Events Privacy Notice

This privacy notice applies to individuals who register for, attend, or participate in events organised or hosted by the University of Warwick (“Warwick”, “UoW”, “us”, “we” and “our”) and explains how we collect, use, and protect your personal data in accordance with the Data Protection Act 2018 and the UK GDPR (“data protection law”).

Events may include those delivered in person, online, or in a hybrid format.

Please note that this notice is for informational purposes only and does not form part of any contract between you and the University.

What personal data do we collect and use?

As part of organising and delivering events, we may collect, store, and process a range of personal data. This includes, but is not limited to:

Identification and contact details

• Full name, title, gender and date of birth
• Address, email address, contact telephone number and other contact details
• Social media accounts where provided
• Educational information such as your school, qualifications, society memberships, alumni information or employment details

Event participation information

• Event registration details and attendance records
• Biographical information for speakers or panel participants
• Images, photographs, audio recordings and video recordings taken during events, including webcam images during online events
• Communications between you and the University relating to the event

Transactional information

• Payment details and information relating to financial transactions where tickets or bookings are purchased
• Records of communications relating to event bookings or participation

Please note that photography and video recording may take place during events.

If you interact with event pages on university websites, additional information such as IP address, browser type and operating system may also be processed. Further information is available in the University Websites Privacy Notice.

We may also collect and use more sensitive personal data where necessary, including:

• Information relating to racial or ethnic origin, religious or philosophical beliefs, political opinions, trade union membership, genetic data, biometric data, health data, and data concerning sex life or sexual orientation, where requested for equality, diversity and inclusion monitoring or diversity-related events
• Information relating to health or religious beliefs where necessary to accommodate accessibility requirements or dietary requirements

In some cases, you are legally or contractually required to provide specific personal data. Failure to provide this information may prevent us from being able to employ you, continue your employment, or meet our legal obligations.

How do we obtain your personal data?

The University collects personal data relating to individuals attending or participating in events in a number of ways.

Personal data may be provided directly by you when you:

• Register to attend or participate in an even
• Purchase tickets for an event
• Sign up to mailing lists or event communications
• Complete surveys or feedback forms
• Communicate with event organisers or University staff

Personal data may also be obtained from third parties, including:

• Event booking or ticketing platforms
• Payment providers that process payments relating to event bookings
• Website, webinar, or event platform providers used to deliver events
• Publicly available sources, for example where information about speakers is used to create event biographies

Additional personal data may be generated during the course of your engagement with the event, such as attendance records or communications with organisers.

How do we use your personal data and which legal bases do we rely on?

Purpose	Legal Basis
To register you for an event and manage your attendance	Performance of a contract
To deliver and administer events organised by the University	Performance of a contract and undertaking a task in the public interest
To communicate with you about the event, including logistical information and updates	Performance of a contract
To process payments relating to event bookings or ticket purchases	Performance of a contract and/or compliance with a legal obligation
To create speaker biographies and support event publicity	Legitimate interest of the University
To publicise events, including publishing photographs, recordings or event highlights	Legitimate interest of the University
To analyse attendance and participation at events to improve future events	Legitimate interest of the University
To accommodate accessibility or dietary requirements where requested	Explicit consent and/or compliance with a legal obligation
To monitor equality, diversity and inclusion in relation to events	Compliance with a legal obligation
To collect feedback and evaluate events	Legitimate interest of the University
To safeguard vulnerable individuals (e.g. children and vulnerable adults)	Recognised Legitimate Interests
To protect public/national security and defence (e.g. measures to help prevent harm and support safety)	Recognised Legitimate Interests
Emergency response (e.g. where there is a need to act in relation to events or situations that pose a threat or risk to human welfare and/or the environment)	Recognised Legitimate Interests
To detect, investigate or prevent crime, or apprehend or prosecute offenders	Recognised Legitimate Interests
To assist public bodies and bodies carrying out public tasks	Recognised Legitimate Interests

In certain circumstances, the UoW may seek your written consent to process particularly sensitive data. If this occurs, UoW will provide you with comprehensive details regarding the information required and the reasons for its collection, allowing you to make an informed decision about whether or not to grant your consent.

Should you choose to provide consent for the collection, processing, and transfer of your personal data for a specific purpose, you retain the right to withdraw that consent at any time. To do so, simply contact us at infocompliance@warwick.ac.uk.

Once UoW is notified of your decision to withdraw consent, we will immediately cease processing your data for the purpose(s) you initially approved. However, if there is another lawful basis for continuing to process your data, we will notify you of this legitimate reason.

Which third parties may we share your personal data with and what legal bases do we rely on?

The UoW may share your personal data with third parties where necessary to organise and deliver events or where required by law. This may include:

Third Parties	Legal Basis
Internal University departments involved in organising events	Performance of a contract and/or legitimate interest
Event sponsors, caterers and venue providers	Performance of a contract and/or legitimate interest
Ticketing platforms and payment providers	Performance of a contract
Online event platforms and software providers used to deliver events	Performance of a contract and/or legitimate interest
Contractors or service providers supporting event delivery	Performance of a contract and/or legitimate interest
Referral organisations where discounts depend on membership	Performance of a contract
Law enforcement or regulatory authorities where required	Compliance with a legal obligation
Emergency services	Recognised Legitimate Interests
Law enforcement bodies/agencies	Recognised Legitimate Interests
Local authorities	Recognised Legitimate Interests
Healthcare providers	Recognised Legitimate Interests
Environmental protection and regulatory bodies	Recognised Legitimate Interests
Specialist safeguarding, welfare, security, or crisis management service providers	Recognised Legitimate Interests
Government departments, public bodies and other bodies carrying out legally authorised public tasks.	Recognised Legitimate Interests

Publicity relating to events may also be shared publicly, for example via websites, publications, or social media platforms.

We will only share your personal data with third parties where there is a lawful basis for doing so and appropriate safeguards are in place. We will never sell your personal data or share it with third parties for their own marketing purposes. Please note that, where we rely on your consent, you have the right to withdraw your consent at any time. If we need to transfer your personal data outside the UK, we will ensure that appropriate safeguards are put in place where required by data protection law. Further details of these safeguards can be provided upon request to Legal and Compliance Services.

What rights do I have in relation to my personal data?

Data protection law gives you specific rights over your personal data, as follows:

• the right to access personal data held about you;
• the right to be informed about how and why your data is used;
• the right to have your data rectified, erased or restricted;
• the right to object to the processing of your data;
• the right to portability of your data; and
• the right not to be subject to a decision based solely on automated processing.

If you have concerns about how we use your personal data, you have the right to make a data protection complaint directly to us.

If you would like to make a data protection complaint directly to us, please complete and submit the form below providing as much information as possible:

https://warwick.ac.uk/services/legalandcomplianceservices/dataprotection/complaints/complaintform/

Once we have received your complaint, we will:

• acknowledge receipt of your complaint;
• review the matters raised and make appropriate enquiries; an
• keep you informed (where appropriate) and, without undue delay, report the outcome of your complaint to you.

If you are dissatisfied with the University’s response to your complaint, you have the right to escalate your complaint to the Information Commission's Office (the ICO). You can contact the ICO at www.ico.org.uk.

How can you obtain more information about this privacy notice?

If you have any questions about this privacy notice, please do not hesitate to contact our Data Protection team and/or Data Protection Officer at: infocompliance@warwick.ac.uk.

This privacy notice was last updated on 5 October 2026. We reserve the right to update or modify this notice at any time to reflect changes in legal requirements, operational needs, or best practices. Any significant changes will be communicated to relevant individuals through appropriate channels (e.g. on our website). The most recent version of the notice will always be available for your reference.