View our 'what we do with your personal data when you...' infographic for a basic overview of the below information.
Purpose and lawful basis for processing
Our purpose for collecting this information is so we can facilitate the video conference, webinar or live broadcast event and provide wider access to its content.
The lawful basis we rely on for processing your personal data is Article 6(1)(e) – public task.
What we need
If you are an attendee or presenter at one of these events we will need an email address from you.
We record some events and all presenters will have their image and audio captured in the recording. If you are an attendee you may have the option of sharing your image and audio during the session. If you choose to do so, this will also be captured in the recording.
Some events will feature a moderated Q&A. If you choose to interact with the Q&A your comments may be published to others at the event and will also form part of the recording.
If an event is being recorded we will always notify you in advance.
What we do with it
We use your email address to provide you with the event details. This will include information about any recording taking place. For recorded events we will also email you a link to the recording once the event has concluded.
For some events we may publish the recording on our website, Youtube or Vimeo channels so this is accessible to a wider audience. If an event recording will be published we will always notify you before the event.
We don’t publish delegate lists for video conferences, webinars or live broadcast events but your name and email address may be visible to others in attendance during the event.
How long we keep it
We will keep your email address and any recording of the event for 12 months.
For information about how long we hold personal data, see our retention schedule.
What are your rights?
For more information on your rights, please see 'Your data protection rights'.
If you wish to exercise any of these rights, please contact firstname.lastname@example.org or call our Helpline on 0303 123 1113.
Do we use any data processors?
We use Microsoft Teams to deliver our webinar and live broadcast events.
We use YouTube and Vimeo to publish the recordings of some events.
The three sites all drop non-essential cookies.
Do we transfer data overseas?
Yes – transfers of data to Microsoft, Vimeo or Google data centres.