Ideas in Practice - how we use your data

Maurice Keyworth building at the University of Leeds from the ground with a bright blue sky

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)

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.

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, a link for event feedback and an invitation to receive future ‘Ideas in Practice’ invitations.

  1. Keeping in touch with you about particular activities

We hold our events as a way of engaging with businesses, policy makers and other academics interested in business-related topics and research.  If you express an interest in engaging with us in a particular way - for example, speaking at a future event or collaborating with Leeds University Business School researchers - we will keep in touch with you about that.  Your details, and notes of our discussions, will be stored securely within our Customer Relationship Management system.

  1. Monitoring and evaluation to inform future event planning

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

  1. 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.

With your consent, we also:

  1.  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 University of Leeds systems, including our Customer Relationship Management system, 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 ‘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.

How long we keep your data

Unless you have opted in to receive Leeds University Business School communications, or have expressed an interest in keeping in touch about particular activities, your personal data will be deleted from our systems within one year of the event.

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 if we are keeping in touch with you about particular activities.  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.

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.