Privacy policy

The Meetings Industry Association Limited herein referred to as ‘MIA’ has appointed a Data Protection Controller (DPC) who will endeavour to ensure that all personal data is processed in compliance with this Policy and the Principles of the Freedom of Information Act 2000 and the Protection of Freedoms Act 2012 are also relevant to parts of this policy as well as the Protection of Electronic Communication Regulation (PECR).

MIA recognises The General Data Protection Regulation (GDPR)UK GDPR and Data Protection Act 2018.

The General Data Protection Regulation (GDPR) has replaced the Data Protection Act 1998 and aims to give you control over your data as do we.  As a company promoting privacy awareness and compliance, we at MIA have a Privacy Policy that aims to help you understand what data we collect, what we use it for and how you can exercise your rights.

Reading our Privacy Policy is important so we hope you will give it time and attention.

The Meetings Industry Association Limited shall be referred to as MIA in this Privacy Policy.  We follow the following principles in order to protect your privacy:

we do not collect more information than is necessary;

we do not use your data for purposes other than those specified;

we do not keep your data if it is no longer needed;

we do not farm your data out to third parties.

  1. Information collection and tracking:

1.1. When you visit a website:

You can visit our website without giving away your personal information. MIA uses Google Analytic Services in order to improve our service, user experience and analyse how the website is used. Aside from the approximate location (IP address), the information collected by Google Analytics is mostly anonymous traffic data including browser information, device information, language; it may also help us to improve our service to you.

We do not collect additional information, such as your age, gender, interests, bank details or clickstream.

The collected information is used to provide an overview of how people are accessing and using MIA website. It is not used for any additional purpose, such as to profile those who access our website.

You can view our Cookie Policy here.

1.2. Hosting

The website is hosted, managed and maintained within the UK by Senior Internet Ltd.  As a UK company they are bound by the UK's GDPR rules on data management -


Senior Internet Ltd,

137 Canal Street,



1.3. Booking

When you contact us to book and manage an event for you, we share, exchange and receive information necessary to fulfil the role required and to fulfil the performance of a contract. 

When we handle you data we store all information in an encrypted or password-protected format which renders any personal information inaccessible to unauthroised parties.

 1.4. miaTouchstone system.

When you use our miaTouchstone system.

The Touchstone system is hosted, managed and maintained on servers within the UK by Infonote Datasystems Ltd. As a UK company they are bound by the UK’s GDPR rules on data management.

The information collected is mostly anonymous feedback data used for the reporting features in the system. Other anonymous data including IP address, browser information, device information & language may be collected to assist with error monitoring and maintenance of the software; this is intended for the purpose of improving our service to you.

We do not collect additional information, such as your age, gender, interests, bank details.

Where we do collect personal data this information is used to process enquiries on behalf of the system users. The MIA does not use this data.

  1. How we Use Your Personal Data:

The Meeting Industry Association takes your privacy very seriously and will never disclose, share or sell your data without your consent; unless required to do so by law. We only retain your data for as long as is necessary and for the purpose(s) specified in this notice. Where you have consented to us providing you with promotional offers and marketing, you are free to withdraw this consent at any time


  1. When you contact us:

While you can use our website without giving out your personal information, once you contact us via the MIA website, MIA collects information about you.


The information you provide using the email link on the website will be processed and stored so that it is possible for us to respond to your request, we therefore do not keep the information submitted to us for longer than is necessary.


3.1. Phone Calls:

Call data is ‘your data’ and as such is subject to the same rights as all other data covered under this policy.


3.2. Recruitment:

If you apply for a job with MIA, we will collect, process and store the information you have sent us for recruitment-related purposes, such as contacting you. Additionally, MIA may keep your data for a period of time for the purpose of considering you for a different opportunity.


  1. Social media and Social Media plug-ins:

Our website features three plug-ins for easy sharing and following our social media pages: Facebook, operated by Facebook Inc; LinkedIn and Twitter.


Being on our website does not automatically result in sharing data on these social media networks. These plugins remain inactive (idle) until clicked upon. Once clicked upon, you will be taken to the said social media networks with their own specific privacy policies which we recommend your view.


  1. Information Security:

MIA cares to ensure the security of personal data.  When MIA collects information about you, we also make sure that your information is protected from unauthorised access, loss, manipulation, falsification, destruction or unauthorised disclosure. This is done through appropriate technical measures.


In the event of a data breech or data loss we will notify you within 72 hours of the breech and have the necessary processes in place to respond to such events.


  1. Your Rights:

You have the right to access any personal information that The Meeting Industry Association processes about you and to request information about: -

  • What personal data we hold about you
  • The purposes of the processing
  • The categories of personal data concerned
  • The recipients to whom the personal data has/will be disclosed
  • How long we intend to store your personal data for
  • If we did not collect the data directly from you, information about the source


If you believe that we hold any incomplete or inaccurate data about you, you have the right to ask us to correct and/or complete the information and we will strive to do so as quickly as possible; unless there is a valid reason for not doing so, at which point you will be notified.


You also have the right to request erasure of your personal data or to restrict processing (where applicable) in accordance with the data protection laws; as well as to object to any direct marketing from us. Where applicable, you have the right to data portability of your information and the right to be informed about any automated decision-making we may use.


If we receive a request from you to exercise any of the above rights, we may ask you to verify your identity before acting on the request; this is to ensure that your data is protected and kept secure.


  1. When this Privacy Policy applies:

This Privacy Policy is applicable to the services offered by MIA directly via our website. Our website may contain links to other websites. Once redirected to another website, this Policy is no longer applicable however we remain responsible for any personal data directly shared as such we ensure all our 3rd party’s are (like us) GDPR compliant.


This version of the Privacy Policy is effective from May 2018.


  1. Changes:

We reserve the right to change this Privacy Policy. We constantly review our Privacy Policy and strive towards making it better.


MIA will not reduce your rights stated in this Policy without asking for explicit prior consent to the changes.


All changes to our Privacy Policy will be available on this website. You can access the previous versions of this Policy here.


  1. Transfers Outside the EU

The Meeting Industry Association utilise some products or services (or parts of them) that may be hosted or stored in the USA, which means that we may transfer any information which is submitted by you through the website outside the European Economic Area ("EEA") for the below purposes of fulfilling the performance of the contract.


Therefore, when you use our website, send us an email or sign up to our newsletter, the personal information you submit may be stored on servers which are hosted in non-EU countries. Where this is the case, we will take steps to ensure that those providers use the necessary level of protection for your information and abide by strict agreements and measures set out by The Meeting Industry Association to protect your data and comply with the relevant data protection laws.


  1. To sum up:

In accordance with applicable law, we only collect a limited amount of information about you that is necessary for improving our service.


We do not use profiling, we do not sell or in any other way spread your data to third parties, we do not use your data for purposes other than those we have specified.


We also make sure that your data is stored securely. We delete all information deemed no longer necessary.


We constantly review our Privacy Policy in order to make it better and protect you more.


  1. You can contact us at any time to:
  • Request access to information that MIA has about you
  • Correct any information that MIA has about you
  • Delete information that MIA has about you


If you have any additional questions about MIA collection and storage of data, please contact Katie Cotton:


Katie Cotton – Data Controller

MIA Limited

Portland House,

1 Coventry Road,

Market Harborough,


LE16 9BX

Tel:      +44 (0) 345 230 5508


Company No:

11.1. The Right to complain:

As a consumer you have the right to complain or address any concerns about your data use.  If you feel we have not addressed your concerns you can contact the ICO (Information Commissioners Office) to raise your concerns in confidence, we would request that in the first instance you contact us.


Glossary of terms



Cookies are small files or other pieces of data which are downloaded or stored on your computer or other device, that can be tied to information about your use of our website (including certain third party services and features offered as part of our website).



A device is what you use to reach our website, such as a smartphone, tablet or computer.


IP address

Internet Protocol (IP) address is a number that is connected to your device. An IP address can be used to determine the location of your device typically within a 40km radius, thus not being an exact determination of your location. IP addresses are basically how the Internet functions.


Personal information

Personal information is information that can identify you. This can be your name, email, contact information or other type of information that can be traced back to you.