Privacy Policy

Last updated 28 July 2026

Who we are

Speaker Preview is operated by Green Room Power Limited, trading as GRP Live(registered in England & Wales, company number 11110310, registered office: Unit 33 & 34 Glandwr Industrial Estate, Aberbeeg, Abertillery, NP13 2LN). For questions about this policy or your personal data, contact us at speakerpreview@grp.live.

Our role under UK GDPR

GRP Live provides technical production services for live events. We are engaged either directly by the organisation running the event or through a venue or agency in a longer chain of suppliers. In all cases the end-client running the event is the data controller for the presentations and speaker details uploaded through Speaker Preview, and GRP Live acts as a data processor on their behalf. Where the event is booked through a venue or agency, those parties may also handle the data as part of delivering the event.

What we collect

From speakers: name, email address, talk title, session/stage, any notes you enter for the AV team, the presentation file you upload, and a timestamp confirming your consent.
From event administrators: email address and hashed password for signing in, and the events, branding and settings you configure.
Technical data: standard server logs (IP address, browser type, timestamps) used to operate and secure the service.

Why we use it (lawful basis)

Consent (Art. 6(1)(a) UK GDPR) — for speakers uploading their presentation and contact details.
Contract (Art. 6(1)(b)) — to deliver the event and provide the Speaker Preview service to the organisation that engaged us.
Legitimate interests (Art. 6(1)(f)) — to keep the platform secure, prevent abuse, and ensure the event runs smoothly.

Who sees your data

Presentation files and speaker details are only accessible to the people who need them to run the event: the end-client, any venue or agency in the booking chain, and the GRP Live production team and on-site technical crew. Ultimate control over the content sits with the end-client. We do not sell personal data and we do not use it for marketing.

We rely on the following processors to deliver the service:

Supabase (via Lovable Cloud) — database, authentication and file storage, hosted on AWS servers in the European Union (Ireland).
Cloudflare — web hosting and CDN for the application itself.

Data stays inside the UK/EEA adequacy zone. Data is encrypted in transit (TLS) and at rest (AES-256). Access is restricted by role-based permissions.

How long we keep it

Presentation files are automatically deleted 30 days after the event end date.
Speaker records (name, email, talk title) are retained alongside the file for the same period, then removed.
Administrator accounts are kept until the account is deleted at your or the client's request.
Server logs are retained for up to 30 days for security and troubleshooting.

Your rights

Under UK GDPR you have the right to:

Access the personal data we hold about you;
Ask us to correct or delete it;
Withdraw consent at any time (this does not affect processing already carried out);
Object to or restrict processing;
Ask for a copy in a portable format;
Complain to the UK Information Commissioner's Office (ico.org.uk).

To exercise any of these rights, email speakerpreview@grp.live. Because we handle presentation data on behalf of the end-client running your event, we may need to forward your request to them and will let you know if we do.

Cookies

Speaker Preview uses only strictly-necessary cookies to keep administrators signed in. We do not use analytics, advertising or tracking cookies, so no cookie banner is required.

Changes

We may update this policy from time to time. The "Last updated" date at the top reflects the latest revision.