Training and Events - Fair Collection Notice

This Information Notice is for instances where we collect details of participants/attendees of events.

We obtain information about you when you:

  • complete an application form/booking form
  • speak to us on the telephone or in person
  • make a payment.

What type of information is collected from you?

The personal information we collect may include your:

  • name
  • address
  • job title
  • organisation name
  • email address
  • telephone number
  • date of birth
  • credit/debit card information
  • dietary requirements
  • membership number
  • disability information.

Photography and film

  • some events are recorded on film. This is a condition of participation in the event. Uses of the material include:
    • publishing reports on the event
    • publicity for future, similar events
  • pictures are general views and do not identify named individuals
  • there may be filmed interviews at the event – but your permission will be sought at the event itself
  • we will seek your permission to use your named image for marketing or publicity.

How is your information used?

We use your information to:

  • process an order for an activity or event
  • process payment for your order
  • contact you about your participation in an event or activity
  • notify you of changes to our services
  • to allow you to obtain a Member discount, where applicable
  • send you communications which you have requested and that may be of interest to you, which may include information about new products, services, events, and activities
  • share information with police and emergency services in an emergency situation
  • handle an enquiry or complaint you have made
  • share dietary information with the event venue, to allow your dietary requirements to be catered for
  • share your name with the venue, to allow the venue to create name cards and table plans
  • share your name and organisation with our sponsors/partners for the event
  • share your name, job title, and employer name in the form of a delegate list. This will usually be in electronic format and accessible to all delegates and sponsors
  • establish any disability information the organisers should be aware of
  • to prove that we have gathered consent from you
  • establish the age range of those involved in an event or activity, for equality, monitoring or reporting purposes
  • establish the geographical location of those in an event or activity, for equality, monitoring or reporting purposes
  • seek your views or comments on the services we provide.

What is the lawful basis for processing my information?

Your information

Circumstances

Lawful basis

Name, contact information

To contact you about your participation in an event or activity

Contract

Credit/debit card information

To take payment for the activity or event you have signed up to attend

Contract

DOB

To share information with police and emergency services, in an emergency situation. For equality, monitoring or reporting purposes

Consent

Emergency contact name, number and relation to you

Contact you or your nominated contact in an emergency situation

Contract

Signature

To prove that we have gathered consent from you

Contract

Disability information

To establish any disability information the organisers should be aware of 

Consent

Dietary requirements

Share dietary information with the event venue, to allow your dietary requirements to be catered for

Consent

Membership number

To allow you to obtain a Member discount, where applicable

Consent

Film

For publicity

Contract, unless identified and named then Consent

Where the lawful basis for processing your information is stated as 'consent' above you have the opportunity to withdraw your consent at any time. Where you withdraw consent we may not be able to provide the related facility or service.


How long is your information kept?

We review how long we keep personal information on a regular basis. We are legally required to hold some types of information to fulfil our statutory obligations. We hold your personal information on our systems for only as long as is necessary for the relevant activity, or as long as is set out in any relevant contract or agreement you hold with us.


Questions

Any questions regarding this Information Notice and our data protection practices should be sent by email to the Data Protection Officer, Amanda Winham, at dataprotection@iia.org.uk or telephone +44 (0)20 7498 0101.

If you have a complaint about our information practices and the way we have collected, used, retained or disposed of your information please contact dataprotection@iia.org.uk or telephone +44 (0)20 7498 0101.

Alternatively, you can contact the Information Commissioner’s Office direct, to make a complaint or report a concern by calling their helpline on 0303 123 1113 (in the UK), or contacting them at

Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF