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 UK General Data Protection Regulation (UK 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 websites, by telephone or email. We sometimes receive bookings from third party websites or co-organisers where we are collaborating on an event. We may also invite you to attend an event where we believe the topic is likely to be relevant to your professional interests or business activities.

Our Online Meetings and Teleconferences Privacy Notice and Call Recording Privacy Notice 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 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.

We may broadcast, photograph or record events in whole or in part for operational, educational, promotional, evidential or archival purposes. Where this applies, we will normally advise attendees before the event and, where appropriate, during the event itself. Our Photography, Audio and Video Privacy Notice 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 interests to broadcast or record the event given the prior notice issued to attendees.

If you would prefer not to be photographed, recorded or included in event broadcasts, please advise us in advance. We will make reasonable efforts to respect your wishes, although this may not always be possible where recording or broadcasting forms an integral part of the event. Where we are aware that some attendees would prefer not to be broadcast or recorded, we ask them not to actively participate except during segments where recording or broadcasting has been paused. For instance, we sometimes hold discussions under the Chatham House Rule after the main presentation which are not broadcast or recorded.

Where appropriate, we may disclose personal data to the police, regulatory bodies, the courts or other law enforcement agencies for the purposes of preventing, detecting, investigating or prosecuting crime, protecting legal rights or complying with legal obligations.

We will not send marketing communications where consent is required unless that consent has been obtained. We may, however, maintain information about organisations that have expressed an interest in our services for business development, relationship management and market analysis purposes.

Some of this data may constitute special category personal data under UK GDPR.

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 personal data processed under this notice, where necessary and proportionate, with the following categories of recipient:-

• 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 arranging or paying for the booking
• Other participants attending the event
• Current audiences viewing a live event broadcast
• Future audiences accessing published recordings or materials
• Agents acting on our behalf
• Service providers (including associates)
• Other professional advisers

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 organise, administer, deliver, secure and improve virtual and physical events and, where applicable, to publish recordings of those events to future audiences. We process this information to manage events efficiently and provide attendees with an appropriate experience.

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 may display your name and other details to fellow attendees. Where events are hosted using third party platforms, those platforms may also process personal data in accordance with their own privacy notices and terms of service.

We maintain attendance records and may share attendance information with the party arranging or paying for the booking, such as an employer, professional body, training provider or event sponsor where this is appropriate and expected.

Some events are recorded or photographed and may result in the creation of audio recordings, video recordings, photographs, transcripts, attendee lists, chat transcripts or related event records.

Some of this information is classified as special category 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 information for the purposes of administering our business, communicating with attendees, maintaining records, ensuring business continuity and maintaining backups.

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

What is the legal basis for processing?

Our lawful bases are Contract, legitimate interests and, where applicable, Consent.

• 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 interests - the Company has legitimate interests in processing your personal data to manage the event, promote recordings, protect legal rights, administer its business and maintain backups.

These lawful bases are detailed in Article 6 of the UK General Data Protection Regulation (UK 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 special category personal data (UK 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 online meeting, webinar or teleconferencing platform in use
• our online booking system
• a third party's online booking system

Please note that our Usage Logs Privacy Notice is also likely to apply to you as our systems record electronic interactions between us. Our Accounts Privacy Notice 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 (where provided)
• 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?

Access to your personal data is restricted to authorised directors, staff and associates who require it for legitimate business purposes.

International Transfers

Some of the third party platforms used to host, manage, broadcast or record events may process personal data outside the United Kingdom. Where personal data is transferred internationally, we take appropriate steps to ensure that it receives an appropriate level of protection and is handled in accordance with applicable data protection legislation. Further information is available on request.

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.

Audio recordings, video recordings and photographs may be retained for longer periods where they continue to have operational, educational, historical, promotional, evidential or archival value.

How secure is your information?

We take appropriate technical and organisational measures to protect your information against unauthorised access, disclosure, alteration and destruction. 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. We do not undertake solely automated decision making, including profiling, that produces legal effects concerning you or similarly significantly affects you.

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

Any changes to this privacy notice will take effect when the revised notice is published. If these changes affect how your personal data is processed, the Company will take reasonable steps to make sure you know.

Further Information