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Research School Network: For event attendees

For event attendees


Research Schools Network: privacy notice for those attending an RSN-organised event 

Introduction

This privacy notice will inform you as to how we look after your personal data when you register for an event run by the RSN. This page should be read in conjunction with the information on the main RSN privacy notice page which covers information relevant to anyone whose data is used by RSN including your rights. 

Purpose and lawful basis for processing

The purpose for collecting your data is so we can deliver the event you have registered for, communicate to you all relevant information, fulfil and monitor our legal responsibilities (eg, under public safety legislation), monitor and evaluate our impact and reach as a network and, in accordance with your preferences, communicate with you about other RSN events, news, and opportunities.

The lawful basis we rely on for processing your personal data is your consent under article 6(1)(a) of the GDPR.

What we need and why we need it

We collect data for the purposes of delivering the event and to monitor and evaluate our impact and reach as a network. Personal data we collect may include: your title, name, and full postal, email and/​or telephone contact details; your job title and role; dietary requests. We may also collect biographical information about you from publicly available sources and this may include photographs. This information will be provided to the host(s) to help with the flow of the event.

Data is stored by our funders, the Education Endowment Foundation, and may be shared within the Network amongst Research and Associate Research Schools. We may share some of the information with external organisations providing services for the event you are attending; in particular, we may share your information (including dietary requests) with the catering service if you are attending an event where catering is offered. 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.

How long we keep it

The information you provide when you register for an event will be kept for a minimum of 12 months and no longer than 24 months after the event has occurred. 

If you consent to stay in touch with us, essential information to communicate with you will be kept until you withdraw your consent or unsubscribe to specific communication as explained in our Emails Subscriber Privacy Notice.

What are your rights?

We rely on your consent to process the personal data you provide to us for organising event(s) you register to attend. When we collect any information about dietary or access requirements we also need your consent (under article 9(2)(a)) as this type of information is classed as special category data.

This means you have the right to withdraw your consent, or to object to the processing of your personal data for this purpose at any time. If you do that, we’ll update our records immediately to reflect your wishes.

For more information on your rights, please see Your rights’ on the main RSN privacy notice page. 

Do we use any data processors?

Yes. Our data is shared with our external evaluators. In addition, Research Schools in our network may use Eventbrite, a ticketing and registration platform, to process event registrations. Eventbrite stores this data in the US and we rely on Standard Contractual Clauses to justify transferring the data overseas. Further information can be found in Eventbrite’s privacy notice. Some schools may use other event registration platforms; please refer to the relevant privacy notices or contact the Research School directly for further information.

* This privacy notice was updated on 16 June 2020.