ITF Congress 2018 Privacy Notice

At the ITF we respect everyone’s right to privacy, and value the trust you place in us by sharing your data with us. This privacy notice sets out the way we, as the data controller, use your data: what we collect, how we collect it, how we use it, why we use it, who we share it with, and the rights to which you may be entitled.

This privacy notice applies to everyone who attends Congress. It is important you read and understand this notice so you are aware of how and why we use your data.

You should also read the ITF’s main privacy policy, which explains how we use your data for activity outside of Congress.

1. Your privacy rights

You may have certain rights in relation to your personal data including a right to access or to correct the information that we hold on you.

Please see our full privacy notice for a list of your rights as a data subject.

2. What do we do with the information you give us?

We need to collect and process personal data relating to everyone who attends Congress in order to plan a safe and well-managed event. This information is used to:

  • register you for Congress, so you receive credentials that allow entry
  • communicate with you about attending Congress in advance and during Congress
  • organise any tailored requirements you have for attending Congress
  • make a record of your attendance
  • retain a central approved attendees record for emergency situations

We may be required to transfer your data outside the European Economic Area. The information you provide is held securely by us and/or our data processors (whether the information is held in an electronic or physical format).

3. What information do we collect from you?

The information we collect could include:

  • your name, and contact details, including postal and email address, and telephone number
  • photograph/images
  • your union membership
  • equality monitoring information, including information about your ethnic origin, sex, gender identity, age, sexual orientation
  • the content of interventions that you make as a speaker at Congress or audience participant in filmed events
  • your contribution to any other events at Congress
  • your image as part of filmed or photographed records of Congress
  • your social media identity

We collect this information from:

  • you
  • your union 

4. Why do we need to process your personal data?

We process your data for the following purposes:

  • to register you for Congress
  • to send you information about Congress by post, email or SMS
  • to respond to queries about your registration and attendance
  • to comply with legal obligations place on the ITF

We have a legitimate interest in processing personal data before, during and after Congress. Processing your data under legitimate interest allows us to:

  • take photos and films of groups of people at Congress to use during and after the event.
  • to display your name and union on screen if you speak at Congress
  • to list your name and union in the Congress Report if you speak at Congress
  • to publish your name and union in the list of attendees at Congress in the Congress Guide and Congress Report
  • to seek your feedback on Congress
  • analyse the performance of different aspects of Congress, with a view to evaluation and improving our events for the future
  • analyse the performance of our online communications about Congress, with a view to tailoring communications to be more relevant to different users
  • understand opinions voiced about Congress online and on social media, and answer questions about Congress 

Where we rely on our legitimate interests as a reason for processing data, we have considered whether or not those interests are overridden by the rights and freedoms of attendees at Congress and have concluded that they are not.

Please note that other delegates, broadcasters and professional photographers make take pictures or film of delegates during Congress. Concerns about this should be raised with the delegate or visitor concerned in the first instance. 

We write news about Congress on our website and social media, so it may be that we publish information that mentions you, or a picture that includes you. We will seek to get your consent to publish any case study content, portrait or film that identifies you personally, and you have the right to request we remove it at a later date.

5. Who has access to your data?

We also share your data with third parties that process data on our behalf.

Your data may be transferred outside the European Economic Area (EEA) where we have satisfied ourselves that the appropriate safeguards are in place. By submitting your personal data you agree that we may transfer, store and process your information outside of the European Economic Area.

We may need to disclose your information to regulatory bodies, government bodies, or law enforcement agencies. This will be upon request only, and only when required to do so in order to satisfy legal obligations which are binding on us. 

6. How do we protect your data?

We take the security of your data seriously. We have policies and controls in place to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by relevant staff or agencies in the proper performance of their duties.

Access to systems that contain personal data are restricted by role and the systems are password protected.

We have a number of data processors involved in processing personal data in relation to Congress.

We have contracts in place with our data processors. This means that they cannot do anything with your personal information unless we have instructed them to do so in writing. They are obliged to implement appropriate technical and organisational measures to ensure the security of your data. They will not share your personal information with any organisation apart from us. They will only retain your data for the period we instruct. 

How to contact us

If you have any further questions about this notice, about our use of personal data, or you wish to exercise any rights in respect of your personal data, please contact dataprotection@itf.org.uk or ITF House, 49-60 Borough Road, London SE1 1DR.