Website: London Media Forum
Last Updated: 12 October 2026

1. Introduction

London Media Forum (“LMF”, “we”, “our” or “us”) respects your privacy and is committed to handling personal information responsibly.

This Privacy Policy explains how we collect, use, store, share and protect personal information when you visit our website, contact us, apply for membership, purchase services, submit content, participate in awards or attend our activities.

We process personal information in accordance with applicable data protection legislation, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, as applicable.

2. Who We Are

For the purposes of applicable data protection law, the organisation responsible for your personal information is:
Trading Name: London Media Forum

If LMF uses a separate legal entity to operate its website or services, the correct legal entity should be identified here.

3. Personal Information We Collect

The information we collect depends on how you interact with us.

A. Contact Information

When you contact us or submit an enquiry, we may collect:

• Full name.
• Email address.
• Telephone number.
• Company or organisation name.
• Job title or professional role.
• Enquiry details and correspondence.

B. Membership Information

If you apply for or purchase a membership, we may collect registration details, professional information, membership preferences, account information, payment status and details needed to administer your membership.

C. Digital PR and Content Submissions

If you use our Digital PR services or submit content for consideration, we may process biographies, company profiles, photographs, logos, articles, interviews, business achievements and other information you provide.

D. Awards and Recognition

Where you enter or participate in an awards programme, we may collect application details, professional credentials, supporting documents, achievements, references and information required to assess eligibility.

E. Events and Interactive Sessions

We may collect registration details, attendance records, session preferences, accessibility requests and information needed to administer an activity.

If an activity is recorded or photographed, we will provide appropriate information about the recording and its intended use.

F. Payment Information

Payments may be processed by third-party payment providers.

We may receive transaction references, payment status, billing details and limited payment information required for accounting or customer support. Full card details are generally handled by the payment provider rather than stored by LMF, where the relevant payment setup operates that way.

G. Technical Information

When you visit our website, we or our service providers may collect technical information such as IP address, browser type, device information, pages visited, referral information, approximate location derived from technical data and website usage information.

The collection of certain technical information may depend on your cookie preferences and the tools installed on the website.

H. Marketing Preferences

We may record whether you have chosen to receive newsletters, event updates, membership communications or other marketing messages.

4. How We Use Your Information

We may use personal information to:

• Respond to enquiries and requests.
• Create and administer memberships.
• Deliver Digital PR and other contracted services.
• Process award applications and administer recognition programmes.
• Manage session registrations and networking activities.
• Communicate service updates and relevant operational information.
• Publish content where we have an appropriate legal basis and any necessary permissions.
• Process payments and maintain financial records.
• Improve website performance, usability and security.
• Prevent fraud, misuse and unauthorised access.
• Comply with legal and regulatory obligations.
• Send marketing communications where legally permitted.

We will not use personal information for purposes incompatible with the reason it was collected without establishing an appropriate legal basis and providing any information or obtaining any consent required by law.

5. Our Lawful Bases for Processing

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

Contract: Processing necessary to enter into or perform a contract with you, such as administering a membership or delivering a paid service.

Legitimate interests: Processing necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. Examples may include responding to relevant business enquiries, maintaining website security and managing professional relationships.

Consent: Processing based on your consent, such as certain marketing communications, optional cookies or specific uses of photographs and other personal information where consent is the appropriate legal basis.

Legal obligation: Processing necessary to comply with legal requirements, such as accounting and tax obligations.

Other applicable legal grounds: Where relevant, we may rely on another lawful basis permitted by applicable data protection legislation.

The appropriate lawful basis will depend on the specific processing activity.

6. Publishing Profiles, Stories and Achievements

London Media Forum may publish business stories, member profiles, interviews, professional biographies, photographs, award announcements and other editorial or promotional content.

Before publishing personal information, we will identify an appropriate lawful basis and obtain any permissions or consents required by law.

Where you submit information specifically for publication, we may use the relevant materials for the purposes communicated to you and under the applicable submission terms.

We will not assume that all information supplied in a membership application is automatically approved for public publication.

If you wish to request a correction or removal of published personal information, contact us using the details below. We will assess the request in light of applicable law, contractual commitments and any relevant legal or legitimate grounds for retaining the material.

7. Sharing Your Information

We may share personal information with appropriate recipients where necessary, including:

• Website hosting and technical support providers.
• Customer relationship management and email service providers.
• Payment processors and accounting service providers.
• Event registration and management platforms.
• Professional advisers, insurers and auditors.
• Publishers, media partners or collaborators where necessary for an agreed service or where another lawful basis applies.
• Award assessors or judges who require information to evaluate eligible submissions.
• Relevant authorities where required by law.

We require service providers acting on our behalf to handle personal information appropriately and in accordance with applicable legal requirements.

We do not sell personal information to third parties.

Where information is shared with a media partner, publisher or other independent organisation, that organisation may process it under its own privacy arrangements.

8. International Transfers

Some of our service providers or partners may process personal information outside the United Kingdom.

Where personal information is transferred internationally, we will implement an appropriate transfer mechanism and safeguards where required by applicable data protection law. These may include UK adequacy regulations, the UK International Data Transfer Agreement, the UK Addendum or another legally recognised mechanism, as appropriate.

You can contact us for further information about relevant international transfers and safeguards.

9. How Long We Keep Information

We retain personal information only for as long as reasonably necessary for the purposes for which it was collected, including legal, accounting, contractual and reporting requirements.

Retention periods may vary:

• Enquiry information is generally retained for the time needed to respond and manage follow-up.
• Membership information is retained for the duration of membership and an appropriate period afterwards.
• Financial and transaction records are retained for the period required by applicable law.
• Award and submission records are retained according to programme requirements and legitimate recordkeeping needs.
• Marketing records are retained while necessary to manage communications and suppression preferences.
• Technical and analytics information is retained according to the settings and retention periods of the relevant tools.

Actual retention periods should be documented internally and configured in the relevant systems. Information will be deleted or anonymised when it is no longer needed, subject to lawful retention requirements.

10. Data Security

We use appropriate technical and organisational measures designed to protect personal information against unauthorised access, loss, alteration, disclosure or destruction.

These measures may include access controls, secure hosting, account permissions, software updates and appropriate service-provider arrangements.

No online system can be guaranteed to be completely secure. If a personal data breach occurs, we will take appropriate steps in accordance with our legal obligations.

11. Your Data Protection Rights

Depending on the circumstances and applicable law, you may have the right to:

• Request access to your personal information.
• Request correction of inaccurate or incomplete information.
• Request erasure of personal information.
• Request restriction of processing.
• Object to certain processing activities.
• Request transfer of information you provided to us, where the right to data portability applies.
• Withdraw consent where processing is based on consent.
• Object to direct marketing at any time.
• Complain to the relevant data protection authority.

These rights are subject to applicable legal conditions and exceptions.

To exercise your rights, contact P****cy@L**d**Me***F***m.Com. We may need to verify your identity before responding.

12. Marketing Communications

We may send service-related communications where necessary to administer your membership or deliver a service.

We will send promotional emails, newsletters and similar marketing communications only where permitted by applicable law.

You can unsubscribe using the link in a marketing email or contact us directly. We will continue to retain the minimum information needed to respect your opt-out and prevent unwanted marketing.

Unsubscribing from marketing does not prevent us from sending essential service or contractual communications.

13. Cookies and Similar Technologies

Our website may use cookies and similar technologies for functionality, security, analytics and marketing.

Where consent is required, non-essential cookies will not be activated before you provide the relevant consent. You can manage your preferences through the website’s cookie settings.

Please read our separate Cookie Policy for further details.

14. Children’s Privacy

Our website and professional services are primarily intended for businesses, professionals and adults.

We do not knowingly collect children’s personal information where doing so would be inappropriate or unlawful. If you believe a child has provided personal information to us without the necessary authorisation, contact us so that we can assess and address the matter.

15. Third-Party Websites

Our website may contain links to websites or services operated by third parties.

We are not responsible for the privacy practices of those external services. Please review their privacy policies before sharing personal information with them.

16. Changes to This Policy

We may update this Privacy Policy to reflect changes to our services, technology, legal obligations or data handling practices.

The latest version will be published on our website with its updated revision date. Where required, we will notify affected individuals or seek consent for changes to processing.

17. Contact and Complaints

For privacy questions, data requests or concerns, contact:
Email: P****cy@L**d**Me***F***m.Com
Website: www.londonmediaforum.com

If you are unhappy with how we handle your personal information, please contact us first so we can try to resolve your concern.

You also have the right to complain to the UK Information Commissioner’s Office (ICO), where applicable. Information is available at https://ico.org.uk/.