Privacy Policy

For the operation of this website, the responsible website operator is:

MICE & Proud itself is an independent international network initiative and is not currently a separate legal entity.

This website is a purely informational website. It does not host its own contact or registration forms, does not require an account and does not store personal data in a database operated by us. Depending on how you choose to get in touch or take part, the following personal data may be processed:

• Data you send us by e-mail — your name, e-mail address, and any content, company, role or other information you voluntarily include in your message (via the mailto links on this website).
• Data you submit through our external membership form — the “Join the Community” and “Become a Founding Partner” buttons open an external form hosted by Zoho Corporation in the European Union. Any data you enter there (for example name, e-mail address, company, professional role, country and further voluntary information) is submitted directly to that form and made available to MICE & Proud.
• Registration and participation information for MICE & Proud activities, meetings, webinars or events, and your communication preferences, where you provide them.
• Technical access data — when you open this website, technical information such as your IP address, browser type and version, referring page, date and time of access is processed by our hosting provider for the purpose of delivering and securing the website.

• responding to enquiries
• managing communication with members, participants, collaborators and contacts
• managing registrations and participation in MICE & Proud
• organising meetings, webinars, events and other network activities
• providing information about MICE & Proud activities and initiatives
• maintaining and developing the MICE & Proud network
• operating and securing the website
• fulfilling legal obligations

We do not use personal data for advertising or commercial profiling.

Participation is private by default. Visibility is a choice.

We are fully aware that not everyone in the LGBTQ+ community or among our allies may feel comfortable publicly identifying themselves or sharing their involvement with an LGBTQ+ initiative.

We therefore will not, without an appropriate legal basis and, where required, your explicit consent:

• publicly disclose an individual’s participation in MICE & Proud
• publish their personal information
• identify them as a member or participant
• share their personal data with third parties for publicity purposes

Participation in the network does not automatically result in public visibility.

MICE & Proud may in the future operate an online directory of LGBTQ+-friendly and diversity-committed companies, organisations, destinations, suppliers or professionals. No such directory exists on this website at present.

Registration with MICE & Proud does not automatically result in publication in a public directory. Where personal information relating to an identifiable individual is intended to be publicly displayed, we will use a separate, clearly worded opt-in. The opt-in will not be pre-selected, and you will be able to see what information would become public before agreeing. Where consent is the legal basis, it can be withdrawn at any time with effect for the future.

• Consent — Art. 6(1)(a) GDPR: voluntary registration through our external membership form and any future public listing or optional communications.
• Contract / pre-contractual measures — Art. 6(1)(b) GDPR: where processing is necessary to handle your participation in a specific activity or event you have requested.
• Legal obligations — Art. 6(1)(c) GDPR: where retention or disclosure is required by law.
• Legitimate interests — Art. 6(1)(f) GDPR: operating and securing the website and responding to enquiries addressed to us.

Because involvement with an LGBTQ+ initiative may in certain circumstances reveal or imply information relating to sexual orientation, we assess for each processing activity whether Art. 9 GDPR (special categories of personal data) applies. We do not assume that any participant identifies as LGBTQ+ — MICE & Proud equally welcomes allies and other supporters, and we do not ask participants to disclose their sexual orientation or gender identity. Where explicit consent under Art. 9(2)(a) GDPR is required for a specific processing activity, it is obtained separately and clearly.

This website itself contains no contact or registration form. Contact options are direct e-mail links; if you write to us, your message and contact details are processed solely to handle your enquiry.

Registration takes place through an external form provided by Zoho Corporation (EU platform, forms.zohopublic.eu), which opens in a new window. When you open that form, your data is processed under the terms of that form and this Privacy Policy. Only information you enter voluntarily is submitted. Any consent checkboxes we use there are not pre-checked, use clear language, distinguish mandatory processing from optional communications and link to this Privacy Policy.

We use the contact details you provide to respond to enquiries and to manage communication related to MICE & Proud (for example information about meetings, webinars and network activities you have registered for).

We do not currently operate a newsletter or send promotional email campaigns. Should this change, promotional communications will be clearly distinguished from operational communications and will only be sent with the appropriate consent, with an unsubscribe option in every message.

Personal data may be processed where necessary to organise your participation in MICE & Proud meetings, webinars, events or other activities. Participant lists are not published. Any public identification of participants follows the privacy principles described above.

Where photographs, videos or recordings are made at MICE & Proud activities and are intended for publication, we rely on an appropriate legal basis and, where required, on the individual consent of the persons shown. Attendance at an event alone is not treated as consent to publication. You may object to the publication of media showing you at any time by writing to hello@miceandproud.org.

We keep the number of service providers deliberately small. The following are actually used:

• Website hosting — Lovable (Lovable Labs Incorporated / Lovable AB), which hosts and delivers this website and processes technical access data such as server log information.
• Google Fonts — Google Ireland Limited: the fonts used on this website are loaded from Google’s servers (fonts.googleapis.com / fonts.gstatic.com). This means your IP address is transmitted to Google when a page is loaded. The legal basis is our legitimate interest in a consistent presentation of the website, Art. 6(1)(f) GDPR.
• Zoho Corporation (EU platform) — provides the external registration form linked from this website. Data is only processed there once you open the form and submit it.
• E-mail provider — used to receive and answer messages sent to our e-mail addresses.

Links to LinkedIn and Instagram are simple hyperlinks; no content from those platforms is embedded on this website and no data is transferred to them until you actively click a link and leave our website.

Where personal data is transferred outside the European Economic Area, such transfers take place on the basis of the European Commission’s Standard Contractual Clauses or another applicable safeguard under Chapter V GDPR.

This website does not use analytics, tracking, advertising or profiling technologies. We do not set advertising or analytics cookies, and we do not store personal data in your browser’s local or session storage.

Because only technically necessary processing takes place, no cookie consent banner is required and none is displayed. Should non-essential technologies be introduced in the future, they will only be activated after your consent has been obtained, and it will be possible to withdraw or change that consent at any time.

We retain personal data only for as long as necessary for the purpose for which it was collected, or for as long as we are legally required to keep it. Correspondence is deleted once the enquiry has been dealt with and no statutory retention obligations apply. Registration data is kept for as long as you take part in the network; if you ask us to remove you, your data is deleted unless retention is legally required. Server log data is retained by our hosting provider for a short period for security and operational purposes only.

Under the GDPR you have the right to:

• access your personal data
• rectification of inaccurate data
• erasure of your data
• restriction of processing
• data portability
• object to processing based on legitimate interests
• withdraw consent at any time with effect for the future
• lodge a complaint with a competent data protection supervisory authority

Requests may be sent to hello@miceandproud.org.

We use appropriate technical and organisational measures to protect personal data against unauthorised access, loss, alteration or disclosure, including encrypted transmission (HTTPS) and restricted access to data on a need-to-know basis. No method of transmission or storage can be guaranteed to be entirely secure, and we keep our measures under review.

We may update this Privacy Policy when the website, our network activities, legal requirements or processing practices change. The current version always applies.

Last updated: August 2026