Vitae event participant privacy notice

Vitae Event 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: 

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: 

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
Tel: 01223 460277

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
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 event booking and payment and to administer your attendance at the event
  • We will use your contact information to send you information about the event and to collect feedback from you after the event
  • We will share your personal information with the event venue to organise any accommodation and catering
  • We will retain your contact information to inform you about future Vitae conferences and events
  • If you are an event speaker or workshop leader, we may publish your personal information publicly on the printed event guide and the Vitae website to give participants and the public a clear understanding of the event content
  • Event booking credit card payment processing is provided by Secure Trading or or PayPay. Please see their privacy policies linked to in Section 8 below for more information.
  • If we ask you to complete a pre-event survey, we will use the information collected to help tailor the event to your needs.
  • If we ask you to complete an event feedback survey, we will use the information provided to improve future events.

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.

  • Consent

For some events we will ask participants to complete short pre-event and feedback surveys. Pre-event surveys are used to tailor events to participant needs. Feedback surveys are used to improve our future events. These surveys are usually anonymous, however, we may sometimes offer you the opportunity to provide your contact information in case you would like us get in touch with you about your feedback. We will never sell or share this information with other parties or use for other purposes without informing you first. Sometimes we may ask for your consent to use anonymous quotes from your feedback to promote our events.

Consent can be withdrawn at any time by emailing with your request.

5.     What personal information we will collect

The personal information we will collect and use may include: 

  • 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
  • Descriptions of your situation and experience used to tailor event content (usually anonymous)
  • Your opinions about the event in feedback forms (usually anonymous)

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 the event venue to arrange your accommodation and/or catering at the event if applicable and for security/signing in purposes.

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 Microsoft Azure and Microsoft Office 365 business services.  Microsoft will have access to your personal information for the purposes of providing the business services to us. 

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

If you chose to pay by credit card, personal information may be processed by Secure Trading Ltd, or PayPal.  For more information please see their Privacy Notices: 

Microsoft, Secure Trading, or PayPay may  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: 

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 unsubscribe from Vitae mailings by clicking on the unsubscribe link at the bottom of the email or you can email 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 

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.

  • We have a legal obligation to retain booking records for seven years.

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: 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
Tel: 0303 123 1113

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 23/04/20.