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Events privacy statement

What information do we collect?

We collect the information you provide when registering to attend an event. This includes name, job title, organisation and an option to provide further details about dietary or accessibility requirements. It may include information about specific sessions you wish to attend at certain events.

 

Why do we collect this information?

In order to manage meetings and events, to send you information about the event, to share speaker presentations and to request feedback after the event.  

 

What is the legal basis for using your information?

When you register for an event, you are giving us consent to us using the information you provide to facilitate your attendance. It is in our legitimate interest to ask you for feedback about our events, you can choose whether or not to reply. We will ask for separate consent for sharing your details with other delegates and for telling you about future events. You are free to agree to these uses or not and your decision does not impact on your ability to attend our events.

 

Who do we share your information with? 

We may share your data if it is necessary for the management of the event, for example we may share your name with the venue if they require it for security access, or with the catering company if you have specific dietary requirements.  We will only share the information they need to complete their tasks, it will be shared securely. The name of the venue will be specified when you register for the event.

We use an external provider, Reading Room, to support our website.

We do not share your information for any other purpose.

 

How do we protect your information?

The information security measures we've put in place include:

  • training staff in their data protection responsibilities
  • developing procedures to ensure we meet our legal requirements under data protection law
  • putting processes in place to ensure good Information Governance practices
  • access to your information is only given to those who need to know and where it is necessary
  • information will not be held for longer than required and will be disposed of securely
  • we encrypt all our electronic devices and sensitive information that is transmitted is encrypted
  • we do not store your information outside the EU

 

How long do we keep your information for?

We keep your information for the purposes of post-event management for up to 6 weeks.  After that point we anonymise your information.

If you request to be informed of future events we will keep your information indefinitely as every email we send you includes the option of unsubscribing.

 

Who is responsible for your information?

London Councils is responsible for your information.

 

How can you manage your own information?  

There is an option to unsubscribe on all the emails we send you.

If you want to amend or delete your information or ask us for a copy of the information we hold about you, please contact [email protected]

 

Complaints

If you want to complain about the way we have handled your information, you can contact us at [email protected] or you can complain to the Information Commissioner at https://ico.org.uk/make-a-complaint/