Events privacy notice
Events are organised and managed by Jisc. This privacy notice sets out the personal data processing that will be undertaken by Jisc as a data controller.
We may sometimes organise and manage events collaboratively with event partners who act as independent data controllers.
Information about specific event partners and their privacy notices is provided when you sign up for one of our events. You should ensure that you have read and understood our event partner privacy notices.
For more information on how to exercise your data subject rights and additional privacy information, please refer to our overarching privacy notice.
What personal data will we collect about you?
Personal data means any information that relates to an identified or identifiable individual. For the purposes of providing events, we may process the following personal data.
- First name
- Last name
- Personal pronouns
- Role/job title
- Organisation
- Email address
- Phone number
- Country of residence
- Sector
- Special requirements (such as dietary or reasonable adjustments for a disability)
- Photographic images, video footage and audio recordings taken at events
- Headshot image (event speakers only)
The personal data collected may vary according to the event, and mandatory and optional personal data items will be shown on the event sign up form. Failure to provide this information may result in us not being able to sign you up to the event.
How do we use your personal data?
The information you provide is primarily needed to facilitate your attendance at the event. The following table sets out why we process your personal data and our lawful basis for processing your personal data. We may rely on more than one lawful basis for processing your personal data depending on the context of the processing activity.
| Purpose/activity | Lawful basis for processing |
|---|---|
Marketing and promotional communications. From time to time, we may email you about our services which may be of interest to you or your organisation. These may include:
| We send communications to individuals within organisations where we believe we have a legitimate interest to do so. You can opt out of these communications at any time by following the link to unsubscribe. |
| For individuals attending an event in their personal capacity, for example as a student or graduate jobseeker, we may offer the opportunity of opting-in to receive our marketing and promotional communications. This is on the basis you’re an ‘individual subscriber’. | This processing is carried out with your consent. You may withdraw your consent and opt-out of future communications at any time by following the link to unsubscribe. |
| Following your attendance at a sponsored session, commercial networking event or your engagement with a product zone or exhibition space, we will share your contact data with the sponsor, exhibitor or event partner who has supported that specific activity. This is so that they can provide you with tailored content, allowing us to facilitate communication between our event partners and attendees. | This processing is carried out for our and our partners’, sponsors’ and exhibitors’ legitimate interests to facilitate communication and the delivery of relevant content, including marketing and promotional materials, to attendees. You can opt out of receiving third-party communications by following the unsubscribe instructions on any email sent to you by the sponsor, exhibitor or event partner. |
| We may contact you with surveys designed to improve our services. | This processing is carried out for our legitimate interests for us to improve our services. |
| We may use your contact details to create an audience for content feeds on professional networking and other social media platforms. | This processing is carried out for our legitimate interests in promoting our products, services and other relevant content through chosen social media channels. |
| We may record incidents of misconduct and inappropriate behaviour where necessary to keep participants safe and foster a welcoming environment at our events. For serious incidents of misconduct or inappropriate behaviour, we may also inform the HR departments of the individuals involved. | This processing is carried out for our legitimate interests for us to facilitate safe and welcoming events for participants. |
Online events on Zoom or Teams
| Purpose/activity | Lawful basis for processing |
|---|---|
| By registering to attend an online event you will be sent a link to the Zoom or Teams platform to attend the event. Where we use Zoom’s registration page function, the link will be sent directly from Zoom. | The processing is necessary for the provision of a service (otherwise known as performance of a contract) to you, or to take steps at your request prior to entering into a contract. This processing is carried out for our legitimate interests for us to facilitate communication between us, our event partners, our event hosts and attendees. |
| When you join one of our hosted Teams channels and attend one of our learning and development clinics or training sessions. | This processing is carried out for our legitimate interests for us to facilitate communication between us, our event partners, our event hosts and attendees. |
Online and hybrid events
| Purpose/activity | Lawful basis for processing |
|---|---|
| If you register to attend an online or hybrid event we will add you to the event platform. | The processing is necessary for the provision of a service (otherwise known as performance of a contract) to you, or to take steps at your request prior to entering into a contract. |
| Your name, job title and organisation will be made visible in the event platform and the event app and shared with other delegates, sponsors, exhibitors, and event partners for up to 60 days after the event. | This processing is carried out for our legitimate interests for us to deliver content and facilitate communication between our event partners and attendees. |
In person events
| Purpose/activity | Lawful basis for processing |
|---|---|
| When attending the event, your image may be captured via photograph or video. This image may then be used for promotional purposes outside of the event and may be made available via the event platform or social media. If you do not wish to have your image captured, please inform the event organiser upon arrival or via by emailing events@jisc.ac.uk.. We use images including head shots of event speakers for promotional purposes. Visual and audio recording of speakers is undertaken to capture content for use post-event. Event speakers’ contact details are shared with third-party audio-visual service providers. | This processing is carried out for our legitimate interests for us to promote our events. This processing is carried out for our legitimate interests in promoting event programmes and content. This processing is carried out to facilitate direct communication between event speakers and our audio-visual service provider responsible for the live relay and recording of speakers at events. |
| If you inform us of any special requirements (eg dietary or because of a disability) that we need to be aware of ahead of the event to ensure safe attendance. | This processing is carried out with your consent for the purposes of facilitating your safe attendance at an event. |
Sharing your personal data
We will only disclose your personal data to the following recipients. Where we have contracted these parties to provide specific services, our contracts prohibit the use of shared personal data for any other purpose.
Jisc colleagues
As you would expect, for all events our employees will access personal information for the purposes mentioned above. For example, our events staff may need access to your details to support your attendance of the event.
CPD certification service
If you have given us permission, we will share your information with the CPD certification service for the purposes of creating digital CPD certification (delegates) or for the purpose of review of event learning opportunities (speakers).
Delegate management
We use Eventsforce as our delegate management platform to manage event registrations for priority events. We also use CRM and communications software including Salesforce and Upland Software Inc (Adestra) to organise and manage event attendance and associated communications.
Organisation strategic contact
if you register for an event, your name and job title may be shared with a specific point of contact within your organisation. This strategic contact supports us with allocating event ticket codes for your organisation and ensuring that codes are distributed to the most relevant individuals for the event.
Online events on Zoom and Teams
Event Platform
We use Zoom as a platform provider for most of its online events. By registering to attend an online Zoom event we will send you a link to the Zoom platform to attend the event. We host learning and development clinics and training sessions on Teams, and your information will be hosted on the platform to facilitate the event.
Online and hybrid events with vFairs
We have partnered with a third-party data processor, vFairs LLC, to provide a virtual event platform and mobile events app to manage participation and improve your experience of an event.
We will share your first and last name, personal pronoun, email address, job title and the name of the organisation you work for with vFairs. This is for the purposes of activating your account and to enable name-badge printing. We provide you with a username which can be used to access and manage your account. You can choose to communicate with other event participants and use features that connect to third parties such as LinkedIn. We are not able to access your account on vFairs. The platform and app are hosted in the UK.
vFairs Privacy Policy explains how they collect, share and use data when providing the virtual event services to Jisc and you. This is available on the event app and we encourage you to read it before using these services.
In person events
Audio and visual support services
For event speakers, we will share the speaker’s contact details with our AV provider Clink Clink so that they can contact the speaker to make arrangements for the event.
Venue and event management
We sometime use third parties for event attendance management which includes activities such as name badge printing. We will share your name, job title and organisation you work for this purpose.
From time to time our event venues may ask for a list of delegates to help manage the event or for health and safety purposes, we will only provide delegate information where there is a clear purpose, and it is necessary to facilitate the event.
Event sponsors and exhibitors
When an event is being supported by sponsors or exhibitors, these companies are listed on the events pages for that specific event on the our website. Any sponsors/exhibitors participating will be updated online when contracts are agreed. For further information, please refer to the privacy information of each sponsor or exhibitor.
Your email address will only be shared with sponsors or exhibitors if you engage with a product zone or exhibition space or if you attend a sponsored session or commercial networking event. You will only be contacted as outlined in this event privacy notice.
For more information on how to exercise your data subject rights and additional privacy information, please refer to our overarching Privacy Notice.