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Academic events privacy notice 

Introduction

This privacy notice applies specifically to information held about attendees at academic events and public lectures organised by the ICR.

Using your Personal Information

As part of your registration at the event, we use information provided by you such as your title, name, full postal, e-mail or telephone contact details, your job title or role, your dietary needs, your car registration number or access requirements.

For certain events we collect biographical information about you, which may be provided by you or from publicly available sources, and may include photographs. 

We also record communication(s) sent to you by the ICR, or that we receive from you, in relation to an event you will attend or have already attended. 

Some events may be recorded or there may be photographs taken. This will be clearly advertised at the event. Please indicate to the organiser if you do not wish to be recorded or photographed.

How we use your information

  • To reserve you a place at the event. 
  • To provide you with information and keep you updated about the event, or provide details of any changes or cancellations. 
  • To provide all requested services in regards to the event, including any access or dietary requirements, or to facilitate car park access etc.
  • To fulfil and monitor our safety or legal responsibilities e.g. under public safety legislation.
  • To provide a name badge. You will be asked to show this name badge at the entry in the various areas of our events.
  • Some information, such as name, place of work, biographical information, photographs etc., may be used in an event programme/brochure or to aid the flow of the event.

What is the legal basis of the processing?

The legal basis for collecting and processing your personal information is legitimate interest for attendance and participation at, and the facilitation of, our events. For certain dietary requirements, such as allergies, the ICR processes information under vital interests. Without this information we will not be able to register you for the event.

Who will your personal information be shared with?

Within the ICR, your data is shared only with the Institute departments and staff who need access for the processing purposes set out above.

We may share some of the information with external organisations providing services for the event that you are attending, in particular, your dietary requirements, where catering is offered, or access information (e.g. parking, wheelchair access, lift requirements). The information shared will only be used to provide the services required and will not be retained by these external organisations after the event is concluded.

Retention of personal information 

We only store and use personal information that we believe to be factually correct and relevant to our work, and not excessive in nature. 

We retain all personal information for the current academic year plus three in accordance with the Limitation Act 1980. We retain some information about speakers and attendees for archival purposes e.g. lists of attendees, event programmes, and brochures. 

Your rights and further information

For information on our data security, use of “cookies” and your right of access to information we hold about you and your other rights, please read the main ICR privacy statement or contact our Data Protection Officer by email dataprotectionofficer@icr.ac.uk

Changes to this statement

We reserve the right to amend this Privacy Statement. If we do so, we will post notice of the change on our Site and users of the site will be deemed to have accepted such changes.