Jisc events privacy notice
Events are organised and managed by Jisc. This privacy notice sets out the personal data processing that will be undertaken by Jisc as a Controller.
For more information on how to exercise your data subject rights and additional privacy information, please refer to our overarching privacy notice.
Jisc sometimes organise and manage events collaboratively with event partners who act as Independent Controllers. Information about specific event partners and their privacy notices is provided when you sign up for one of our events. You should ensure that you have read and understood our event partner privacy notices.
What personal data will we collect about you?
Personal data means any information that relates to an identified or identifiable individual. For the purposes of delivering events, Jisc will process the following personal data.
- First name
- Last name
- Personal pronouns
- Job title
- Organisation
- Email address
- Phone number
- Country of residence
- Sector
- Additional requirements (such as health and medical)
- Headshot image (event speakers only)
The personal data collected may vary according to the event and mandatory and optional personal data items will be shown on the event registration form. Failure to provide this information may result in us not being able to sign you up to the event.
How do we use your personal data?
The information you provide is primarily needed to facilitate your attendance at the event. The following table sets out why we process your personal data and our lawful basis for processing your personal data. We may rely on more than one lawful basis for processing your personal data depending on the context of the processing activity.
| Purpose/activity | Lawful basis for processing |
|---|---|
| Marketing and promotional communications. From time to time, we may email you about our services which may be of interest to you or your organisation. These may include: Sending a bi-weekly headlines e-newsletter for industry information and news, product and service updates and upcoming events and training Contacting you about participation in future events and training We will only ever contact you with these communications if we consider you to be a ‘Corporate subscriber’ and the content is relevant to your role as an employee at the organisation you work for. | We only send communications to individuals within organisations where we believe we have a legitimate interest to do so. You can opt out of these communications at any time by accessing the preference centre using the link at the bottom of all communications we send or by contacting events@jisc.ac.uk. |
| Following your attendance at a sponsored session, commercial networking event or your engagement with a product zone or exhibition space, we will share your contact data with the sponsor, exhibitor or event partner who has supported that specific activity. This is so that they can provide you with tailored content, allowing us to facilitate communication between our event partners and attendees. If you do not wish to receive communications following the event, please inform the sponsor, exhibitor, or event partner. | This processing is carried out for our legitimate interests for us to facilitate communication between our event partners and attendees. You can opt out of receiving third-party communications by contacting events@jisc.ac.uk or by following the unsubscribe instructions on any email content sent to you by the sponsor, exhibitor or event partner. |
| We may contact you with surveys designed to improve our services. | This processing is carried out for our legitimate interests for us to improve our services. |
| We may record incidents of misconduct and inappropriate behaviour where necessary in order to keep participants safe and foster a welcoming environment at our events. For serious incidents of misconduct or inappropriate behaviour, we may also inform the HR departments of the individuals involved. | This processing is carried out for our legitimate interests for us to facilitate safe and welcoming events for participants. |
Online events on Zoom or Teams
| Purpose/activity | Lawful basis for processing |
|---|---|
| By registering to attend an online event we will send you a link to the Zoom platform to attend the event. | The processing is necessary for the provision of a service (otherwise known as performance of a contract) to you, or to take steps at your request prior to entering into a contract. This processing is carried out for our legitimate interests for us to facilitate communication between us, our event partners, our event hosts and attendees. |
| When you join one of Jisc's hosted Teams channels and attend one of our learning and development clinics or training sessions. | This processing is carried out for our legitimate interests for us to facilitate communication between us, our event partners, our event hosts and attendees. |
Online and hybrid events on EventsAir
| Purpose/activity | Lawful basis for processing |
|---|---|
| By registering to attend an online event we will sign you up to the event platform. | The processing is necessary for the provision of a service (otherwise known as performance of a contract) to you, or to take steps at your request prior to entering into a contract. |
| Your name, job title and organisation will be made visible in the event platform and the event app and shared with other delegates, sponsors, exhibitors, and event partners for up to 60 days after the event. | This processing is carried out for our legitimate interests for us to facilitate communication between our event partners and attendees. |
In person events
| Purpose/activity | Lawful basis for processing |
|---|---|
| When attending the event, your image may be captured via photograph or video. This image may then be used for promotional purposes outside of the event and may be made available via the event platform or social media. If you do not wish to have your image captured, please inform the event organiser upon arrival or via the following email address: events@jisc.ac.uk. | This processing is carried out for our legitimate interests for us to promote our events. |
| If you inform us of any special requirements (eg dietary or because of a disability) that we need to be aware of ahead of the event to ensure safe attendance, this may include special category data, which will require your explicit consent. | This processing is carried out only when you have given your explicit consent. |
Sharing your personal data
We will only disclose your personal data to the following recipients. Jisc has contracted these parties to provide specific services and this contract prohibits these organisations from using the information you provide for any other purpose.
Jisc colleagues – As you would expect, for all events, Jisc employees will access personal information for the purposes mentioned above. For example, our events staff may need access to your details to support your attendance at the event.
CPD Certification Service – If you have given us permission, we will share your information with the CPD certification service for the purposes of creating digital CPD certification (delegates) or for the purpose of review of event learning opportunities (speakers).
Delegate management – Jisc uses Eventsforce as our delegate management platform to manage event registrations for all events.
Organisation strategic contact – If you register for an event, your name and job title may be shared with a specific point of contact within your organisation. This strategic contact supports Jisc with allocating event ticket codes for your organisation and ensuring that codes are distributed to the most relevant individuals for the event.
Online events on Zoom and Teams
Jisc uses Zoom as a platform provider for most of its online events. By registering to attend an online Zoom event we will send you a link to the Zoom platform to attend the event. Jisc hosts learning and development clinics and training sessions on Teams, and your information will be hosted on the platform to facilitate the event.
Online and hybrid events on EventsAir
Events support service providers
Jisc has partnered with Centium Software Pty Ltd (EventsAir and OnAir) and Brightelm. We will share your information with the virtual platform and the events support services provider so that your attendance and safety can be effectively managed and to improve your experience of the event. EventsAir has contracted the following organisations as data processors to supply services used in processing and storing personal data for Jisc: Microsoft Azure, Sendgrid. The EventsAir platform and associated data will be hosted in Microsoft Azure SQL Database.
For event speakers, we will share the speaker’s contact details with our AV provider Clink Clink so that they can contact the speaker to make arrangements for the event.
In person events
Venue and event management
Jisc sometimes uses third parties for event attendance management which includes activities such as name badge printing. We will share your name, job title, personal pronoun and organisation you work at for this purpose.
Venues
From time to time our event venues may ask for a list of delegates to help manage the event or for health and safety purposes, Jisc will only provide delegate information where there is a clear purpose, and it is necessary to facilitate the event.
Event sponsors and exhibitors
When an event is being supported by sponsors or exhibitors, these companies are listed on the events pages for that specific event on the Jisc website. Any sponsors/exhibitors participating will be updated online when contracts are agreed. For further information, please refer to the privacy information of each sponsor or exhibitor.
Your email address will only be shared with sponsors or exhibitors if you engage with a product zone or exhibition space or if you attend a sponsored session or commercial networking event. You will only be contacted as outlined in this event privacy notice.