Privacy Policy

Last updated: 3 April 2024

This privacy notice tells you what to expect us to do with your personal data when you use services from Conferences and Events at the University of Leeds and provides you with details of who controls that information.

If you have any questions or if anything is unclear you can contact us the Conferences and Events team at conferences@leeds.ac.uk.

Our data protection officer is Rebecca Messenger Clark. You can contact her at dpo@leeds.ac.uk or 0113 2431751.

The university’s data controller registration number provided by the Information Commissioner’s Office is: Z553814X

1.0. How we collect your information 

We get data directly from you when you access our services, or indirectly through a third-party platform who process your data to administer your booking on behalf of the University of Leeds.

When you enquire about the services or book an event or accommodation you may be asked for your contact details, bank details, dietary or access requirements and asked to confirm that you are over the age of 18, so that we can process your booking.

This may be:

face to face, for example at an event
over the telephone or email
direct contact through our social media platforms  when enquiring or booking through a third-party agent or platform such as Venue Directory or speedybooker.com Ltd

Depending on how you access our services, your data may be processed by one of the following third-party platforms that process your details on behalf of the University:

Speedybooker.com Ltd
Stova
WPM Education Ltd

You may also be invited to subscribe to a newsletter about Conferences and Events services, venues, offers and stories and asked for your name and email address. If you opt-in, you can unsubscribe at any time.

2.0. Cookies 

Our website uses first-party cookies; which are small text files placed on your device by the websites that you visit.  Find out more about the cookies we use and why in our Cookie Policy .

3.0. Legal basis for processing your personal data 

We need to process your personal data for the performance of the contract that you have entered into with the University to access the Conferences and Events provision, for example venue hire, conference management services, accommodation bookings and catering orders. We process your dietary requirements and access requirements with your consent for the purpose of your booking with us. If you do not want your personal data to be used in the manner described, then you will not be able to access Conferences and Events services at the University of Leeds. 

3.1. Marketing 

We may invite you to subscribe to our mailing list and offer to send you newsletters or information about other activities that we think may interest you.  Your consent will be required upon sign up and you will be able to opt-out at any time. 

4.0. How do we keep this information secure?

The information we hold about you will be stored on University of Leeds secure systems and accessible to university staff administering conferences and events.

Your data will not be transferred outside the EEA. Your data will be accessible only to team members directly involved in administering events.

Where credit/debit card details have been requested as part of a transaction between you and us, the details will be encrypted and handled by a secure web server using SSL, the standard security technology for establishing an encrypted link between a web server and a browser.

5.0. Who might we share your data with?

The information that you provide to the University will be stored securely and access will be restricted to those members of staff who need it. To administer your booking we may share your personal data with the third parties listed below who process data securely on behalf of the University of Leeds and with whom we have data processing agreements.

5.1. Campaign Monitor

Conferences and Events use an email marketing communications system, Campaign Monitor; who use and store your email address.

See the Campaign Monitor privacy policy.

5.2. Kinetic Solutions 

Kinetic Solutions facilitate the bookings database for events, catering and accommodation at the University of Leeds which processes your name, email and dietary requirements. All data is held on University servers however Kinetic Solutions will from time to time need access to this data to facilitate your booking.

See the Kinetic Solutions privacy policy.

5.3 Stova

Should you wish for us organise a conference on your behalf, we use third party abstract management, registration and conference management system. Conferences and Events may share personal data as it pertains to an event organised by Conferences and Events or in relation to an event hosted by and managed by the Conferences and Events team. Personal data may include contact and bank details.

See the Stova privacy notice.

6.0. How long we keep this information 

6.1. Marketing Purposes 

If you have opted in to receive email marketing communications from Conferences and Events you can unsubscribe at any time. Should you not open email marketing communications from Conferences and Events for 18 months, your personal data will be deleted from our email marketing communications system.

6.2. Kinetic Solutions 

We will retain your information on our secure servers for an unlimited period (this is because you may wish to re-contact us at any time to make another booking, update your personal data, or access your historic booking data) unless you request deletion in line with your rights.

 7.0. Your data protection rights

You have the right to:

withdraw consent at any time where that is the legal basis of our processing;
access your personal data that we process;
rectify inaccuracies in personal data that we hold about you;
be forgotten, that is your details to be removed from systems that we use to process your personal data;
restrict the processing in certain ways;
obtain a copy of your data in a commonly used electronic form;
object to certain processing of your personal data by us.

Please see ICO for further information on the above rights.

You may also contact the Conferences and Events team at conferences@leeds.ac.uk for further information about how we treat your data.

You have a right to complain to the Information Commissioner’s Office about the way in which we process your personal data. Please see ICO.

Information Commissioner’s Office

Wycliffe House
Water Ln
Wilmslow
SK9 5AF
Telephone: 0303 123 1113

MIA accredited venue