Privacy Policy

Last updated: 1 October 2026

1. Who we are

The Car Rental Technology Forum (“CRTF”) is organised by ALL-CAB Consulting Ltd, a company registered in England and Wales under company number 08941212.

Registered office:

43 Bluebell Drive
Stansted
Essex
CM24 8XP
United Kingdom

ALL-CAB Consulting Ltd is the data controller responsible for the personal information covered by this Privacy Notice.

Our Information Commissioner’s Office registration reference is ZB961952.

If you have questions about this Privacy Notice or how your information is used, please contact:

Email: info@carrentaltech.org

2. What this Privacy Notice covers

This notice explains how we collect and use personal information in connection with:

• The Car Rental Technology Forum and associated events
• Ticket purchases and event registrations
• Breakfast with Brokers and other networking sessions
• Speaker, panellist and moderator applications
• Sponsors, partners, exhibitors and suppliers
• Website enquiries and contact forms
• Marketing and event communications
• Attendance at our physical or online events
• Photography, video and audio recorded at our events

3. Information we may collect

Depending on how you interact with CRTF, we may collect:

Identity and contact information

This may include your:

• Name
• Job title
• Employer or organisation
• Business address
• Country
• Email address
• Telephone number
• LinkedIn profile or other professional profile

Registration and attendance information

This may include:

• The event or ticket type selected
• Sessions or workshops for which you register
• Networking preferences
• Badge information
• Dietary requirements
• Accessibility requirements
• Attendance and check-in information
• Information provided by someone registering on your behalf

Some accessibility or dietary information may reveal health, religious or other sensitive information. We will only collect and use this information where necessary and where we have your explicit consent or another applicable legal condition.

Payment and transaction information

We may collect information about your purchase, including:

• Products or tickets purchased
• Amount paid
• Billing address
• Invoice information
• Payment status

Payments are processed through third-party payment providers. CRTF does not normally receive or retain your complete payment-card details.

Speaker, sponsor and exhibitor information

This may include:

• Professional biography
• Employment history
• Headshot
• Presentation title and description
• Company logo and branding
• Presentation materials
• Contract and invoicing information
• Recorded interviews, presentations or promotional content

Marketing and communication information

This may include:

• Your communication preferences
• Previous correspondence with CRTF
• Responses to surveys
• Records of event invitations or marketing communications
• Whether you opened or interacted with an email, where this functionality is used

Website and technical information

When you visit our website, we may collect:

• IP address
• Browser and device type
• Pages visited
• Date and time of your visit
• Referring website
• Cookie and analytics information
• Information needed to maintain website security

Photographs, video and audio

Photographs, video and audio may be captured during CRTF events for reporting, archival and promotional purposes.

Where practical, notices will be displayed at the event. If we wish to conduct an individual interview, testimonial or specifically focused recording, we will normally ask for the person’s agreement.

4. How we receive your information

We normally receive personal information:

• Directly from you
• Through the CRTF website
• When you purchase a ticket or register for an event
• When you contact us by email, telephone, WhatsApp or social media
• When you apply to speak or participate
• When your employer or colleague registers you
• Through an event partner or professional referral
• Through publicly available professional sources, such as company websites or LinkedIn, where appropriate

If someone registers you on your behalf, they should ensure that they have authority to provide your information and that you are made aware of this Privacy Notice.

5. Why we use your information

We use personal information for the following purposes.

To administer bookings and deliver the event

This includes:

• Processing ticket purchases and registrations
• Issuing invoices, tickets, passes and confirmations
• Communicating important event information
• Managing attendance and check-in
• Providing requested accessibility or dietary arrangements
• Delivering sessions, workshops and networking activities
• Responding to questions concerning your booking

Our lawful bases are normally performance of a contract and our legitimate interests in administering and delivering the event.

To manage speakers, sponsors, partners and suppliers

This includes:

• Reviewing speaker applications
• Arranging panels and presentations
• Managing sponsorship and supplier agreements
• Creating event programmes and promotional materials
• Publishing speaker and sponsor information
• Managing payments, invoices and contractual commitments

Our lawful bases are normally performance of a contract, steps taken before entering into a contract and our legitimate interests in organising and promoting the event.

To facilitate professional networking

CRTF is a business networking event. We may use relevant professional information to:

• Help attendees identify appropriate professional contacts
• Facilitate requested introductions
• Produce attendee or participant information
• Support meetings between operators, brokers, technology providers and other industry participants

Our lawful basis is normally our legitimate interest in providing professional networking opportunities. You may ask us not to include your details in networking information.

To communicate with you about CRTF

We may send:

• Essential information about an event for which you have registered
• Joining instructions
• Programme and schedule updates
• Venue or travel information
• Post-event information
• Requests for feedback
• Information about future CRTF events and related activities

Essential information about an event is sent because it is necessary to administer your registration.

We will send promotional electronic communications only where permitted by applicable data-protection and electronic-marketing law. You can unsubscribe from promotional communications at any time.

To promote and report on CRTF

We may use event photographs, recordings, speaker information and event content to:

• Report on an event
• Promote CRTF and future events
• Publish website and social-media content
• Produce highlight videos
• Provide information to media or event partners

Our lawful basis is normally our legitimate interest in documenting and promoting CRTF. We will consider reasonable objections, particularly where an individual is the principal subject of an image or recording.

To comply with legal and financial obligations

We may process information to:

• Maintain accounting and tax records
• Respond to lawful requests from authorities
• Establish or defend legal claims
• Meet company, insurance and regulatory obligations

Our lawful basis is compliance with legal obligations and, where applicable, our legitimate interests in protecting the organisation.

To protect our website, attendees and organisation

We may use information to:

• Prevent fraud or misuse
• Maintain website and payment security
• Investigate complaints or incidents
• Protect attendees, staff, suppliers and property
• Enforce event rules and contractual terms

Our lawful basis is normally our legitimate interest in protecting CRTF, its systems and its participants, or compliance with a legal obligation.

6. Sharing information with sponsors and event partners

CRTF works with sponsors and event partners that support the event and its programme.

Relevant attendee information may include:

• Name
• Job title
• Company
• Country
• Professional email address
• Ticket or attendee category
• Sessions or activities for which the attendee has registered

We will only share information where:

• The sharing has been explained to you;
• There is a lawful basis for the sharing;
• It is consistent with your communication preferences; and
• Applicable electronic-marketing rules allow the intended use.

Where a sponsor wishes to use attendee information for its own marketing or business-development purposes, we will normally seek the attendee’s active agreement where required.

CRTF will not sell or rent attendee information.

WeYield is the CRTF programme partner for pricing and revenue-management content. Where relevant, information concerning registration for WeYield sessions or activities may be shared with WeYield for the administration and delivery of those sessions. Any separate marketing use will be subject to applicable law and your selected communication preferences.

Other current sponsors and partners may be identified on the CRTF website, registration form or event materials.

When a sponsor or partner receives information and decides independently how it will use that information, it acts as a separate data controller and is responsible for its own compliance with data-protection law.

We require recipients of attendee information to:

• Use it only for the agreed and lawful purpose
• Keep it secure
• Respect marketing preferences and objections
• Not sell, rent or disclose it to unrelated third parties
• Delete it when it is no longer required
• Assist with relevant data-protection enquiries where necessary

Unless a recipient has established a separate professional relationship and lawful basis for continued processing, we generally require sponsor-provided attendee data to be deleted within 60 days of the event.

7. Other organisations with which we may share information

We may share necessary information with trusted organisations that help us operate CRTF, including:

• Website hosting and technical-support providers
• Registration, ticketing and payment providers
• Email and communications providers
• Badge-printing and event-management suppliers
• Venues, caterers and security providers
• Photographers and video-production suppliers
• Accountants, insurers, legal advisers and other professional advisers
• Government, regulatory or law-enforcement bodies where legally required

These organisations receive only the information reasonably required for their role.

Service providers processing information on our behalf must follow our instructions, maintain appropriate security and not use the information for unrelated purposes.

8. International transfers

Some service providers, sponsors or partners may be located outside the United Kingdom.

Where personal information is transferred internationally, we will take appropriate steps to protect it. Depending on the destination, these steps may include:

• Relying on UK adequacy regulations
• Using the UK International Data Transfer Agreement
• Using an approved UK addendum to standard contractual clauses
• Implementing another legally recognised safeguard

You may contact us for further information about safeguards applying to a particular transfer.

9. How long we retain information

We retain information only for as long as reasonably required for the purpose for which it was collected and to meet legal, contractual or regulatory obligations.

Our usual retention periods are:

• Ticket, registration and event-administration records: up to 24 months after the relevant event
• Financial, invoice and transaction records: generally six years, where required for accounting and tax purposes
• Sponsor, supplier and contractual records: generally six years after the contract or relationship ends
• Unsuccessful speaker applications: up to 24 months, so applicants may be considered for a future event
• General enquiries and correspondence: normally up to 24 months after the matter is concluded
• Marketing information: until you unsubscribe, withdraw consent or we determine that the information is no longer current or required
• Marketing suppression records: as long as necessary to ensure that an opt-out continues to be respected
• Photographs and recordings: for as long as they remain relevant to CRTF’s historical, editorial or promotional activities, subject to periodic review
• Cookie and analytics information: according to the lifespan of the relevant cookie or analytics setting

We may retain information for longer where necessary to deal with a dispute, legal claim, investigation or legal obligation.

10. How we protect information

We use reasonable technical and organisational measures to protect personal information against:

• Unauthorised access
• Accidental loss
• Misuse
• Alteration
• Disclosure
• Destruction

Access is limited to people and suppliers who reasonably require the information for their role.

No internet or email system is completely secure. If we become aware of a personal-data breach, we will investigate it and notify affected individuals and the Information Commissioner’s Office where legally required.

11. Your data-protection rights

Depending on the circumstances, you may have the right to:

• Ask for access to the personal information we hold about you
• Ask us to correct inaccurate or incomplete information
• Ask us to delete information
• Ask us to restrict how information is used
• Object to processing based on legitimate interests
• Receive certain information in a portable format
• Withdraw consent where processing is based on consent
• Complain to the Information Commissioner’s Office

You have an absolute right to object to your personal information being used for direct marketing.

Withdrawing consent will not affect processing that took place before consent was withdrawn.

To exercise your rights, contact info@carrentaltech.org. We may need to request information to confirm your identity before responding.

12. Automated decision-making

CRTF does not currently use personal information to make decisions about individuals solely through automated processing where those decisions have legal or similarly significant effects.

13. Children

CRTF is a professional business event and is not intended for children. We do not knowingly collect personal information from children through the event-registration process.

14. Cookies

Our website may use essential cookies needed for functions such as:

• Website security
• Shopping-cart operation
• Ticket purchases
• Session management
• Remembering privacy choices

Essential cookies do not require consent.

Analytics, advertising and other non-essential cookies will only be used where the appropriate permission has been obtained. You can accept, reject or adjust non-essential cookies through the website’s cookie controls.

Your browser may also allow you to block or delete cookies. Blocking essential cookies may prevent some website features from working correctly.

15. Links to other websites

The CRTF website may contain links to websites operated by sponsors, speakers, partners or other third parties.

We are not responsible for the privacy practices of independent third-party websites. You should read their privacy notices before providing personal information.

16. Changes to this notice

We may update this Privacy Notice to reflect changes to:

• Our events or services
• The organisations with which we work
• Our information-handling practices
• Legal or regulatory requirements

The current version will be published on the CRTF website with the date it was last updated.

Where a change materially affects how previously collected information is used, we will provide an appropriate additional notice.

17. Contacting us

Questions, requests or complaints about personal information should be sent to:

ALL-CAB Consulting Ltd
43 Bluebell Drive
Stansted
Essex
CM24 8XP
United Kingdom

Email: info@carrentaltech.org

18. Complaints to the Information Commissioner

If you are unhappy with how we have handled your information, please contact us first so that we can try to resolve the matter.

You also have the right to complain to the UK Information Commissioner’s Office:

Website: https://ico.org.uk
Telephone: 0303 123 1113