- Purpose and lawful basis for processing
- What we need
- Why we need it
- What we do with it
- How long we keep it
- What are your rights?
- Do we use any data processors?
Our purpose for collecting this information is so we can facilitate the event and provide you with an acceptable service.
The lawful basis we rely on for processing your personal data is your consent under article 6(1)(a) of the UK GDPR. When we collect any information about dietary or access requirements we also need your consent (under article 9(2)(a)) as this type of information is classed as special category data.
If you wish to attend one of our events, you will be asked to provide your contact information including your organisation’s name and, if offered a place, information about any dietary requirements or access provisions you may need. We may also ask for payment if there is a charge to attend.
We use this information to facilitate the event and provide you with an acceptable service. We also need this information so we can respond to you.
If you are not successful in securing a place, we’ll let you know and hold your details on a reserve list in case a place becomes available.
If you are allocated places at an event, we’ll ask for information about any dietary/access requirements. We don’t share this information in any identifiable way with the venue, and we delete it after the event.
We don’t publish delegate lists for events.
During online events we may use Slido to create interactive live polls, Q&As, and quizzes. We will retain the data from these events for 3 months on order to analyse the responses and gauge the success of the event. Use of Slido is not required in order to attend our events.
For information about how long we hold personal data, see our retention schedule.
We rely on your consent to process the personal data you give us to facilitate the event. This means you have the right to withdraw your consent at any time. If at any point you want to withdraw your consent please email or call us 0303 123 1113. If you do that, we’ll update our records immediately to reflect your wishes.
For more information on your rights, please see ‘Your rights as an individual’.
Yes – we use data processors to help facilitate the events.
We collect registration information via an online reporting tool hosted by Snap Surveys, who process information in line with our instructions. We also use Microsoft Forms for the same purpose.
For in-person events we might print delegate name badges. To do this we will share your information with our external print company Print-it. You can read their privacy notice here.
We also use Orcula for the registration and hosting of some of our events.
We may sometimes charge a fee to attend an event. If this happens, our communications about the event will provide details of the data processor we use to collect payments.
We may use Slido when running interactive online events, for instance when we want to use live polls, Q&As, and quizzes. You can read the Slido privacy notice here.