Last updated: April 2026
1. Who We Are
PR Medical Events is a specialist healthcare congress logistics and events agency serving pharmaceutical and life sciences clients across Europe and North America. We operate through two entities:
- PR Medical Events Limited — registered in England & Wales, company number 09957579, 4 Chantry Court, Sovereign Way, Chester, CH1 4QN, United Kingdom
- PR Medical Events SRL — registered in Romania, registration number J22/1028/2013
Together, these entities act as joint data controllers in respect of personal data processed under this policy. For enquiries relating to this Privacy Policy, please contact us at:
2. Scope of This Policy
This Privacy Policy explains how PR Medical Events collects, uses, stores, and protects personal data in connection with:
- Our website at pr-medicalevents.com and any associated subdomains
- Our services as a professional congress organiser (PCO) and healthcare congress logistics provider, including hotel contracting, delegate management, transfer of value (TOV) reporting, and on-site support
- Our business development and client relationship activities
- Our employment and contractor engagement activities
This policy applies to all individuals whose personal data we process, including healthcare professionals (HCPs), pharmaceutical client contacts, hotel and venue contacts, suppliers, job applicants, and website visitors.
3. Personal Data We Collect
3.1 Healthcare Professionals and Congress Delegates
In the course of providing congress logistics services to our pharmaceutical clients, we may process the following data about HCPs and other delegates:
- Full name, title, and professional designation
- Job title, employer, and medical specialty
- Contact details (email address, phone number, postal address)
- Travel and accommodation preferences and booking details
- Dietary requirements and accessibility needs (special category data, processed only where necessary and with appropriate safeguards)
- Attendance records and itinerary information
- Financial data required for TOV reporting (value of hospitality, accommodation, and other benefits provided), in accordance with EFPIA, ABPI, and applicable national disclosure codes
This data is collected on behalf of our pharmaceutical clients, who act as data controllers. PR Medical Events acts as a data processor in these circumstances and processes data only in accordance with documented client instructions.
3.2 Client and Supplier Contacts
For individuals at pharmaceutical companies, hotel groups, venues, and other business partners, we collect:
- Name, job title, and employer
- Business email address and phone number
- Communication history and meeting notes
- Contractual and financial information relevant to our business relationship
3.3 Website Visitors
When you visit pr-medicalevents.com, we may collect standard technical data including IP address, browser type, and pages visited, via cookies and analytics tools. Please see Section 9 (Cookies) for further detail.
3.4 Job Applicants and Personnel
For applicants and staff, we collect information provided during recruitment and employment, including CVs, contact details, right-to-work documentation, and performance records, for the purposes of human resources administration.
4. Lawful Basis for Processing
We process personal data only where we have a valid lawful basis under the UK GDPR and/or EU GDPR. Depending on the category of data subject and the purpose of processing, the applicable basis is one or more of the following:
- Contract performance — where processing is necessary to deliver congress logistics services or fulfil a contractual obligation with a client, supplier, or employee
- Legal obligation — where processing is required to comply with applicable law, including EFPIA/ABPI disclosure obligations, HMRC requirements, or employment law
- Legitimate interests — where we have a genuine business interest in processing data that is not overridden by the individual’s rights; this includes business development outreach, client relationship management, and internal analytics. We conduct legitimate interests assessments where required
- Consent — where we rely on your explicit consent, such as for certain marketing communications or the processing of special category data (e.g. dietary or accessibility requirements). You may withdraw consent at any time by contacting us
5. How We Use Personal Data
We use personal data for the following purposes:
- Providing and managing congress logistics services, including hotel bookings, rooming lists, transfers, and on-site delegate support
- TOV reporting and pharma compliance obligations on behalf of our clients
- Contract management with clients, hotels, and suppliers
- Business development, including responding to enquiries and maintaining contact with prospective clients
- Sending service-related communications and updates
- Operating and improving our website
- Recruiting and managing personnel
- Complying with legal and regulatory obligations
We do not use personal data for automated decision-making or profiling in ways that produce legal or similarly significant effects.
6. How We Share Personal Data
We do not sell personal data. We may share personal data in the following limited circumstances:
- With our pharmaceutical clients, where we act as data processor on their behalf and share delegate or TOV data as part of service delivery
- With hotels, venues, and ground transportation providers, to the extent necessary to fulfil congress logistics bookings
- With technology platforms and tools used in our operations (e.g. event management systems, cloud storage providers), under appropriate data processing agreements
- With our affiliated entity, Asembli Global, where relevant to a joint engagement, under equivalent data protection safeguards
- With professional advisers (legal, financial, insurance) where necessary
- With public authorities or law enforcement, where required by law
Where we transfer personal data to third-party processors, we ensure they are bound by contractual obligations at least as protective as those required by applicable law.
7. International Data Transfers
PR Medical Events operates across Europe and North America. Personal data may be transferred between our UK and Romanian entities and to service providers or congress venues in other countries.
Where personal data originating from the UK or EEA is transferred to a country not recognised as providing an adequate level of data protection, we implement appropriate safeguards, such as the UK International Data Transfer Agreement (IDTA) or EU Standard Contractual Clauses (SCCs), as applicable.
8. How Long We Keep Personal Data
We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, or as required by law. Our standard retention periods are:
- TOV and congress delegate records: up to 6 years from the relevant congress date, in line with pharma disclosure and financial record-keeping obligations
- Client and supplier contact records: for the duration of the business relationship, plus up to 3 years
- Job applicant data: up to 12 months from the end of the recruitment process, unless a longer period is agreed
- Website analytics data: as set out in our cookie notice
When data is no longer required, we securely delete or anonymise it.
9. Cookies
Our website uses cookies to support basic functionality and to understand how visitors use the site. We do not place personally identifiable information in cookies. You can control cookie settings through your browser; however, disabling cookies may affect certain website features.
We do not use cookies to serve advertising or to share data with advertising networks.
10. Your Rights
Under the UK GDPR and EU GDPR, you have the following rights in relation to your personal data:
- Right of access — to request a copy of the personal data we hold about you
- Right to rectification — to request correction of inaccurate or incomplete data
- Right to erasure — to request deletion of your data in certain circumstances
- Right to restriction — to request that we limit how we use your data
- Right to data portability — to receive your data in a structured, machine-readable format
- Right to object — to object to processing based on legitimate interests or for direct marketing
- Right to withdraw consent — where processing is based on consent, you may withdraw it at any time without affecting the lawfulness of prior processing
To exercise any of these rights, please contact us at [email protected]. We will respond within one month. If you are dissatisfied with our response, you have the right to lodge a complaint with the relevant supervisory authority:
- In the UK: the Information Commissioner’s Office (ICO) — ico.org.uk
- In Romania: the National Supervisory Authority for Personal Data Processing (ANSPDCP) — dataprotection.ro
11. Data Security
We implement appropriate technical and organisational measures to protect personal data against unauthorised access, loss, alteration, or disclosure. These include access controls, encrypted transmission where applicable, and regular review of our data handling practices.
No system is entirely secure. In the event of a personal data breach that is likely to result in a risk to individuals’ rights and freedoms, we will notify the relevant supervisory authority within 72 hours and, where required, inform affected individuals.
12. Third-Party Websites
Our website may contain links to third-party websites. We are not responsible for the privacy practices of those sites and encourage you to review their privacy policies independently.
13. Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in our practices or applicable law. The current version will always be available at pr-medicalevents.com/privacy-policy. We will notify you of material changes where required by law.
14. Contact Us
For any questions about this Privacy Policy or how we handle your personal data, please contact:
PR Medical Events Limited
4 Chantry Court, Sovereign Way, Chester, CH1 4QN, United Kingdom