Privacy Notice_Events - University of Strathclyde

Privacy Notice for events organised by Alumni & Development, University of Strathclyde

Introduction

This Privacy Notice relates to the Alumni & Development events registration process.

This privacy notice sets out important information regarding how we will use your information and your rights under data protection legislation. It is important that you read this notice prior to providing your information.

As well as reading this policy, it is important that you also read the Privacy Policy and Privacy Notice.

Data controller and the Data Protection Officer

The University of Strathclyde is the data controller under data protection legislation.

If you have any queries regarding Alumni & Development events, please contact alumni@strath.ac.uk.

If you have any queries regarding data protection, enforcing your rights or the use of your personal information, please contact the University’s Data Protection Officer at dataprotection@strath.ac.uk.

Purpose and legal basis for processing your personal data

When we process personal data, we must have a lawful basis for doing so. This table sets out the purposes for which we process your personal data.

Purpose of processing	Lawful basis
Managing your attendance at the event
When you register to attend an event that we organise, we ask you for basic details that we need to manage your attendance, e.g. name, contact details, etc. This will be clearly set out on the registration form.	Legitimate interests, Contract
We may also ask for additional details about any specific access or dietary requirements you may have, to help manage your attendance at the event.	Legitimate interests, Contract If the details involve any special category data (for example, relating to your health) then we process this information because there is a substantial public interest in doing so, ensuring that the University complies with its obligations under equality and health and safety law.
In some cases you may wish to register attendance on behalf of a guest. We may ask you for basic details that we need to manage their attendance, e.g. name, contact details etc. This will be clearly set out on the registration form. You must ensure you have permission from your guest to submit their personal details.	Legitimate interests, Contract If the details involve any special category data (for example, relating to their health) then we process this information because there is a substantial public interest in doing so, ensuring that the University complies with its obligations under equality and health and safety law.
At the event
For some events which involve networking, we may want to share your contact details with other attendees, for example in an attendee/delegate list.	If we plan to do this, we will ask for your consent.
At some events, we may want to take images (still photographs or moving images) for the purpose of publicising the work of Alumni & Development and associated official alumni groups. Where possible, we will make you aware of this in the registration form and website relating to the event. We will display notices at the event to inform you that filming or photography is taking place, and our staff will advise you what to do if you do not wish to be in the images.	Where images are of groups of people and there is a minimal impact on privacy, we rely on legitimate interests to take and use images.
When events are held using video conferencing applications, some personal data may be collected by the companies who own these applications. This may include your name, username, email address, your computer’s IP address and device name. Where video conferencing applications are used to record meetings, personal data captured within the recording are stored, on behalf of the University, within the cloud service owned by that company. Where recording is taking place, you will be notified prior to the event taking place and it will be clearly visible to all participants during the event. For further information about how third-party applications may use your data, please read the privacy policy of the relevant video conferencing application.	Legitimate interests (for commercial/external/internal events)
After the event
After the event, we may ask for your feedback on aspects of the event, to help us plan future events.	Legitimate interests

The legitimate interests of the controller or third party, where applicable

When you choose to register for an event organised by the University of Strathclyde we consider that we have a legitimate interest in processing personal data for the purpose of managing your registration and attendance at that event and following up post activities, such as asking for feedback.

Any recipient or categories of recipients of the personal data

Where we organise an event in conjunction with another organisation, we will share details of your registration and attendance with the other event organiser, for the purpose of managing your attendance at that event.

We may need to share some details of any specific requirements such as your access or catering needs with our suppliers and sub-contractors, such as venue providers.

Where events involve networking, we may want to share your contact details with other attendees. If we plan to do this, we will ask for your consent when you register for the event.

If we use any third party software to collect and process personal data, we will tell you about this when you register. These may include Strathclyde Connect and Strathclyde Online (Blackbaud NetCommunity). Further information on both of these software can be found in the Privacy Notice.

Where required for event organisation purposes (changes to the event/cancellation) we may pass your contact details on to partner organisations and/or the designated event lead (including staff and alumni volunteers). If this is the case, and where possible, we will make you aware of this in the website and registration form relating to the event.

Details of transfers outside the UK

If we use any data processing services or software which involve the transfer of personal data outside the UK, we will only do this where it is necessary, and where there are adequate safeguards in place for personal data.

Retention period or criteria used

Strathclyde Connect
If you register using our public booking system (i.e. as a non-Strathclyde Connect member), we retain your registration details for a period of 30 days from the date of the event. Your event attendance history will be recorded and kept in our contact management database for as long as you continue to have a relationship with the University. We will retain guest information for event management purposes and/or in order to further engagement and support from non-alumni.

Strathclyde Online
If you register using Strathclyde Online, your registration details and event attendance history will be recorded and kept in our contact management database for as long as you continue to have a relationship with the University.

Data subject rights

You have the right to:

Find out what personal data we process about you, and obtain a copy of that data, free of charge, within one month of your request. We may make a charge for additional copies of the same information;
Ask us to correct inaccurate or incomplete data, and
Withdraw consent to process your personal data at any time, even if you were asked for and provided consent (and where no other lawful basis for processing applies).

Under certain conditions you also have the right to ask us to:

Restrict the use of your data e.g. if you have raised issues about the accuracy or use of your personal data, until we have investigated and responded to your concerns;
Erase your information or tell us to stop using it to make decisions about you, and
Comply with your wishes where you have previously agreed to us processing your data for a particular purpose and have withdrawn your consent to further processing.

If you have consented to marketing, you can opt out at any time. To do this, you can click ‘unsubscribe’ on any of the emails we have sent you or by emailing alumni@strath.ac.uk.

Right to complain to supervisory authority

If you have any concerns/issues with the way your personal data has been processed, you can contact the Data Protection Officer at dataprotection@strath.ac.uk. You also have the right to lodge a complaint regarding data protection issues with the Information Commissioner’s Office (https://ico.org.uk/concerns/).