk/sponsors and each of their Privacy policies can be reviewed on their individual profiles.
5. Badge Scanning at Sponsor Stands
The event will be supported by a dedicated Event app partner, RD Mobile, for on the day event scheduling, messaging, badge scanning, prizes and communicating with other delegates & exhibitors.
During the event, sponsors may request to scan your delegate badge. Each scan represents a specific, informed consent action on your part. By allowing your badge to be scanned, you are explicitly consenting to:
- The collection of your contact details (name, organization, job title, and email) by that specific sponsor
- The sponsor contacting you after the event with follow-up information related to their products or services
- The sponsor processing your data in accordance with their privacy policy (available at each stand and in the event app)
You are under no obligation to have your badge scanned and may decline any scanning request without affecting your event experience. You may request information about a sponsor's data practices before consenting to a scan.
When registering to use the Event App, you will have the ability to manage your profile and control what information you share with others.
This data sharing occurs directly between you and each individual sponsor. The event organisers are not responsible for subsequent data processing by sponsors, though all sponsors are contractually required to process your data in compliance with applicable data protection laws.
6. Warranties and Disclaimers
The TechSmart NFP 2025 event is provided on an "as is" and "as available" basis. The organisers (Hart Square and MemberWise) make no representations or warranties of any kind, express or implied, regarding the event, including but not limited to the accuracy, reliability, or completeness of any information provided.
7. Limitation of Liability
To the fullest extent permitted by law, the organisers (Hart Square and MemberWise) shall not be liable for any direct, indirect, incidental, special, consequential, or punitive damages arising out of or relating to your attendance at TechSmart NFP 2025, even if advised of the possibility of such damages.
The organisers' total liability for any claims arising in connection with the event shall not exceed the amount paid by you for your registration.
8. Force Majeure
The organisers shall not be liable for any failure or delay in performing their obligations where such failure or delay results from any cause beyond their reasonable control, including but not limited to acts of God, governmental actions, civil unrest, national emergency, epidemic, pandemic, strikes, or other labour disputes.
9. Indemnification
You agree to indemnify, defend, and hold harmless the organisers (Hart Square and MemberWise) and their respective officers, directors, employees, and agents from and against any claims, liabilities, damages, losses, and expenses arising out of or in any way connected with your attendance at TechSmart NFP 2025.
10. Event Cancellation
In the event that the event is cancelled or postponed due to circumstances beyond the organisers' reasonable control, including but not limited to pandemics, epidemics, natural disasters, acts of terrorism, governmental restrictions, or other force majeure events, the organisers may, at their sole discretion:
- Reschedule the event to a later date
- Convert the event to a virtual format
- Issue partial or full refunds of registration fees
The organisers shall not be liable for any additional costs or expenses incurred by delegates as a result of such cancellation or postponement, including but not limited to travel, accommodation, or any other related expenses. Delegates acknowledge that registration for the event constitutes acceptance of this cancellation policy.