Part 5

Privacy notice for training, webinar or live event attendees, including link officers and care providers

Privacy notice for training, webinar or live event attendees, including link officers and care providers

We process personal information to provide training to you and run events.We will process any personal data in accordance with the UK General Data Protection Regulation and the Data Protection Act 2018.

If you make a booking to attend one of our training courses, webinars or live events we will collect your name, your organisation’s name, job title, email address and brief information about your experience and the work you do. If you pay for yourself to attend, we may also collect financial information from you.

We record some webinar/on line training events and all presenters and attendees may have their image and audio captured in the recording.

Some events will feature a moderated Q&A. If you choose to interact with the Q&A your comments may be published to others at the event and will also form part of the recording.

If an event is being recorded and/or broadcast live we will always notify you either in advance or as the session starts.

We use your email address to provide you with the event details. This will include information about any recording taking place.

For some events we may publish the recording on our website, and online video and social media channels so this is accessible to a wider audience. If an event recording will be published in this way we will always notify you before the event.

We don’t publish delegate lists for video conferences, webinars or live broadcast events but your name and email address may be visible to others in the invitation email and in attendance during the event.

We may also process special categories of personal data, relating to physical or mental health in order to meet our duties under the Equality Act 2010.

We may use contact details of individuals who book training courses to send information about future training courses which may interest them. We will not use contact details of course attendees in this way and will only contact attendees about the course they have attended. The exception to this is where the person booking the course is also a course attendee. 

As part of our public task, we need to help you with how you deal with your complaints. We do this through our training courses, webinars, online training and live events.

To administer the training courses and events and to ensure they meet the needs of the attendees. We compile statistics and feedback to check on the level of service we provide and to make any adjustments to future courses.

The lawful basis we rely on for processing your personal data is Article 6(1)(e) – public task. When we collect any information about dietary or access requirements we also need your consent (under article 9(2)(a)) as this type of information is classed as special category data

Your information is shared by those administering and delivering the courses and events.

We collect and process feedback information through a secure web-based system, provided by Smart Survey. This information is used to produce a feedback report which is shared internally. This is aggregated and is not in a form which identifies anyone. The report is also shared with your organisation or employer, but again not in a form which identifies anyone.

We use other data processors. We use Microsoft Teams to deliver our webinars, on line training and live broadcast events. . From time to time we may also use other online platforms and external booking systems to run events which will have their own privacy policies  

We take the security of your data seriously. We have internal policies and controls in place to ensure that your data is not lost, accidentally destroyed, misused or disclosed. We also make sure our employees only access your data in the proper performance of their duties. For more details see our Information Management Policies.

Information which is processed by Smart Survey is held on a secure web-based system in the UK. The processing is done so on the basis of written instructions and the third party is under a duty of confidentiality and is required to comply with the UK General Data Protection Regulation and Data Protection Act 2018 in their own right.

We transfer data overseas to Microsoft, Vimeo or Google data centres and other online platforms. 

Information is stored in our secure network folders. Information relating to our administration of courses and events (that does not contain personal data) is kept for 5 years. Delegate information and information from satisfaction surveys is kept for up to 2 years.  Recordings of webinars published on our website will be kept for a minimum of 1 year and then reviewed annually until we decide the content is no longer relevant for publication.   Recordings which are not published are kept for 1 year.

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