Attendance at an ASDC conference or event

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.

Eventbrite

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 encourage all users to read Eventbrite’s privacy policy (https://www.eventbrite.co.uk/support/articles/en_US/Troubleshooting/eventbrite-privacy-policy?lg=en_GB) and will ourselves always provide an alternative method for you to book onto our events if you are concerned about the compliance of Eventbrite with the high standards of GDPR.

Google forms

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 encourage all users to familiarise themselves with Googles privacy policy: www.google.com/privacypolicy.html

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 photographic policy.