Privacy policy

TEDxWinchester

Policy last reviewed – March 2022
Reviewed by – Jan Carlyle
Policy owner – Jan Carlyle
Next review date – March 2023
Data Protection Controller – Jan Carlyle

Contact Details:

TEDxWinchester

10 Parchment Street
Winchester
Hampshire SO23 8AT

Data Protection Officer: Jan Carlyle

Purposes of Processing:

TEDxWinchester processes data for event organisation and marketing campaigns.

TEDxWinchester is the data controller for events organisation. TEDxWinchester also is the data processor when sending out marketing comms for its events.

TEDxWinchester adheres to the directive of 1995 and the GDPR of 25th May 2018

All data collected by TEDxWinchester is held securely in Eventbrite, Mailchimp, MailerLite and Survey Monkey as lists, and in MS Excel, held securely in Dropbox, Google G-Suite or Microsoft OneDrive. These platforms are all GDPR compliant.

All transfer of data internally is carried out in accordance with this data processing agreement.

We collect data from:
Delegates, speakers, sponsors, exhibitors and attendees and potential attendees of events, as well as sponsor’s customers or sales contacts and our own existing and potential clients via our own marketing activity.

What type of data do we collect:
We may process name, job-title, organisation, contact details (phone number, address, email, social media links).

Information we collect about you:

  • You may provide information to us via an enquiry form on our website

    1. You may provide information to us by registering for one of the events we organise

    2. You may provide information to us by consenting to us sending an electronic update (e-newsletter) regarding an event or programme we organise

    3. You may provide information to us by enquiring about one of our services via an email or phone call

    4. By providing us with this information you consent to us sending information to you, expressly consent to us using your personal information in accordance with this privacy policy.

How we use this information:

  • To tell you about events or programmes we are organising (events that you have signed up to attend or have expressed an interest in attending).

  • We may (if delegates consent) share the delegates information with: speakers, sponsors and/or exhibitors at the event.

  • To tell you about services that we or one of our clients offers (where you have given consent to receive such information).

  • We do not pass your data to other organisations or third parties. We do not sell your data.

  • We may need to pass your data to HMRC for VAT purposes.

How is the information stored and processed:

The data will be held on password protected MS Excel spreadsheets.
The data will be also be held on an event registration platform, for example: Eventbrite.
The data is also uploaded to Mailchimp or MailerLite (or similar GDPR compliant mailing software) in order to deliver email communications.
All attendees may receive an email requesting feedback via Survey Monkey post event.
Delegate data will be downloaded from the relevant platforms and saved into a file on Dropbox, Google G-Suite or Microsoft OneDrive.

Organisation Security/Data Transfer:
We do not transfer data outside of the UK currently.
No electronic method of storage or transmission over the internet is 100% secure. The data is protected by using passwords when it is transmitted via email.

All computers are accessed securely (through fingerprint recognition or strong password), the data is held in software programmes such as: Mailchimp, Dropbox, Survey Monkey, MailerLite or Eventbrite, which are all compliant with GDPR (25 May 2018).

We hold data for 5 years.

You can:

  • Request access to the information TEDxWinchester hold about you at any time

  • Correct any information TEDxWinchester hold about you

  • Request any information TEDxWinchester holds about you to be deleted

If you have any questions about the information TEDxWinchester hold about you, please contact the Data Processor: Jan Carlyle, TEDxWinchester, 10 Parchment Street, Winchester Hants, SO23 8AT T: 07813 978870 email: jan@tedxwinchester.com
You can also contact the Information Commissioners Office (ICO) directly.

If you don’t provide data to us:
If you cannot supply an email address when you are registering for one of our events we cannot register your booking or contact you about updates relating to the event you want to be registered for.