Cabinet Office (the “Event Partner”) is the data controller and Live Group (“Live Group”, “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 Live Group 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 profession;
• your work telephone number;
• accessibility or dietary requirements; and
• your work email address.

For speakers at panels:

• your gender;
• your ethnicity.

The physical filming of the Event as instructed by the Event Partner:

• filming of sessions which may contain images of you, your presentation, any opinions you contribute and anything that you say about yourself which shall be in the possession of the Event Partner only.

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.

For our sponsors, any personal data collected as part of the sponsorship agreement is covered under this privacy policy. We ensure that all sponsor-related data handling adheres to the same stringent privacy standards we apply to all our data processing activities.

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.

For transparency, we encourage you to review the Live Group Privacy Policy, which details their data processing practices. This is for informational purposes and does not require your explicit agreement.

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 either physically, online streaming, by live broadcast, or a combination of these;
• 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 to make a record 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;
• 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 Event Partner for processing your personal data in relation to holding the event, promoting it, and taking photographs and video recordings of the speakers and of 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 Event Partner 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 Event Partner 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 Event Partner for processing your data, Live Group may provide your personal data to our data processors:

• Hive – our online event platform for hosting session recordings and registration system
• Our partner venues for the physical hosting of the Event and any catering requirements: 
  • EICC, Edinburgh
  • Blackpool Winter Gardens
  • ICC Belfast
  • Birmingham NEC
  • ICC Wales, Newport
  • ExCeL London
  • Sandy Park Exeter
• RefTech Services: RefTech assists us with printing delegate badges. For this purpose, they temporarily store data, ensuring its security on their London-based server within the UK. This data is held solely for the duration necessary for badge production.
• Wowza Server as Content Delivery Network (CDN): The Wowza server facilitates the provision of audio/video content when we live stream our content. While it does not record or store this content, and thus is not typically considered a data processor, we acknowledge the importance of data security in all aspects of our services.
• For delegates opting into AudienceDNA questions, your responses will be used to enhance your event experience. This data helps us tailor the event to better match attendee preferences and interests. We assure you that this information is solely for internal use and will not be shared with third parties. Our commitment to your privacy and data security is paramount, and we use this data exclusively to improve the event's relevance and engagement for you.
• 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 Event Partner.

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 Live Group 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.

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 will share video recordings for 6 months after the final Event day. At this point, registration data will be anonymised from Eventsforce, video recordings will no longer be available, and all data will be deleted from the servers of Live Group.

• Video recordings will continue to be stored securely by the Event Partner for a further 6 months but will only be shared on request. All video recordings will then be deleted 12 months after the event.

Your Rights

• You 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 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 Event Partner 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 or an International Data Transfer Agreement.

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 [email protected]. 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 Event Partner. The contact details for the data controller are: Cabinet Office, 70 Whitehall, London, SW1A 2AS, or 0207 276 1234, or https://www.gov.uk/guidance/contact-the-cabinet-office

The contact details for the data controller’s Data Protection Officer (DPO) are: [email protected].

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