Every year, we host several
events such as our national conferences, project-specific training events,
member only meetings and leadership conference calls. Information about these
events are sent to our newsletter subscribers, posted on our website and promoted
through external channels and on our social media. We will only directly email
you information about our events or projects if you have given your permission
for us to do so. If you have provided us with specific consent, we will send
you occasional information about the annual ASDC National Conference, news,
opportunities or relevant events in science engagement that we feel will be of
interest to you or your organisation.
When attending an ASDC event,
we will need information for the purpose of administering the event such as
your name, email address, job title and organisation. For some events we must
process payment information and we need to keep records of any financial
transactions for seven years.
We endeavour to provide all
event attendees with the ability to choose how their attendance data is
processed. For example, you will have the opportunity to include or exclude
your details from event printed materials, you will have the opportunity to opt
in to different forms of future communication from ASDC, such as receiving
marketing about future events.
Following the event
registration process, your data in reference to your attendance and marketing
preferences will be stored securely on our database.
Speaking or Exhibiting at our conference
If you are a speaker or an exhibitor at an
ASDC event, we will promote your involvement through our social media channels,
Eventbrite, the ASDC website and to our supporters. You always have the right
to object to participation in these channels of promotion.
We use Eventbrite to manage event attendees and
event payments. As a commercial company, Eventbrite may use your data or market
to you about other events if you opt in when you register with them.
For example, your personal
data may be used by Eventbrite to profile your
activity and interests and suggest similar events in marketing emails after our
event has finished.
We occasionally utilise Google Forms or Google Documents to receive information from
speakers, session providers and exhibitors.
The information contained within the form is only used for
the duration that is useful and necessary to be held. It is then deleted from
the ASDC profile. We will record within our database that you have taken part
in an event as a speaker, session provider or exhibitor.
We cannot access any personal data about you ourselves as we are not the Data
Controller for your Google profile data and you would need to contact Google
directly for this information. However, data profiling may occur through using
this platform. Therefore ASDC is always happy to receive your information
directly through conversation with us on email or telephone.
Use of Images
ASDC will always seek
permission from individuals attending events during the booking process for the
use of their image on publicity.
All those attending our
conferences and networking meetings are able to object to their image being
utilised at these events and ASDC will securely delete any photographs they
appear in. We aim to make it clear at events if some individuals do not wish
for their images to be presented or shared on publicity or social media.
However, we do not have control over the images taken by delegates and shared
on their personal media profiles.
You have the right to access
a complete copy of all personal information ASDC has on file, including any
images that we have stored. However, ASDC will require 60 days to access this
information on your behalf. Please contact us directly for our full