Ideas in Practice Privacy Notice 

Personal data that we collect 

Attendees 

If you register for one of our ‘Ideas in Practice’ seminars, we ask you for some personal information via our registration form:  

• Your name and email address  

• Phone number (optional)  

• Your organisation and role  

• Whether you are an external guest, alumnus, University of Leeds staff member or student (and your Faculty if you are a student)  

• Dietary and/or access requirements (if applicable)  

Speakers (including presenters, panel members and panel chairs) 

If you are a speaker, we collect your role, organisation, contact details and any dietary and/or access requirements.  We also ask you to provide a short professional profile and an image for our event publicity, delegate pack materials and online archive. With consent, we may make video recordings of speaker presentations.   

Taking photography 

We may take photographs of attendees and speakers during our events.  You can tell a member of event staff on the day if you do not wish to be photographed.   

How we use your data 

We use this data for the following legitimate interest purposes: 

(Our legitimate interest assessments can be provided upon request by emailing research.lubs@leeds.ac.uk.) 

1. Event organisation and event-related communications  

We create name badges, a registration list and (if you choose to be added) the delegate list given to all attendees.  If you have agreed to be on the delegate list, your name, role and organisation will be included. 

We include speaker profiles and images in the event publicity and delegate pack. 

If you tell us about any access or dietary requirements, we use this to cater for your needs. 

We send mailings before the event to give you information and reminders. 

We send you a post-event email containing presentation slides (where the presenter has agreed circulation), a link for event feedback and an invitation to receive future ‘Ideas in Practice’ invitations. 

2. Keeping in touch with professional contacts made through our events 

We hold these events as a way of engaging externally and building professional relationships with organisations, policy makers and other academics. If we have made a professional connection with you through our events - for example, if you have been one of our speakers, you have expressed an interest in engaging with us in a particular way or we have networked with you during the event - your details, relevant topic and location keyword(s) and any notes of our discussions, will be stored securely within our Customer Relationship Management system.  We will only make contact with you on matters of anticipated interest.  (This does not include adding you to our event mailing list unless you have opted in to this.)  Your details are not shared externally, and you can ask for them to be removed from our system at any time by emailing research.lubs@leeds.ac.uk   

3. Keeping our University of Leeds alumni records up-to-date 

If you are a University of Leeds alumna/alumnus, please also see our alumni privacy notice, communications preferences page and unsubscribe page. Your registration for/attendance at Ideas in Practice events is added to your alumni record, and if you subscribe to our Ideas in Practice mailing list, this communications preference is recorded.  We only add your Ideas in Practice-related data to our alumni system, not our Customer Relationship Management system.  

4. Monitoring and evaluation to inform future event planning  

Understanding our audiences - such as the types of organisations and roles who attend, and the proportion of external guests/staff/alumni/students - helps us in our programme planning. 

5. Using event photographs in University marketing and publicity 

Photographs taken during this event may be used by the University in our publications, on our website and in social media or in any third party publication.  You can tell a member of event staff on the day if you do not wish to be photographed.   

6. Keeping an archive record of our events 

Our event webpages stay online to provide a publicly accessible event archive.  These may include speaker profiles and images, and event photographs added later.  With consent, video recordings of speaker presentations may be added to our Leeds University Business School YouTube channel (or equivalent video platform) and event webpages. 

We keep pseudonymised attendee data (containing job title, organisation (or Faculty/School if University of Leeds staff) and attendee category (‘External guest’/’Alumni’/’A member of University of Leeds staff’/’Student’) for internal ongoing records of our engagement activity, summaries of which we may use for internal and external reviews (e.g. Research Excellence Framework).  This data is kept securely, and individual records are not shared externally.   

With your consent, we also: 

7. Send you invitations to future ‘Ideas in Practice’ events 

If you opt in to receive Leeds University Business School communications, your registration details (except dietary/access requirements) will be stored securely within our Customer Relationship Management system or alumni database, and we will continue to send you ‘Ideas in Practice’ invitations until you unsubscribe. 

We add an event topic keyword(s) to your record so that we can also occasionally invite you to other Leeds University Business School events on the same theme(s), and a Leeds/London/webinar ‘tag’ for our engagement monitoring.  

You can withdraw your consent to receive event invitations at any time by clicking the ‘Unsubscribe’ option in our mailings or emailing research.lubs@leeds.ac.uk. 

8. Make recorded event presentations accessible to the public  

If you are an event speaker, we will ask you for permission to record your presentation.  We will also ask your permission for the recording (or part of the recording) to be added to our Leeds University Business School YouTube channel (or equivalent video platform) and website.  

How long we keep your data 

Your name and contact details will be deleted from our systems within one year of the event unless: 

• You have opted in to receive Leeds University Business School communications. We will keep your details until you unsubscribe. 

• You are a member of our alumni community (see Alumni Privacy Notice). 

• We regard you as a professional contact (see 2 above).  We will keep your details on an ongoing basis until you ask for them to be removed by emailing research.lubs@leeds.ac.uk.  

Pseudonymised attendee records and event programmes (which can include speaker profiles) are kept on an ongoing basis as part of our internal event records.   

Our online event archive and YouTube channel (or equivalent platform) remain publicly accessible on an ongoing basis.   

Third-party access 

Eventbrite - We use Eventbrite for event registration and event communications.  Please note that you will need to accept Eventbrite’s own terms and conditions and privacy notice to use this service.  If you prefer not to use Eventbrite, you can register by emailing research.lubs@leeds.ac.uk instead. 

NewZapp - We use NewZapp to send event invitations and event-related communications.  We only upload your name and email address to NewZapp, and will remove these after the event. 

Microsoft Dynamics – We use this Customer Relationship Management (CRM) system for securely storing your details if you opt in to receive Leeds University Business School communications or are a professional contact.  Our Research and Innovation privacy notice governs all data held in the CRM. 

Venues/host organisations – We may share event registration lists (name, job title and organisation) with event venues for security and/or health and safety purposes, or with host organisations to facilitate event organisation and evaluation if it is a joint event.  We will not share your contact details. 

Speakers – We may share attendee job titles and organisations with event speakers ahead of the event to help them better tailor their talk to the audience.  We will not share your name or contact details. 

YouTube or equivalent video platform – Recordings of speaker presentations may be uploaded on our Leeds University Business School YouTube channel or equivalent platform.  You can see YouTube’s data processing terms here. 

Your rights 

Under the GDPR, in certain circumstances, you have the right to: 

• withdraw your consent to our processing of your personal data where that is the legal basis for such processing 

• access any of your personal data which we hold 

• have your personal data which we hold corrected if it is inaccurate 

• have any of your personal data which we hold erased 

• restrict the ways in which we process your personal data 

• object to our processing of your personal data 

• receive a copy of any of your personal data which we hold in a structured and commonly used machine-readable format 

• in certain cases not be subject to a decision based solely on automated decision making 

• lodge a complaint with a supervisory authority 

Data Controller and contact information 

The University of Leeds (University) is a “controller” of this personal data for the purposes of the data protection legislation. 

If you have any queries or concerns relating to this privacy notice, please contact Kathryn Watson, Research Impact Manager, at k.j.watson@leeds.ac.uk. 

The University’s Data Protection Officer, Alice Temple, can be contacted at a.c.temple@leeds.ac.uk or by post to: 

University of Leeds 
11.72 EC Stoner Building 
Leeds 
United Kingdom 
LS2 9JT 

The University’s main telephone number is +44 (0) 113 243 1751. 

The UK’s regulator for the DPA and GDPR is the Information Commissioner’s Office (ICO). 

The University is registered as a Data Controller with the ICO. 

Should you be dissatisfied with our handling of your concerns, you have the right to complain to a supervisory authority. In the case of the UK, this is the Information Commissioner’s Office.  Details can be found at https://ico.org.uk.