Privacy Notice

Privacy Notice
 

The Mila & Partners Ltd
Last updated: 28 August 2026

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The Mila & Partners Ltd (“The Mila”, “we”, “us” or “our”) respects your privacy and is committed to handling personal information responsibly, transparently and in accordance with applicable data protection law.

This Privacy Notice explains how we collect, use and share personal information when you interact with The Mila in connection with our business activities, including our website, events, programmes, partnerships, communications and related activities.

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1. Who we are

The Mila & Partners Ltd is responsible for the personal information we process, except where another organisation is responsible for that information.

If you have any questions about how we handle personal information, please contact us at:

Email: hello@the-mila.com
Website: www.the-mila.com

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2. Information we collect

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

• your name and contact details, such as your email address and telephone number;

• your organisation, role and professional or academic affiliation;

• information you provide when registering for or participating in an event, programme or other activity;

• information you provide when contacting us or making an enquiry;

• information relating to your involvement in our programmes, events, partnerships and other activities;

• professional biographies, headshots, quotations and other information relating to speakers, contributors and participants;

• photographs, video and audio recordings, where applicable; and

• information provided to us by universities, event partners, collaborators or other organisations where this is necessary and lawful for a particular activity.

We aim to collect information that is relevant and proportionate to the purpose for which it is used.

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3. Where we obtain personal information

We may obtain personal information:

• directly from you;

• through our website, registration forms and other communications;

• from universities, academic institutions, event partners and collaborators;

• from organisations or individuals involved in our activities; and

• from publicly available professional or institutional sources, where appropriate.

Where we receive personal information from another organisation or source, we will take reasonable steps to understand how it was collected and shared and to handle it in accordance with applicable data protection law.

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4. How we use personal information

We may use personal information to:

• organise, administer and deliver our business activities, including events, programmes and initiatives;

• communicate with speakers, participants, contributors, partners, collaborators and other relevant contacts;

• manage relationships connected with our programmes, partnerships and wider activities;

• facilitate appropriate introductions, collaboration and communication connected with our activities;

• provide information about relevant events, programmes, opportunities and developments where permitted by law;

• maintain appropriate business and programme records;

• work with universities, academic institutions, event partners and other collaborators where necessary to deliver a particular activity;

• document and communicate our activities, including through our websites, social media, publications and other communications;

• comply with legal, regulatory, contractual and governance requirements; and

• protect our business, systems and activities against fraud, misuse or other unlawful activity.

We use personal information only where we have an appropriate lawful basis and for purposes that are consistent with the circumstances in which the information was collected or otherwise permitted by law.

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5. Information shared by universities, partners and collaborators

We may receive personal information or event-related content from universities, academic institutions, event partners, collaborators and other organisations involved in activities with The Mila.

For example, where an event or programme is delivered in collaboration with a university or partner organisation, relevant speaker, participant or contributor information may be shared with The Mila where this is necessary for the administration, delivery, communication or appropriate follow-up of that activity.

Where personal information or content is shared with us, we will use it in accordance with the relevant arrangements, permissions and applicable law.

The fact that information has been shared with us does not automatically give The Mila unrestricted permission to use it for unrelated purposes. Where we wish to use personal information or content for a new or materially different purpose, we will consider whether that use is permitted and, where necessary, seek additional permission or take other appropriate steps before proceeding.

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6. Photographs, filming and event-related content

Some of our events and activities may be photographed, filmed or recorded.

Where appropriate and lawful, photographs, video and audio recordings, speaker biographies, professional information, quotations and other event-related content may be used to document, communicate and promote the relevant event, programme or related activity.

This may include use through:

• The Mila and relevant programme websites;

• event materials and publications;

• professional or institutional communications;

• The Mila’s social media channels; and

• other communications directly connected with the relevant activity.

Where consent is required, we will seek appropriate consent. Where another lawful basis is relied upon, we will provide appropriate information and safeguards.

Where photography, filming or other content is collected by or on behalf of a university, venue or event partner and shared with The Mila, we will use that material consistently with the relevant arrangements, permissions and applicable law.

If you have a question or concern about the use of your image, recording or other event-related content, please contact us.

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7. Sharing personal information

We may share personal information, where necessary and appropriate, with:

• universities and academic institutions;

• event, programme and other partners;

• professional advisers and service providers;

• event registration, communications and technology providers; and

• organisations directly involved in delivering a particular activity.

We only share information where there is an appropriate lawful basis and where the sharing is relevant and proportionate to the purpose.

We do not sell personal information.

Where appropriate, we use contractual, technical and organisational safeguards to help protect personal information.

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8. Marketing and communications

We may communicate with individuals about The Mila’s business activities, events, programmes, opportunities and related developments where permitted by applicable law.

Where consent is required for direct electronic marketing, we will obtain that consent separately and make the purpose of the communication clear.

Taking part in an event or programme does not, by itself, mean that you have agreed to receive unrelated marketing communications.

Where personal information was provided for a specific event or programme, we will not use it for unrelated direct marketing where that would be inconsistent with the original purpose or otherwise breach applicable law.

You can object to direct marketing at any time. Where applicable, our marketing communications will include an appropriate means of opting out.

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9. Lawful bases for processing

Depending on the circumstances, we may rely on one or more of the following lawful bases:

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Consent
Where you have given clear permission for a specific use of your personal information.

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Contract
Where processing is necessary to enter into or perform an agreement with you.

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Legitimate interests
Where processing is necessary for a legitimate interest pursued by The Mila or another relevant party, provided that the processing is proportionate and your rights and interests do not override that interest.

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Legal obligation
Where processing is necessary to comply with a legal or regulatory requirement.

Where we rely on legitimate interests, we will consider whether the processing is necessary, proportionate and reasonably expected in the circumstances. Where we rely on consent, you may withdraw it at any time. Withdrawal does not affect the lawfulness of processing carried out before consent was withdrawn.

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10. How long we keep personal information

We keep personal information only for as long as reasonably necessary for the purposes for which it was collected, including where necessary to meet legal, accounting, contractual, governance or reporting requirements.

Retention periods may vary depending on the type of information and the purpose for which it is held.

When information is no longer required, we will take reasonable steps to securely delete or anonymise it.

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11. Security and access

We take reasonable technical and organisational measures to protect personal information against unauthorised access, loss, misuse, alteration or disclosure.

Access to personal information is limited to people and organisations who need it for legitimate business or operational purposes and is subject to appropriate safeguards.

This does not prevent information from being made public where publication forms part of a lawful and appropriately communicated activity, such as an event photograph, speaker biography or event recording.

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12. International transfers and online publication

Some of the organisations, service providers or platforms we work with may operate internationally.

Where personal information is transferred outside the United Kingdom, we will take appropriate steps to ensure that the transfer is lawful and that appropriate safeguards are in place where required by applicable data protection law.

Where personal information or event-related content is made publicly available online, including through websites or social media, it may be accessible from and viewed in countries around the world.

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13. Your rights

Subject to applicable law and certain limited exceptions, you may have the right to:

• request access to the personal information we hold about you;

• request correction of inaccurate or incomplete information;

• request deletion of your information in certain circumstances;

• request restriction of processing in certain circumstances;

• object to certain processing, including direct marketing; and

• withdraw consent where we rely on consent as the lawful basis for processing.

To exercise your rights or raise a privacy question, please contact us using the details above.

You also have the right to raise a concern with the Information Commissioner’s Office (ICO).

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14. Changes to this Privacy Notice

We may update this Privacy Notice from time to time to reflect changes in our activities, technology, legal requirements or the way we process personal information.

We will publish the latest version on our website with the date of the most recent update.

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15. Contact and complaints

If you have any questions, concerns or requests relating to your personal information or this Privacy Notice, please contact:

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The Mila & Partners Ltd
Email: hello@the-mila.com
Website: www.the-mila.com

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You may also contact the Information Commissioner’s Office (ICO) if you have concerns about how your personal information has been handled: ICO: https://ico.org.uk/

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The Mila & Partners Ltd