Our policies
Last updated: 20th October 2026
This page explains how InVoyage handles your personal data, how we use cookies and AI, and the terms for content you share with us.
Privacy Policy
Cookie Policy
AI Policy
User Generated Content Terms
Changes and Contact
Who we are. InVoyage Limited ("InVoyage", "we", "us") is the data controller for personal data collected through our website, emails, event platforms and events, in person or online. Our registered address is Locke King House, 2 Balfour Road, Weybridge KT13 8HD, United Kingdom. By using our services or giving us your information, you agree to these policies.
1. Privacy Policy
What we collect
Contact and professional details: name, email, phone number, company, job title and billing address.
Event details: dietary and accessibility requirements, travel information (flights, departure airport, length of stay), and passport details where needed to arrange travel.
Payment details: processed securely through our payment providers.
Website and device data: IP address, browser, device and how you use our website (see our Cookie Policy).
Social media information: when you interact with us on social media or sign in with a social account, in line with your settings there.
Photos and video: taken at our events, where the law allows.
Communications: emails, messages, calls, survey responses and feedback.
Networking profile and activity: when you use our event app, powered by Grip (see Our event app below).
Sensitive data. Some details, such as health information, dietary needs linked to a medical condition or religious beliefs, are special category data. We only process them with your explicit consent or where the law allows. Giving them is optional.
Information about others. If you give us details about colleagues or companions, you confirm you have their permission to do so.
How we collect it
From you: when you register for or attend an event, sign up to our newsletter, enter a promotion, complete a survey or contact us.
Automatically: when you use our website or open our emails (see our Cookie Policy).
From third parties: Payment providers, social networks and public sources.
How we use it- the purpose & lawful basis
Arranging your participation in our events, including travel, accommodation and transfers - for the performance of a contract
Customer service, personalising your experience, networking introductions, surveys, promotions, improving our services and keeping them secure - Legitimate interests
Sending newsletters, offers and other marketing by email - Consent
Meeting dietary, medical or accessibility needs - Explicit consent
Complying with the law, responding to authorities and preventing fraud - Legal obligation
Protecting you or others in an emergency, such as a medical incident - Vital interests
We do not sell your personal data.
Who we share it with
Other participants: where needed for the event, such as delegate lists and meeting schedules.
Service providers: website hosting, payment processing, email delivery, data analysis, IT and our event app provider, Grip.
Travel and event partners: venues, hotels, airlines, travel agencies and transfer companies.
Promotion partners: sponsors or co-sponsors of promotions you choose to enter.
Professional advisers: lawyers, auditors, banks and insurers.
A buyer or successor: if we sell, merge or transfer all or part of our business.
Authorities: where the law requires it, or to protect our rights, property or safety, or those of others.
We may also share anonymised, aggregated data that does not identify you. Third-party websites, social networks and venue Wi-Fi providers have their own privacy policies, and we are not responsible for them. Anything you post publicly, such as on social media, can be seen by others.
Our event app
The InVoyage event app is powered by Grip, a platform provided by Intros.at Ltd in London. We use it to share event information and schedules, help you arrange meetings and recommend people to connect with.
Our roles: InVoyage is the data controller for your attendee data, and Grip processes it on our behalf under a data processing agreement. Grip is also responsible for some data it collects directly, such as your app account and usage, under its own privacy policy.
What we share with Grip: your registration details, such as your name, email address, company, job title and the events you are attending.
What the app collects: the profile you build (for example your photo, description and interests), any social media accounts you choose to connect, your meetings and messages, and device and usage data.
Matchmaking: Grip uses this information to suggest relevant people and meetings. This only affects the suggestions you see (see our AI Policy).
Who can see your profile: other participants at the same event, depending on the event's settings, once you have logged in and accepted the app's terms.
Lawful basis: our legitimate interest in helping you get the most from networking at our events.
Transfers: Grip may process data outside the UK, using safeguards such as the UK International Data Transfer Agreement and standard contractual clauses.
Your choices: you can edit your profile, choose not to connect social media accounts, or delete your profile in the app at any time. To use your data rights, contact us or Grip at privacy@grip.events.
International transfers
Your data may be transferred to and processed outside the UK and EEA, for example by service providers or partners in event destinations. Where we do this, we put appropriate safeguards in place as required by data protection law.
Security
We use commercially reasonable safeguards to protect your data against unauthorised use, disclosure, alteration or destruction. No internet transmission or storage is completely secure, and email to and from us is not encrypted unless we say otherwise.
How long we keep it
We keep personal data only as long as needed for the purposes above, or longer where the law requires. Some records must be kept to complete transactions or for accounting purposes.
Your choices
Email: use the unsubscribe link in any marketing email. We may still send service emails about your bookings.
App notifications and social media: manage these in your device or social media account settings.
Your rights
Under UK data protection law (and EU law where it applies), you have the right to:
access the personal data we hold about you
have it corrected or deleted
restrict how we use it
object to our use of it, including for direct marketing or where we rely on legitimate interests
receive it in a portable format
withdraw your consent at any time
To use any of these rights, contact us using the details at the end of this page. You can also complain to the Information Commissioner's Office (ico.org.uk) or your local data protection authority.
Children
Our services are not intended for anyone under 16, and we do not knowingly collect their data. If you believe a child has given us personal data, contact us and we will delete it.
2. Cookie Policy
Cookies are small text files stored on your device when you visit a website. We use cookies and similar technologies, such as pixels and tags, to run our website, understand how it is used and measure our marketing.
Cookies we use - The type, role, and consen
Strictly necessary - Makes the website work, for example loading pages securely and remembering your cookie choices - Consent not needed
Performance - Counts visits and shows how pages are used, using aggregated data that does not identify you - Consent needed
Functional - Remembers choices such as language or location, and enables features like video - Consent needed
Advertising - Shows you more relevant adverts, limits how often you see them and measures campaign results - Consent needed
Some cookies are set by us. Others are set by third parties we work with.
Google Analytics. We use Google Analytics to understand how visitors use our website. You can opt out with the Google Analytics opt-out browser add-on.
Meta Pixel and LinkedIn Insight Tag. Our website uses the Meta Pixel and the LinkedIn Insight Tag. These are small pieces of code that place advertising cookies in your browser when you visit our website. They tell Meta (Facebook and Instagram) and LinkedIn which pages you view and actions you take, along with technical details such as your IP address, browser and the page you came from. If you have an account with either platform, they may link this information to it.
We use this information to:
measure how well our adverts on Meta and LinkedIn perform
show our adverts to people who have visited our website
understand, in aggregate, the types of professionals who visit our website
We cannot see who you are on these platforms. We only receive aggregated reports. Meta and LinkedIn handle this data under their own privacy policies and may store it outside the UK. LinkedIn, for example, removes details that directly identify you within 7 days and deletes the remaining data within 180 days.
These are advertising cookies, so we only set them if you accept them. You can decline them in our cookie banner and change your choice at any time. You can also control how your data is used for ads in your Meta ad preferences and LinkedIn advertising settings.
Email tracking. Our emails may contain pixels that tell us whether an email was opened or a link clicked. We use this to improve our communications.
Managing cookies
You can accept or reject non-essential cookies using our cookie banner, and change or delete cookies at any time in your browser settings. Blocking some cookies may stop parts of the website from working. To opt out of interest-based advertising, visit youronlinechoices.com or aboutads.info. Opt-outs apply to each browser and device separately. For more help, visit aboutcookies.org.
3. AI Policy
At InVoyage, we use AI tools selectively to improve efficiency, support idea generation and help with early-stage content development. Our team reviews, refines and curates all client-facing work to make sure it is accurate, high quality and right for each client.
We also use Grip, an AI-powered event app, to support networking at our events. It uses artificial intelligence and machine learning to recommend connections based on attendee preferences, profile information, activity and interactions. Recommendations may improve over time as participants use the platform. The personal data involved is handled as set out in our Privacy Policy.
Outside this controlled use, we do not put client confidential or personal data into AI tools. Human oversight stays central to everything we deliver, so we can benefit from innovation while keeping the high-touch, bespoke service our clients expect.
4. User Generated Content Terms
We may ask delegates and partners for permission to feature their photos, videos and other content ("your content") on our website, social media, newsletters and other InVoyage channels. If you agree, by replying with the hashtag we provide or otherwise giving consent, these terms apply.
Your content and our licence
You keep ownership of your content. You give InVoyage a non-exclusive, worldwide, royalty-free, perpetual licence to reproduce, edit, reformat, publish, broadcast, distribute, create derivative works from and otherwise use your content in connection with our services. This means:
you can keep using your content and let others use it
we may credit you using your name, handle or location
we owe you no payment for any use
the licence does not expire
we decide whether and how to use your content, and may remove it at any time
Your promises
By giving permission, you confirm that:
you and everyone shown in your content are at least 18, or you have the legal authority to give permission for them (for example, as a parent or guardian)
you own your content or have the right to grant this licence
everyone shown has agreed to their image being used in this way
you have paid any fees connected with creating or using your content
your content does not infringe anyone's rights, contains nothing offensive, unlawful or obscene, and includes no false or misleading endorsements
these terms do not conflict with any other agreement you have
You are responsible for, and will compensate InVoyage against, any claims arising from your content or from these promises being untrue.
Asking us to stop using your content
Email info@invoyage.net with your name, email address, the social platform, your handle and a description of the content. Once we have confirmed you own it, we will stop any further use within 10 business days. We may not be able to withdraw content that has already been published or distributed.
Liability
We are not responsible for how third parties use your content, even if their use comes from ours. To the fullest extent the law allows, we are not liable for any loss or damage arising from our use of your content.
Other terms
Personal data you share with your content is handled as set out in our Privacy Policy.
If you believe content on our channels infringes your copyright, email info@invoyage.net with details.
These terms are governed by the laws of England and Wales, and the courts of England have non-exclusive jurisdiction.
5. Changes and Contact
Changes to these policies
We may update these policies from time to time. Changes will be posted on this page with a new "last updated" date, and we will highlight significant changes on our website. If you give us permission to use your content, please check the current User Generated Content Terms each time.
Contact us
For questions about these policies or your personal data, or to exercise your rights, contact:
Email: info@invoyage.net
Post: InVoyage Limited, Locke King House, 2 Balfour Road, Weybridge KT13 8HD, United Kingdom
Company number: 09635971