Event attendee privacy notice

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.

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.

When using video conferencing applications such as Zoom or Microsoft Teams, your name, user name, email address, your computer’s IP address, MAC address and device name may be collected.

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.

Video conferencing

When using video conferencing applications, such as Zoom and Microsoft Teams, personal data such as your IP address and device name may collected by the companies who own these applications in order to schedule and create a record of meetings, improve and tailor your experience when using these applications. Where video conferencing applications are used to record meetings, personal data captured within the recording are stored within the cloud service owned by that company. Where recording is taking place, you will be notified at the beginning of or as you enter the recording session.

Data held and used by the University are compliant with GDPR. Personal data stored by a service provider within the cloud may be stored outside of the European Economic Area.

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.

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.

The information you provide when you register for an event will be kept for 12 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.

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.

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.