Events Privacy Policy

This privacy policy provides information about how AdviceUK uses your personal information when you attend an event organised by AdviceUK. It supplements our Privacy Policy page.

What personal data will be processed?

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, organisation, email or telephone contact details
  • your job title and role
  • accessibility needs
  • dietary needs

Records of communications sent to you by AdviceUK or that we receive from you in relation to an event you will attend/have attended.

What is the purpose of the processing?
The AdviceUK 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 a name badge to wear, to gain admittance to your desired event site location
  • 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
  • We may share some of the information with external organisations providing services for the event you are attending, in particular with regards to accessibility and dietary requirements. 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.
  • To keep in contact with you about other similar events or services of ours that maybe of interest to you, or for research purposes after an event you have attended. It is our legitimate interest to keep you up to date on similar events of ours you have attended or exhibited at in the past. Where we rely on legitimate interests in this way, we will always offer an opt out, and unsubscribe option on any marketing information we send you.

Please note that AdviceUK (or our authorised service providers) or our commercial partners may incidentally photograph participants, volunteers and spectators attending or taking part in events and use such photographs. For the legitimate purpose of sharing news about the event, and to publicise forthcoming AdviceUK events. Images may be used in press releases, printed publicity and published on the AdviceUK events page and AdviceUK social media platforms. The images will be stored securely. If you would prefer not to be photographed, please speak to the events team (events@adviceuk.org.uk / 0300 777 0107). If you would like to see your images, or would like us to delete them, please email AdviceUK on DataProtection@adviceuk.org.uk at any time.

Personal information you submit to AdviceUK is stored on secure servers. Sometimes, in order to complete your participation in services/ surveys and customer feedback. Data maybe passed to other parts of the organisation, partner organisations (IAS LTD , VCS Insurance , ACM Solutions Limited), companies or contractors operating on our behalf to enable the latter to take place. We may also in order to successfully process your data need to transfer personal information you submit to us to countries or jurisdictions outside the EEA which do not provide the same level of data protection. In such instances, we will ensure that we will only transfer personal information to secure organisations with good data protection practices.

Legal Basis for Processing Your Personal Information
We will only process your personal information where we have a legal basis to do so. The legal basis will depend on the purposes for which we have collected and use your personal information. In almost every case the legal basis will be one of the following:

  • Consent: For example, where you have provided your consent to receive certain marketing from us or one of our event sponsors. You can withdraw your consent at any time, including by clicking on the “unsubscribe” link at the bottom of any marketing email we send you
  • The legitimate business interests of AdviceUK: Where it is necessary for us to understand our customers, promote our services and operate effectively as an events company, provided in each case that this is done in a legitimate way which does not unduly affect your privacy and other rights. For example we will rely on this legal basis when we conduct certain market analysis to understand our customers in sufficient detail so we can create new services and improve the profile of our brands
  • Performance of a contract with you: For example, where you have booked a stand at an event, we will use the contact details you provide to give you access to the Exhibitor Manual, and the information that you enter there will be displayed on the event website
  • Compliance with law: Where we are subject to a legal obligation and need to use your personal information in order to comply with that obligation

Booking tickets on Eventbrite
The AdviceUK does not have its own box office to sell tickets and uses Eventbrite (a third-party service) for ticketed events organised by us.

Please note that Eventbrite is a third-party service that is not owned or managed by the AdviceUK. You should also review Eventbrite’s terms and conditions and privacy policy as we do not accept any responsibility or liability for the policies:

Eventbrite Terms of Service

Eventbrite Privacy Policy

At the time of booking all users of Eventbrite must confirm that they accept the Eventbrite terms and conditions and Privacy Policy. Additionally, they must agree to their details being shared with the Event Organiser (AdviceUK). Customers who do not agree to the terms are advised not to proceed with their booking. If you wish to attend one of our events but do not wish to use Eventbrite to book a place, please contact (events@adviceuk.org.uk)

When you book tickets on Eventbrite, we ask that you provide your name, organisation, telephone and email address for all bookings.

This information is used to issue the tickets for which you are applying. We also use the information to manage the event or activity for which you have ordered tickets, e.g. to produce an attendance list, to email you to give you important information about the events you have booked or to tell you about any changes.

Your data is always held securely. Access to customer information is strictly controlled and the Eventbrite account can only be accessed by people who need to do their job – it is only made visible to members of staff who have a reason to work with it.

Alternative booking process
If you wish to attend one of our events but do not wish to register online, please contact the event team as follows: Email – events@adviceuk.org.uk / Phone – 0300 777 0107

Retention of information
We keep your personal information only for as long as it is necessary, and for compliance purposes (standard retention schedule 6-8 years). In some circumstances, we may be legally required to retain your personal information for longer e.g. Insurance / legal issue or audit purposes. Where your information is no longer required, we will ensure it is disposed of in a secure manner.

Your rights
You have a number of rights in relation to your personal data. These include the right to:

  • find out how we process your personal data
  • request that your personal data is corrected if you believe it is incorrect or inaccurate
  • obtain restriction on our, or object to, processing of your personal data
  • ask us not to process your personal data for our own marketing purposes
  • withdraw your consent to our processing of your personal data
  • obtain a copy of your personal information which we hold about you. We will take steps to verify your identity before responding to your request and will respond as soon as possible and in any event within a month.

How to contact us
Please contact us if you have any questions about our privacy policy or information we hold about you:
By Email – dataprotection@adviceuk.org.uk
Or write to us at: AdviceUK, 101E, Universal House, 88-94 Wentworth Street, London E1 7SA
If you are not satisfied with our response to any query you raise with us, or you believe we are processing your personal data in a way that is inconsistent with the law, you can complain to the Information Commissioner’s Office – Wycliffe Lane, Water Lane, Wilmslow, SK9 5AF / 0303 123 1113 / https://ico.org.uk/global/contact-us/email/

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