Privacy Notice

This notice explains how Oil Analysis Laboratories Ltd (“OAL”, “we”) uses personal information for LubeWear Live 2027 and the lw.live website. It covers delegates, exhibitors, sponsors, speakers and website visitors.

Data controller	Oil Analysis Laboratories Ltd, Unit 5, Creamery Business Park, Station Road, Mochdre, Colwyn Bay LL28 5EF
Contact	lab@oalltd.com

1. What we collect

• Contact and work details: name, company, job title, email, phone.
• Registration details: days attending, lab tour and coach choices, what you would like to get from the event, and your acceptance of our terms (with the date and version).
• Exhibitor, sponsor and speaker details: company and invoice details, contacts, names of staff and contractors supplied by their employer, logos, biographies, headshots, presentations, safety documents and insurance certificates.
• Dietary, allergy and access needs, and anything you tell us about a medical condition that could affect you on the lab tour. This can be health information, so we only use it to make arrangements for you.
• Photographs, film and recordings taken at the Event, including recorded talks.
• Records of incidents, such as accidents, first aid or security issues.

If you mention a medical condition to the lab tour lead at the safety briefing, we use it only to keep you safe on the tour and do not write it down unless an incident happens.

• Website information: technical details your browser sends, and visitor-analytics information (see section 7).

2. Why we use it and our lawful basis

Purpose	Lawful basis
Registering you and running the Event, including badges, catering numbers, the lab tour and coach	Our agreement with you, and our legitimate interest in running the Event
Sending you essential Event information	Our agreement with you and our legitimate interests
Exhibitor, sponsor and speaker bookings, invoices and safety paperwork	Performing our contract, and our legal obligations (tax, health and safety)
Dietary, allergy, access and lab-tour medical information	Your explicit consent, given when you tell us, which you can withdraw at any time. In an emergency: protecting someone's vital interests.
Safety, security and dealing with incidents	Our legitimate interests and legal obligations
Photographs and filming of the Event and recording talks, used to report on and promote LubeWear Live and OAL	Our legitimate interests (and, for speakers, the Speaker Agreement). You can object; see the no-photos option in the Delegate Terms.
Close-up, interview or testimonial content used in advertising	Your consent
Marketing emails about future events and OAL services	Your consent. Unsubscribe at any time.
Legal claims, insurance and keeping a record of the terms you accepted	Our legitimate interests

3. Who we share it with

• Venue Cymru and its caterers, for access, security, catering and emergencies.
• The coach company: names on the lab tour coach list.
• Service providers who work for us (website hosting, email, IT, photographers, printers), under written contracts that require them to protect your information.
• Exhibitors, only if you choose to let them scan your badge or give them your details. They then use it under their own privacy notices.
• Emergency services, insurers, professional advisers or authorities where necessary or required by law.

We do not sell personal information. If our providers process data outside the UK, we use the safeguards UK law requires.

4. How long we keep it

• Dietary, allergy, access and lab-tour medical information: deleted within 30 days after the Event, unless needed for an incident.
• Delegate registrations: 24 months after the Event.
• Records of the terms you accepted, and exhibitor, sponsor and speaker contracts and invoices: 6 years after the Event.
• Incident records: as long as needed for any claim or legal requirement.
• Marketing preferences: until you unsubscribe.
• Event photographs and recordings: kept in our archive and reviewed every 3 years.

5. Your rights

You can ask for a copy of your information, ask us to correct or delete it, restrict or object to how we use it, withdraw consent, or ask for your data in a portable format. Email lab@oalltd.com. You can also complain to the Information Commissioner's Office (ico.org.uk), although we would like the chance to help first.

6. Giving us your details

We need your name, company, job title and email to register you, and your agreement to the Delegate Terms. Everything else is optional. If you don't give us dietary or access information, we may not be able to make those arrangements.

7. Cookies on lw.live

We use essential cookies to make the website work, and analytics tracking to understand how visitors and organisations use our website so we can improve the experience for everyone. Tracking starts when you visit. If you would rather not be tracked, click “Reject” on the cookie notice or use the “Cookie settings” link in the website footer.

8. Changes

We will update this notice if how we use information changes, and change the “last updated” date above.