Privacy: Events Administration

Staf hosts a variety of events throughout the year, which are aimed at our members and other stakeholders interested in our work.

These events are open to anyone who works with care-experienced young people or who have an interest in the field. We collect information about people who have booked a place at or have attended our events, or who have enquired about our events. Our legal basis for collecting this information is our legitimate interest, namely the proper administration of our events and focus groups.

Events administration is carried out in-house, through our website and through Eventbrite.

What we collect

Why

Your name

This allows us to address you properly when we contact you regarding our events. It also allows us to create name badges and place cards. Your name will appear on the event delegate list and table plan, which is shared with other people who attend the event.

Your Job Title

This allows us to identify whether an event may be relevant to you. Your job title will appear on the delegate list which is shared with other people who attend the event.

Your Organisation

This allows us to identify which organisation you represent when attending our events, and also allows us to monitor the engagement levels of different organisations and members. Your organisation name will be shared on the delegate list, table plan, name badges and place cards, which will be available to those who attend the event. Your organisation name may be shared as part of our events marketing without reference to your name or job title.

Your email address

This allows us to contact you regarding the event you have booked a place for. This includes confirming your booking, managing your booking, invoicing, and communicating any further information to you about the event.

Your Phone Number

This allows us to contact you regarding the event, including confirming details such as dietary requirements or access requirements.

Your Address

This allows us to prepare invoices (as required) for your booking. We may use your address to send materials to you from the event by post.

Your preferences

This allows us to determine if you would like to be added to or removed from our mailing lists and informs us if you are happy for us to share your information with our members should they request it. This also helps to ensure that we are compliant with current data protection legislation.

Your Dietary Requirements

Where lunch is provided at an event, this allows us to ensure that the caterers provide an alternative. Your name may be shared with the caterers to ensure that your lunch is not given to the wrong person on the day. This information will not be shared further, except with a colleague from your organisation in confirming dietary requirements for the event.

Your Access Requirements

This allows us to ensure that you will be able to access the venue for events, and to ensure that alternative arrangements can be made if required. This information will only be shared with the venue.

We may share your information without your consent with colleagues from your organisation as part of the proper administration of our events (for example invoicing queries). We will also share your name, job title and organisation name as part of a delegate list and table plan for any events we host. This is shared only with those who attend the event, and contains no further personal data.

You can request to be removed from the shared delegate list by emailing us at [email protected]. We may also share any dietary requirements with caterers and access requirements with the venue to ensure that alternative arrangements can be made.

Some of our events administration is carried out through Eventbrite and our website. Eventbrite is an events administration and marketing tool used across the world. If you choose to book a place at one of our events though Eventbrite (who acts as a data processor for Staf), your information will be sent to us via Eventbrite. Events booked through our website are hosted by our website provider (who acts as a data processor for Staf).

Retention Period

Personal information about events are held for 24 months from the date of the event, or 18 months after your last engagement with us, whichever date is later.

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