Vitae conference participant privacy notice

Vitae Conference Participant Privacy Notice 

1.  Introduction

We are The Careers Research and Advisory Centre (CRAC) Ltd.  CRAC is the non-profit organisation that manages the Vitae programme.  Vitae is the global leader in supporting the professional development of researchers, experienced in working with institutions as they strive for research excellence, innovation and impact. 

You can find more information about CRAC and the work that we do on our website: www.crac.org.uk. 

CRAC is committed to protecting the personal information of all its contacts and being clear about what information we hold about them and how we use it. This privacy notice tells you what to expect when CRAC collects personal information. 

CRAC is registered as a data controller with the Information Commissioner’s Office (ICO). Our registration number is Z1030346.  You can check our registered details on the ICO’s website: https://ico.org.uk/about-the-ico/what-we-do/register-of-data-controllers/ 

2.  Data controller and Data Protection Officer

CRAC is the “data controller” of any personal information collected within scope of this privacy notice. Our location and contact details are below: 

The Careers Research and Advisory Centre (CRAC) Limited
22 Signet Court
Cambridge
CB5 8LA
Tel: 01223 460277
Email: dp@crac.org.uk 

Our Data Protection Officer (DPO) is the first point of contact for people whose information is processed. Contact details for our DPO are as follows: 

David Nightingale
IT Manager
The Careers Research and Advisory Centre (CRAC) Limited
22 Signet Court
Cambridge
CB5 8LA
Email: david.nightingale@crac.org.uk
Tel: 01223 460277 

3.  How we use your information

We can only use your personal information where we have legitimate reasons for doing so and have told you what those reasons are. 

The specific uses that will be made of your personal information are listed below: 

  • When you complete an online registration form we will collect personal information to manage your conference booking and payment and to administer your attendance at the Vitae conference
  • We will use your contact information to send you information about the conference and to collect feedback from you after the conference
  • We will share your personal information with the conference Hotel to organise your accommodation and catering
  • We will retain your contact information to inform you about future Vitae conferences and events
  • We will enable you to join the Vitae Conference Community to find and network with other event participants and take part in the vote for the Three Minute Thesis Competition
  • If you are a conference speaker or workshop leader, we will publish your personal information publicly on the printed conference guide and the Vitae website to give participants and the public a clear understanding of the event content
  • Conference booking credit card payment processing is provided by PayPal. Please see the PayPal Privacy Policy for more information.
  • Conference booking and community functions are provided by a third-party event management platform (Bizzabo).  Bizzabo services may use “cookies”, anonymous identifiers and other tracking technologies to provide these services and to present you with customised information.  Pease see the Bizzabo Privacy Policy for more information. 

If we want to use your personal information for a reason other than those purposes set out above, we will tell you before we start that use and provide further information about the new purpose(s). 

4.  Legal basis for using your personal information

Under data protection legislation, we require a legal basis to be able to process personal information for the purposes set out above.

In this case, the legal basis is: 

  • Contract

Data collected during registration is retained by Vitae to process your booking and administer your event attendance and accommodation.  Speaker and workshop leader information is published to promote the event.  No information collected through registration will be offered for sale or made available to any third party other than as described in this Privacy Notice.

  • Data Subject consent is provided

You may choose to join the Vitae Conference Community by clicking on the ‘Join The Community’ button in the ‘View Who’s Attending’ section at the bottom of the order confirmation email.  By joining the conference community, you consent to allow other conference participants to see your community profile information (name, job title, company name and profile picture).  Participants will be able to message each other using the community messaging platform and will also be able to take part in the Three Minute Thesis competition voting poll.

Withdrawal of consent

You can remove yourself from the community at any time by clicking on your profile picture when logged into the web or mobile app and selecting the ‘Leave Community’ option.  Once you have left the community, your personal information will not be visible to remaining community members.  Your profile information will be retained for one year following the conference in case you

 

Please note that the Vitae Conference Community is a separate database to the Vitae Website and the Vitae Community databases.  When you register for this event or join the conference community, Vitae will not add you to these two databases and will not add you to the Vitae Newsletter mailing.  If you would like to receive the Vitae newsletter and Vitae updates, you should register on the Vitae website and select the ‘I would like to receive Vitae updates and information’ option on the registration page.  If you would like to join the general Vitae Community, you should register on the Vitae communities registration page.

 

5.     What personal information we will collect

The personal information we will collect and use is set out below: 

  • Title
  • Name
  • Job Title
  • Telephone
  • Email Address
  • Organisation Postal Address
  • Dietary Requirements
  • Disability or health conditions that we are required to make reasonable adjustments for
  • Profile picture (optional)
  • Speaker and workshop leader pictures and biographies 

6. Personal information we obtain from another source

Other than the personal information collected from you directly, we also obtain personal information about you from other sources, listed below: 

  • None 

Purpose of obtaining personal information from other source(s) 

  • None 

Legal basis for obtaining personal information from other source(s) 

  • None 

7. Who we give your personal information to 

We will pass your information to Hilton Worldwide Holdings INC to arrange your accommodation and/or catering at the event.  Hilton Worldwide Holdings INC may market to you as a result of your stay at the event in accordance with your preferences as permitted by law.  Privacy information and instructions on how to change your communications preferences with Hilton Worldwide Holdings INC can be found on their Global Privacy Statement:

http://hiltonhonors3.hilton.com/en/policy/global-privacy-statement/index.html

We will not routinely pass your information to any other organisation except where required to do so as part of our functions or by law. 

8. Where your personal information will be stored

Your personal information is stored on Bizzabo and Microsoft Office 365 business services.  Bizzabo and Microsoft will have access to your personal information for the purposes of providing the business services to us. 

For more information about how Bizzabo may process your personal information please see the Bizzabo Privacy Policy:

https://www.bizzabo.com/privacy 

For more information about how Microsoft may process your personal information please see the information in the Microsoft Trust Centre:

www.microsoft.com/en-us/trustcenter/privacy. 

If you chose to pay by credit card, personal information may be processed by PayPal.  For more information please see the PayPal Privacy Notice:

https://www.paypal.com/us/webapps/mpp/ua/privacy-full 

There may be occasions where Bizzabo, Microsoft and PayPal transfer your personal information outside the European Economic Area (EEA), as set out in the privacy statements linked to above. 

You should understand and agree that your personal information may be transferred to, and stored at, a destination outside the country and economic area in which you reside, and that it may also be processed by staff operating outside that country for the purposes set out in this Privacy Policy. 

9. How we protect your personal information

CRAC has security measures in place to protect your personal information, listed below: 

  • All staff are required to undertake training in data protection and information security on joining CRAC and then on an annual basis
  • Formal information security policies that must be read and understood by all staff
  • Personal information is only available to those members of staff who require access as part of their role.
  • We work with third-party data processors that have committed to full General Data Protection Regulations (GDPR) compliance by the 25 may:

https://www.bizzabo.com/gdpr

https://www.microsoft.com/en-us/TrustCenter/Privacy/gdpr/default.aspx

https://www.paypal.com/stories/uk/getting-gdpr-ready 

10. Your rights over your personal information

Once your personal information has been collected, you have certain rights in relation to that personal information that may be exercised. You have the right to: 

  • Ask for a copy of your personal information
  • Correct inaccurate personal information held about you
  • Restrict processing of your personal information
  • Ask for a copy of your information in a format that allows easy transfer (“data portability”)
  • Object to automated decision making or profiling (if these take place)
  • Where consent is the legal basis for collecting the information, you have the right to withdraw consent:
    • You can remove yourself from the community at any time by clicking on your profile picture when logged into the web or mobile app and selecting the ‘Leave Community’ option
    • You can unsubscribe from Vitae mailings by clicking on the unsubscribe link at the bottom of the email or you can email dataprotection@vitae.ac.uk and request your personal data is deleted.  We will retain the minimum data required to ensure that we do not send marketing mail to you again and to record your participation at the event. 

If you have any questions, please email dataprotection@vitae.ac.uk. 

11. How long we will hold your personal information

We are only able to retain a copy of your personal information as long as it is still needed for the purpose(s) for which it was collected. Your personal information will be kept until the termination of the Vitae membership contract.

  • We have a legal obligation to retain booking records for seven years.
  • We will retain your contact and profile information on the Bizzabo for one year after the event so that you can continue to network with other event participants. 

13.  Complaints about the use of your personal information

If a you are unhappy with the way in which your personal information has been handled by CRAC, you may contact us at: dp@crac.org.uk or via our Data Protection Officer (details in section 2) and we will try to resolve your issue informally. 

If we have are not able to resolve the issue to your satisfaction, you can also make a complaint to the data protection supervisory authority. In the UK, this is the Information Commissioner’s Office (ICO) and they can be contacted at: 

Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Tel: 0303 123 1113
Email: casework@ico.org.uk 

14. Changes to this privacy notice

We keep our privacy notices under regular review and we will inform you of any changes to this notice by placing an update on our the Vitae website. 

This privacy notice was last updated on 30/04/18.