What this notice covers
It covers conclavedesk.com — the pages you are reading now — operated by ZEBIQ TECHNOLOGY LLP. Conclave is a SaaS product created, owned and managed by ZEBIQ TECHNOLOGY LLP.
It does not cover the Conclave product. That is a separate application on separate infrastructure, and when a customer self-hosts it, it runs on machines we have no access to at all. The registrations, phone numbers and entry passes belonging to somebody’s conference never touch this website. If you registered for an event and want to know what happens to your details, the organisation running that event is the one to ask; data residency explains why they, and not we, are the ones who can answer.
What we collect when you read this site
Nothing, unless you fill in the enquiry form. There is no newsletter box, no chat widget and no account for visitors, and every page except that one form can be read without giving us anything.
The server that answers your request writes an ordinary web log — the IP address the request came from, the page asked for, the time, and the browser string your browser volunteered. That is how the site is kept running and how abuse is spotted. We do not join those logs to anything else, and we do not use them to build a picture of an individual reader.
If you fill in the enquiry form
One page on this site — the one our advertising points at — carries a form for asking us to get in touch. Only the email address is required, because we cannot reply without one. Everything else is optional and is there because it saves a round of questions: your name, your organisation, a phone number, the rough size of the event, and whatever you want to tell us.
We also record where you arrived from: the campaign parameters on the link you clicked, the page you were on, and the referring address your browser sent. That is how we tell which advertisement produced an enquiry, which is the only way to stop paying for the ones that do not.
Your IP address is used at the moment you submit, to limit how many enquiries can come from one connection. It is held in memory for an hour and is not written alongside your enquiry.
What we do with it: reply to you. What we do not do with it: sell it, share it with anybody outside our team, add you to a mailing list, or use it to build a profile. It is stored in the same database as this site’s blog, on the same server, and is readable only by the handful of us who can sign in to the admin. If you would rather we did not keep it, write to info@zebiqtechnology.com and we will delete it — you do not have to explain why, and you do not have to prove who you are beyond writing from the address you gave us.
Cookies, and the one choice we ask you to make
Two cookies are set without asking, because both are needed for the site to behave correctly. conclave_admin is set when a member of our team signs in to write or edit a blog post: a signed session identifier and nothing else, marked HttpOnly so page scripts cannot read it, expiring after seven days and deleted when they sign out. If you never sign in — which is everybody except a handful of us — you never get it.
conclave_consent is the other, and it records the answer you gave the banner. We think a cookie whose entire content is “this person said no” is a reasonable thing to set without permission; the alternative is asking you again on every page, which is worse for you than the cookie is.
Everything else waits for you. If you agree to marketing cookies, Google, Meta and LinkedIn set their own when their scripts load — and the point worth being precise about is that if you do not agree, their scripts are never sent to your browser at all. They are not loaded and held back; the page you receive does not contain them. We enforce that on our server rather than in your browser, so it does not depend on your browser cooperating.
Analytics and third parties
We count our own visits, and we do it without a cookie and without a third party. We record these things and nothing else: that a page was opened, that somebody began typing in the enquiry form, that an enquiry was sent or refused, and that somebody pressed our telephone number. Each of those stores which page it happened on and which advertisement or link brought you — not what you typed, and not whether a call was answered, which we have no way of knowing. To tell two visits apart on the same day we store a one-way hash of your IP address and browser string, mixed with a value that changes every day. That is deliberately just enough to count people once, and deliberately useless for recognising you tomorrow: the next day’s value is different, so the same visitor produces a different hash and cannot be followed across days.
There is still no heatmap recorder, no session replay, no embedded social widget and no chat bubble phoning a vendor.
If you agree to analytics cookies, we load Google Analytics, which sets its own cookies and tells Google which pages you open here. It is separate from the counting described above, and separate from the advertising below, which is why it is its own switch.
If you agree to marketing cookies, we load advertising tags from Google, Meta and LinkedIn so we can tell which advertisement led to an enquiry, and so those platforms can show our advertisements to people like you. Those companies receive what such tags ordinarily receive: your IP address, the page you are on, and their own identifier for your browser. We do not control what they then do with it, which is precisely why we ask first and why declining is one click.
If you enquire and you agreed to marketing cookies, we may later tell the platform that sent you that the click became an enquiry, so it stops spending our money on advertisements that do not work. That report is matched on the click identifier from the link you followed. If you did not agree, it does not happen — your enquiry is answered and never leaves our database.
The typefaces are downloaded when the site is built and served from this domain, so reading a page here does not quietly make a request to a font provider on your behalf.
Email you send us
Mail to info@zebiqtechnology.com arrives in a mailbox and is read by a person. We keep it while we are dealing with what it is about, and for as long afterwards as a sensible business record requires. We do not add senders to a marketing list.
Please do not send us other people’s personal data — delegate lists, member spreadsheets, phone numbers. Contact says the same thing at more length, and means it.
The blog
Posts carry the name of the person who wrote them. Authors are our own staff; there is no public sign-up, and no comments to moderate.
Where this data is held
The website and its small database run on infrastructure we operate. It is a handful of blog posts and a couple of staff accounts. The interesting question — where participant data sits — is answered on data residency, and for a self-hosted deployment the answer is: wherever you put it.
Asking us about your data
Write to info@zebiqtechnology.com and ask. Given what this site holds, the honest answer for most readers will be that we have nothing of yours beyond a line in a web log we cannot connect to your name.
If your question is about an event you registered for, we may not be the controller of that data at all — often the organiser is, and on a self-hosted deployment we cannot reach it even if we wanted to. Tell us which event and we will point you at the right people.
Changes
When this notice changes, the date at the top changes with it. There is no archive of previous versions; if that matters to you, keep a copy.