GDPR and events: what the pharma industry needs to know in 2025
June 17, 2025 |
In 2025, data protection is more important than ever. Yet, many in the pharma industry are still behind when it comes to applying GDPR principles at events and tradeshows. With incredibly high fines, failing to comply isn’t an option.
At Apex, we help our pharmaceutical clients navigate the complexities of GDPR with ease. Here’s what you need to know now.
How does GDPR impact pharmaceutical events?
Whether you’re organising a congress, medical symposium or attending a healthcare exhibition, you rely on collecting and processing data. This includes:
- Personal data: names, email addresses, photos, job titles and social profiles.
- Sensitive data: health-related info, gender, dietary preferences (e.g. lactose intolerance, Halal), accessibility needs and more.
GDPR defines strict rules around how this information is collected, stored and used. And for pharma, where trust and compliance are non-negotiable, breaches can have serious reputational consequences.
At Apex, we take the hassle off your hands with best-in-class data handling, digital tools and delegate management software that keep you fully compliant.
Steps to staying compliant
- Audit your data
Know what you collect, where it’s stored, who uses it, how it’s processed and how secure it is. - Use compliant platforms
Don’t rely on Excel sheets or outdated event tools. Modern, secure event tech is key to protecting your attendees and your business. - Get clear consent
Use tick-box permissions, transparent opt-ins, and clear privacy notices, especially when collecting data on-stand or via apps. - Train your teams
Make sure everyone involved in your event understands the rules. This includes marketing, sales and third-party suppliers. - Partner with GDPR-aware suppliers
From badge scanning to lead capture, make sure every technology and process is fully compliant.
Why GDPR can actually improve your events
Rather than limiting activity, GDPR encourages pharma brands to create more meaningful, intentional engagement. Here’s how:
- Focus on quality over quantity
You’ll connect with people who want to hear from you, which leads to better outcomes. - Invest in better tools
Smart registration systems and integrated apps streamline the process and protect data. - Make in-person interactions count
Face-to-face engagement is one of the most compliant ways to connect. Just make sure any data you collect on-site is managed securely. - Create trust and transparency
When attendees see you taking data protection seriously, they’re more likely to trust your brand. - Tailor follow-up with intent
GDPR-compliant data capture means you can create personalised follow-ups that feel respectful and relevant.
What is the General Data Protection Regulation (GDPR)?
The General Data Protection Regulation (GDPR) was introduced in response to the rapid growth of technology. It aims to harmonise data privacy laws across Europe, and to protect and empower people in a new digital age by reshaping the way organisations approach data privacy. As such, ensuring compliance is a must for any business that is processing data relating to individuals in the EU. Some of the changes include:
- All consent must be “freely given”. This means that it can’t be inferred from silence, inactivity, or pre-ticked boxes.
- Separate approval must be given for different processing purposes.
- Stronger rights for individuals when it comes to what is done with their info. For example, stricter rules on how data must be stored, and what data may be retained.
- The need for more robust and additional processes. For example, privacy impact assessments, data protection audits, etc.
- An obligation to provide more meaningful information to individuals about how their data will be used.
- The need to establish robust procedures for detecting, reporting, and investigating any personal data breaches.
Importantly, under GDPR, companies have to define the legal basis on which they are holding or using an individual’s data. These acceptable reasons include consent, contract, legal obligation, legitimate interest, vital interest and public task. But, while ‘consent’ is not the only basis to hold data on people, for marketing and event activities, it is usually a must.
About Apex
Apex is a leading UK event and exhibition agency specialising in healthcare and pharma. From congress stands and medical symposia to PR events and product launches, we deliver experiences that are impactful and compliant.
Our dedicated events and exhibitions teams understand the regulatory frameworks you work within, and we build that knowledge into every brief.
Whether you’re launching a new treatment or raising awareness of your brand, we help you do it with creativity, clarity and compliance.
Contact Apex
hello@apex.co.uk | +44 (0)1625 429370 | www.apex.co.uk
This content was provided by Apex Events and Exhibitions
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