Dods Group Ltd and Cabinet Office Civil Service Live 2021

Privacy Notice

 

Cabinet Office (the “Event Partner”) is the data controller and Dods Group Ltd (“Dods”, “our”, “us”) is the data processor. The Event Partner is responsible for your personal data and has asked us to process the personal data you provide when you register for Civil Service Live (“Event”). This Privacy Notice aims to inform you on the personal data processing we carry out on your personal data.

 

The data

 

The Event Partner has requested Dods to provide its event management services to hold the Event and to process your personal data as stated below to enable you to attend and access the Event.

 

By registering for the Event, you will be providing us with your personal data and contact information as requested in the online registration form. In the case of group bookings or bookings made on an individual’s behalf, please ensure you have sought the individual’s prior approval to submit their information.

 

The personal data collected in the registration form includes:

  • your name;
  • your job title;
  • your organisation/department;
  • your job grade;
  • your work location
  • your work mobile number;
  • accessibility information; and
  • your email address.

For speakers at panels:

  • your gender
  • your ethnicity

 

  • Recordings of sessions:

video recordings which will contain images of you, your presentation, any opinions you contribute and anything that you say about yourself.

 

You may have received an invitation from the Event Partner to attend the Event, via internal communications and intranet channels inside your organisation or department.

 

You may have received an invitation from us, on behalf of the Event Partner, to attend the Event. In this case, your personal data has been provided to us from the Event Partner.

 

Purpose

 

The Event Partner has asked us to handle your personal data to enable you to attend, and this will include to:

  • register and facilitate your attendance at the Event;
  • analyse attendance at, and any subsequent marketing communications in relation to, the Event;
  • provide you with updates and details relating to the Event;
  • manage delegate, Event Partner and customer contacts, queries, complaints or disputes;
  • take photographs to promote the event;
  • take video recordings of the Event so that those who are unable to attend can still benefit from the content;
  • produce promotional material to advertise the Event and to promote future events;
  • verify your identity for security purposes (where applicable)
  • monitor the  gender  and  ethnicity balance of panels  of  speakers to ensure  fair representation; and
  • handle  any  legal  claims  or  regulatory  proceedings  and  ensure  legal regulatory compliance.

Legal basis of processing your personal data for the Event

 

The legal basis relied on by the Cabinet Office for processing your personal data in relation to holding the event, promoting it, and taking photographs and video recordings of the speakers at the Event, is that processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the data controller. In this case that is the role of the Cabinet Office in holding Civil Service Live.

 

To the extent that you provide, in the registration form or by subsequent email, special categories of data (including data revealing health or medical details), the Cabinet Office has instructed us to process such information to ensure your safety and wellbeing at the Event (paragraph 1, schedule 1, Data Protection Act 2018).

 

To the extent that we process ethnicity data of speakers to ensure fair representation, our legal basis for doing so is that processing is of data concerning ethnicity, religious or philosophical belief, health including disability or sexual orientation, and it is necessary for the purposes of identifying or keeping under review the existence or absence of equality of opportunity or treatment between groups of people with a view to enabling such equality to be promoted or maintained (paragraph 8, schedule 1, Data Protection Act 2018).

 

 

Recipients

 

In order for us to carry out the instructions from the Cabinet Office for processing your data, Dods may provide your personal data to:

 

  • Eventsforce - our online bookings service provider
  • Bray Leinoour virtual event delivery partner
  • CrowdComms our virtual event platform
  • Vimeo – our virtual event platform

to the extent necessary to facilitate your attendance at the event, share video recordings of the Event with other delegates and to fulfil the instructions from the Cabinet Office.

Videos will only be accessible to those with the link, and they will not be published publicly. Access to the video recordings shall strictly depend on the purpose and need of such access. If you are given access to the video recordings, you must not make duplicates or share with anyone who is not a delegate. You must not download any video recordings to your personal device or a cloud storage facility.

 

During the registration form, you may consent to Dods sharing your data with relevant sponsor organisations if you register to attend one of their sessions or express interest at their online exhibition stand. This Privacy Notice does not cover how your data will be used by those sponsors or third parties, and you should consult the privacy notices of those organisations.

 

If you agree, the virtual event platform allows delegates to network. In such a case your name, job title and organisation may be available to anyone else who has agreed to the networking facility.

 

Personal diversity data relating to the gender and ethnicity of speakers will not be shared outside of the Civil Service, and will be used in statistical form for reporting to Civil Service senior leaders, and Diversity and Inclusion network colleagues.

 

 

Personal diversity data relating to the gender and ethnicity of speakers will not be shared outside of the Civil Service, and will be used in statistical form for reporting to Civil Service senior leaders, and Diversity and Inclusion network colleagues.

 

Retention

 

We keep your personal data in identifiable form collected from registration and any video recordings for 3 months until  after the final event day.

 

Your Rights

 

  • You  have  the  right  to  request  information  about  how  your  personal  data  are processed, and to request a copy of that personal dataYou  have  the  right  to  request  information  about  how  your  personal  data  are processed, and to request a copy of that personal data
  • You have the right to request that any inaccuracies in your personal data are rectified without delay.
  • You have the right to request that any incomplete personal data are completed, including by means of a supplementary statement.
  • You have the right to request that your personal data are erased if there is no longer a justification for them to be processed.
  • You  have  the  right  in  certain  circumstances  (for  example,  where  accuracy  is contested) to request that the processing of your personal data is restricted.
  • You have the right to object to the processing of your personal data

Please contact the Cabinet Office at the following addresses if you would like to exercise any of these rights or have any queries regarding the use of your data.

 

International Transfers

 

As your personal data is stored on our IT infrastructure, and shared with our IT suppliers and events partners, it may be transferred and stored securely outside the UK. Where that is the case it will be subject to equivalent legal protection through an adequacy decision or reliance on Standard Contractual Clauses.

 

Data shared on the video sharing platform Vimeo will be exported to the USA. This data will receive equivalent protection through Standard Contractual Clauses.

 

Complaints

 

If you consider that your personal data has been misused or mishandled, you may make a complaint to the Information Commissioner, who is an independent regulator.

 

The Information Commissioner can be contacted at: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF, or 0303 123 1113, or  casework@ico.org.uk. Any complaint to the Information Commissioner is without prejudice to your right to seek redress through the courts.

 

Contact Details

 

The data controller for your personal data is the Cabinet Office. The contact details for the data controller are: Cabinet Office, 70 Whitehall, London, SW1A 2AS, or 0207 276 1234, or  publiccorrespondence@cabinetoffice.gov.uk.

 

The   contact   details   for   the  data   controller’s   Data   Protection   Officer   (DPO)   are:  dpo@cabinetoffice.gov.uk

 

The Data Protection Officer provides independent advice and monitoring of Cabinet Office’s use of personal information.

 

Where personal data in videos is uploaded to the video sharing platform Vimeo, Vimeo is an independent data controller for that data. Vimeo’s privacy policy is available here: https://vimeo.com/privacy

 

Where personal data is uploaded on the online bookings service Eventsforce, Eventsforce is an independent data controller for that data. Eventforces’ privacy policy is available here: https://www.eventsforce.com/privacy-policy

 

 

Where personal data is uploaded on the virtual event platform CrowdComms, Crowdcomms is an independent data controller for that data. Crowdcomms’ privacy policy is available here: https://www.crowdcomms.com/privacy-policy