Events Privacy Notice

Introduction

Revell Research Systems Limited (the Company, we, us, our) is providing you with this information in order to comply with the Data Protection Act 2018 and the General Data Protection Regulation 2016 (GDPR), which require us to tell you what we do with your personal information.

This notice relates to the personal data that is processed by us when you book or attend a virtual or physical event. We typically receive bookings directly from attendees through our web sites, by telephone or email. We sometimes receive bookings from third party web sites or co-organisers where we are collaborating on an event. We may extend an invitation to you to attend an event.

Our Online Meetings and Teleconferences Privacy Notice | Revell Research Systems Prize and Call Recording Privacy Notice | Revell Research Systems Prize may apply if the event has a virtual aspect to it such as a hybrid webinar when some participants are present in a physical venue and others are attending via an online platform such as Microsoft Teams or Zoom.

Where we charge for attending an event or subsequently accessing a recording then our Accounts Privacy Notice | Revell Research Systems Prize will cover the financial transaction as your details may appear in them as an attendee. This data will typically comprise of your name and the event you attended or the recording you accessed. If you are personally the legal entity involved in the transaction then further personal data will be processed as set out in the Accounts Privacy Notice | Revell Research Systems Prize.

We may broadcast or record some events wholly or in part for subsequent use. We will advise you when you book that the event may be broadcast or recorded. Our Photography, Audio and Video Privacy Notice | Revell Research Systems Prize will apply when we are broadcasting or recording events. If you decide to attend then you may appear in audio and video broadcasts, recordings or event photography. If we are charging you for the event then we will process personal data captured as video, audio or photography as being processed under contract; otherwise we will rely on our legitimate interest to broadcast or record the event given the prior notice issued to attendees.

Please advise us if you nonetheless would prefer not to be filmed, recorded or photographed as we will try to respect your wishes. This may be more difficult with audio and video. Where we are aware that some attendees would prefer to not be broadcast or recorded, we ask them not to actively participate, except in segments where we stop broadcasting or recording. For instance, we sometimes have a 'Chatham House' rules debate that is not broadcast or recorded after the main presentation.

We will report criminal or suspicious behaviour to the police or other law enforcement agencies, if necessary.

We will not use your personal data in marketing communications to you without your explicit consent, although we may add details about your organisation to our marketing system as an interested party, which is outside the scope of privacy legislation.

Some of this data may be classified as sensitive.

Who is collecting this personal data?

Revell Research Systems Limited is collecting this data as the Data Controller.

Revell Research Systems Limited is registered with the Information Commissioner in the United Kingdom as a data controller under number Z186392X.

Who are we sharing your Personal Data with?

We may share your personal data processed under this notice with the following third parties:-

• The courts and those involved in legal proceedings and non-contentious matters, including solicitors and barristers
• Police and law enforcement agencies
• Our subsidiaries, our ultimate holding company and all its subsidiaries
• The party making the booking
• Fellow participants
• Current audience
• Future audiences (if published)
• Agents acting on our behalf
• Service providers (including associates)
• Other professional advisors

We will not sell or rent your data to third parties. We will not share it with third parties for marketing purposes.

Why are we collecting and what will we do with Your Personal Data?

We are collecting this personal data in order to host a virtual or physical event and to potentially publish a recording of the event to future audiences. We want to operate efficiently and provide you with the best possible experience and service.

We run a wide variety of events ranging from seminars and webinars, training courses, round tables and lectures that might be hosted in a physical venue or in a virtual environment.

We collect personal data about you when a place is booked for you to attend an event so that we can manage our events. We will collect details about who you are and other ad-hoc information that may be provided during the booking process. We will collect information about your dietary requirements (including allergies) for catered events and we will record any information about adjustments we may need to make to ensure you can attend the event.

You should be aware that we often prepare badges for attendees at physical events and that some video conferencing platforms will share your name and other details to those attending.

We record event attendance and may be required to share this information with the party making the booking (such as your employer).

We do record audio and video for some events as well as take photographs.

Some of this information is classified as sensitive personal data such as any allergies you have or your dietary requirements. We primarily rely on your consent to process this data. However, we may need it to establish, exercise or defend a legal claim or to protect your or another person's vital interests where the data subject is unable to consent (such as in an emergency).

We may process this data for the purpose of the proper administration of our business and in communicating with you as well as maintaining backups.

We may share data in reporting crime to, or in co-operating with, the police and law enforcement agencies.

What is the legal basis for processing?

Our lawful purposes are Consent, Contract and Legitimate Interest.

• consent - you consent to us processing information about your dietary requirements and allergies.
• contract - the Company is fulfilling its contractual obligations to deliver the event once a contract is formed.
• legitimate interest - the Company has a legitimate interest to process your personal data to manage the event and subsequently promote any recordings and in protecting and asserting our, your or another's legal rights; and in properly administering its business and backing up data.

These lawful purposes are detailed in Article 6 of the General Data Protection Regulation (GDPR):-

• the data subject has given consent to the processing of his or her personal data for one or more specific purposes (Article 6(1)(a)).
• processing is necessary for the performance of a contract to which the data subject is party or to take steps at the request of the data subject prior to entering into a contract (Article 6(1)(b)).
• processing is necessary for the purposes of the legitimate interests pursued by the controller or by a third party, except where such interests are overridden by the interests or fundamental rights and freedoms of the data subject which require protection of personal data, in particular where the data subject is a child (Article 6(1)(f)).

We process sensitive personal data (GDPR Article 9(1)) under the regulation because:-

• the data subject has given explicit consent to the processing of those personal data for one or more specified purposes, except where Union or Member State law provide that the prohibition referred to in paragraph 1 may not be lifted by the data subject (Article 9(2)(a)).
• processing is necessary to protect the vital interests of the data subject or of another natural person where the data subject is physically or legally incapable of giving consent (Article 9(2)(c)).
• processing is necessary for the establishment, exercise or defence of legal claims or whenever courts are acting in their judicial capacity (Article 9(2)(f)).

How are we collecting this information?

We collect personal data about you that is provided through a variety of means:-

• letter
• telephone
• facsimile
• email
• the teleconferencing platform in use
• our online booking system
• a third party's online booking system

Please note that our Usage Logs Privacy Notice | Revell Research Systems Prize also is likely to apply to you as our systems record electronic interactions between us. Our Accounts Privacy Notice | Revell Research Systems Prize will also apply if we are making a charge for the event. Your personal data may be recorded in an invoice for the booking or as the party contracting for the service.

What information are we collecting?

We collect the following personal information when managing events:-

• your name and style of address
• gender
• job title
• organisation
• business address
• email address
• telephone numbers
• other contact details
• dietary requirements
• allergy information
• audio, video and photography capturing you
• your chat remarks and files that you elect to share

Who can see your information within the Company?

Only authorised directors, staff and associates may access your data.

How long is your information kept?

We will only keep your information for as long as necessary. The retention period is either dictated by law or our legitimate requirements. Once your information is no longer needed it will be securely and confidentially destroyed.

We typically retain personal data relating to events for six years after the financial year in which they occurred based on the Limitation Act 1980.

We are likely to retain audio, video and photography from the event for as along as it remains useful to us.

How secure is your information?

We take stringent steps to keep your information secure. You can read more about our approach to security at www.rrs.co.uk/security.

Who keeps your information updated?

You are responsible for keeping your personal details up-to-date. Please advise the Company of any changes.

Will your information be used for any automated decision making?

No.

Our Privacy Statement

You can access the Company's Privacy Statement at www.rrs.co.uk/privacy. This statement provides you with more information about how we address data protection and privacy as well as informing you of your rights.

Other Privacy Notices

You are likely to interact with us in more than one way, so our other privacy notices may apply to you in different scenarios. We are open and transparent about how we use your personal data. You can find all of our Privacy Notices at www.rrs.co.uk/privacy.

Changes to this Notice

We may change this privacy notice at any time. Any changes to this privacy notice will apply to you and your data immediately. If these changes affect how your personal data is processed, the Company will take reasonable steps to make sure you know.

Further Information