Event attendee privacy notice

This privacy notice provides information about how the University uses your personal information when you attend an event organised by the University of Birmingham. It supplements the page on our website ‘Data Protection – How the University Uses Your Data’.

It is important that the personal information we hold about you is accurate and current. Please keep your personal information updated during your relationship with us.

How does this privacy notice relate to other privacy notices?

This privacy notice explains how we use your data in relation to your attendance to an event at the University. Occasionally you may be asked if you would like to stay in touch with us and consent for your personal details to be retained and used to communicate with you (in accordance with your stated preferences). The processing of your personal data for this type of further communication is covered in our Mailing List Subscriber Privacy Notice.

What personal data will be processed?

The personal data we process will be:

  • The information you provide in the form to register for an event or by other means such as in an email or over the telephone:
    • your title, name, and full postal, email or telephone contact details;
    • your job title and role;
    • dietary needs.
  • For certain events we collect biographical information about you from publicly available sources and this may include photographs. This information will be provided to the host(s) to help with the flow of the event.
  • Records of communications sent to you by the University or that we receive from you in relation to an event you will attend/have attended.

What is the purpose of the processing?

The University will process your personal data for the following purposes:

  • To reserve a place for you at the event(s) you desire to attend;
  • To provide you with information about the event(s) for which you have registered, that includes event updates, and possible changes, cancellation or similar information;
  • To provide you with information about accessibility, transportation, parking, etc. that may impact on your attendance to the event;
  • To fulfil and monitor our legal responsibilities, for example, under public safety legislation;
  • In accordance with your preferences, to communicate with you about other events, news, and opportunities at the University of Birmingham.

What is the legal basis of the processing?

We ask for your consent to process your personal data for the purposes set out above, and you can withdraw your consent at any time, except as set out below.

When we use your data we do so on the basis that this is necessary:

  • In the public interest; or
  • For scientific or historical research or statistical purposes; or
  • For the purposes of the University’s legitimate business interests (for example, in order to manage and develop its business).

We will only process your Special Category data (sensitive information about you, for example any allergies or other dietary requirements) with your explicit consent or if it is necessary:

  • For the establishment, exercise or defense of legal claims;
  • Very occasionally, when it is needed to protect your or another person’s vital interests and you are not capable of giving your consent (for example, in an emergency);
  • Archiving purposes in the public interest, scientific or historical research purposes or statistical purposes.

Who will your personal data be shared with?

Within the University, your data is shared only with those University 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 you are attending, in particular we may share your information (including dietary requirements) with catering service if you are attending an event where catering is offered. The information shared will only be used to provide the service required and will not be retained by these external organisations after the event is concluded.

How long is your data kept?

The information you provide when you register for an event will be kept for 6 months after the event has occurred.

If you consent to stay in touch with us, essential information to communicate with you will be kept until you withdraw your consent or unsubscribe to specific communication as explained in the Mailing List Subscriber Privacy Notice.

Your rights in relation to your data

Details about your rights are set out on the website page ‘Data Protection – How the University Uses Your Data’.  This also explains how to ask any questions you may have about how your personal data is used, exercise any of your rights or complain about the way your data is being handled.

Are changes made to this webpage?

This webpage is effective from 25 May 2018. It is reviewed when necessary and at least annually. Any changes will be published here and you will be notified by email or as appropriate.