Event Privacy Notice

AI Strategy & Practice

Safe Intelligence Ltd, One Lyric Square, Hammersmith, London, W6 ONB

Contact Jovanca Garnadi at jovanca@safeintelligence.ai

This notice explains how Safe Intelligence Ltd uses personal information in connection with AI Strategy & Practice. It applies to attendees, speakers and people arranging bookings for others.

It covers registration, event administration, photography and agreed publicity. Any consent we request is a separate choice; this notice does not itself ask you to consent to everything described below.

 

1 Who is responsible for your information

Safe Intelligence Ltd is the controller of the personal information covered by this notice. Jovanca Garnadi is your privacy and event contact at jovanca@safeintelligence.ai.
You can use these details to ask about your information, exercise your rights or raise a privacy complaint.

 

2 What information do we handle

 

The information depends on your involvement and what you provide:

•    Registration and booking information: Name, organization, title together with correspondence about attendance, cancellations or substitutions.
•    Payment and transaction information, where applicable: Payment processing arrangements, including which information Safe Intelligence receives, are described in section 7.
•    Speaker information: Professional details and materials supplied for an agreed programme entry or speaker arrangements, including speaker bio, phone number, email addresses, and LinkedIn. 
•    Dietary or access requirements: Information you choose to provide when asking us to arrange catering or an adjustment. See section 4.
•    Photographs: Still images taken by our official photographer, and information needed to manage photography preferences.
•    Proposed quotations and approvals: Relevant remarks we would like to ask you about, your contact details, the attribution you approve and correspondence recording your decision.
•    Queries and concerns: Information you provide when contacting us, together with our response. Information in a report about an incident may include sensitive information; see section 3.
•    Cooking information: Any information collected through the event website, including cookies or similar technologies.

We receive information directly from you, through our service providers, or from someone arranging your attendance, such as your employer, booking contact or speaker representative. Where another person provides your details, we will identify that source when we contact you and provide this notice within the applicable legal time limit.

Required and optional information: The fields we need to administer a booking, and the reason for requiring them, are to allow us to welcome you as a guest in the proper manner and ensure a safe event. If essential booking information is missing, we may be unable to confirm or administer your booking or provide necessary event communications. Other fields will be identified as optional. Dietary and access information is optional, as explained in section 4. Please provide only information relevant to the arrangements you need.

3 Why do we use your information

The UK GDPR requires a lawful basis for each purpose. Our purposes and bases are set out below.
Registration and attendance. We use information to register your place, administer attendance, communicate essential event information and handle cancellations or substitutions. We rely on contract, Article 6(1)(b), where this is necessary for an agreement with you personally or steps you ask us to take before that agreement. If the agreement is with your employer or another person, we rely on legitimate interests, Article 6(1)(f), to administer the booking and enable the nominated person to attend.

Speaker arrangements and programme information. We rely on contract where processing is necessary for an agreement with the individual speaker; otherwise, we rely on legitimate interests in organising the programme and working with speakers and their representatives. Publishing agreed professional speaker information serves our legitimate interests in providing an accurate programme and informing people about the event. Relevant publicity permissions are addressed in the speaker arrangements.

Accounting and legal requirements. We rely on legal obligation, Article 6(1)(c), where applicable tax, accounting or other law requires the information.

Dietary requirements and access adjustments. For information you choose to provide for these arrangements, we rely on consent, Article 6(1)(a). Where it reveals health, religious beliefs or another special category of information, we also obtain explicit consent under Article 9(2)(a) for this purpose.

Official photography. We rely on legitimate interests in documenting and promoting the event within the scope described in the Photography and Publicity Notice, subject to your rights and the photography arrangements below.

Quotations and approvals. We rely on legitimate interests to contact you about a proposed quotation, prepare accurate event coverage and obtain your permission. We rely on consent to publish a quotation with the wording, attribution and intended use you approve.

Sponsor reporting. We rely on legitimate interests to prepare information about represented organisations and broad roles, explaining the event's audience while preventing identification of individuals in the report supplied to sponsors.

Queries and concerns. We rely on legitimate interests to respond appropriately, administer the event and address concerns. For privacy rights requests, privacy complaints and required compliance records, we rely on legal obligation where applicable.

Legal claims. Where necessary to establish, exercise or defend a legal claim, we rely on legitimate interests in protecting our legal rights and resolving disputes. Any disclosure or retention is limited to what is relevant and necessary. The additional conditions for sensitive incident information below also apply where relevant.
Sensitive incident information. A concern or incident report may contain special-category information, such as health information, or information about alleged criminal offences. These require additional legal conditions beyond a lawful basis under Article 6. We will handle such information only where the relevant conditions under Article 9 or Article 10 and the Data Protection Act 2018 are met. 

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For legitimate-interests processing, we consider whether the use is necessary and proportionate and how it affects you. Adding a provision to booking terms does not, by itself, make processing necessary for a contract.

 

4 Dietary and access information

Contact Jovanca if you need a dietary arrangement or an adjustment to participate. Please describe what you need rather than supplying a diagnosis or unnecessary medical history.
If we need to record or share sensitive information to arrange your request, we will ask for explicit consent through a separate statement. This will explain the information involved, its purpose and necessary sharing with the venue or catering team.

We will share only what those arranging the requirement need to know. Providing this information is optional. If you prefer not to provide it, or withdraw consent, we will discuss what can be arranged without it; some specific arrangements may depend on having the relevant details.

This information will not be used for publicity or sponsor reporting. Its retention period is covered in section 9.

 

5 Photographs and quotations

There will be official still photography. Safe Intelligence will not make official audio or video recordings or livestream the event.

Photographs may be used after the event through social media channels, for the promotion of future events in the series, for up to 5 years. Any later reuse is limited to archival purposes.

Tell Jovanca before the event, or speak to an organiser on the day, if you do not wish to be photographed. The arrangements for communicating this preference are by sending an email to jovanca@safeintelligence.ai.
In the weeks following the event, we may contact speakers or attendees to request permission for an attributed blog quotation. We will ask you to approve the wording, attribution and intended use before publication. A lack of reply will not be treated as approval.

See the separate Photography and Publicity Notice at http://aistrategyandpractice.com/policy-photography  for practical arrangements, publication limits and how to raise a concern about an image or quotation.

Event registration does not automatically add you to a new marketing subscription. Any separate subscription offered will explain the choice and how to unsubscribe.

6 What information do sponsors receive

Sponsors receive information about represented organisations and broad roles or business areas. Before supplying that report, we will remove or generalise identifying distinctions and combinations.

We will not provide names, contact details, exact job titles or identifiable attendee-level records in this report. A combination that could identify someone will be generalised or omitted. Only a report that is genuinely non-identifying will be shared. There is no attendee directory.

If you choose to exchange information directly with a sponsor, that organisation is responsible for explaining its own use of the information.

7 Who else may handle information

Access within Safe Intelligence is limited to people who need information for the purposes described. Relevant service providers are:

•    Registration: Luma, payment processors.
•    Payments: payment processors.
•    Email and information storage: no other parties.
•    Photography: the official event photographer.
•    Venue and catering arrangements: Firmdale Venues.

Where a supplier processes information on our behalf, its use is governed by appropriate instructions and contractual safeguards. Some providers may also process information for their own purposes; their role and privacy notice are identified above.

We may disclose information where necessary to meet a legal obligation or establish, exercise or defend a legal claim. Disclosure is limited to relevant information and supported by the applicable lawful basis and any additional condition required for sensitive information.

Photographs and approved quotations published through the channels in section 5 may be publicly accessible.

 

8 International transfers

The countries in which our suppliers process information, arrangements involving access from outside the UK and applicable transfer safeguards: no international transfers expected.

Where transfer safeguards are required, we use them before making the transfer. Contact Jovanca for information about the safeguards or to request a copy, subject to appropriate redactions.

9 How long do we keep information

We keep personal information only for as long as needed for its stated purpose or an applicable legal requirement.
Our retention periods are 24 months.

That schedule distinguishes registration and correspondence, financial records, speaker materials, dietary/access information, incident and concern records, unselected photographs, selected publicity photographs, proposed and approved quotations, and permission or objection records. It also explains relevant deletion and backup arrangements.

Publication duration is separate from retention of a working file or approval record. An image is not available for indefinite reuse merely because we retain a copy.

Where necessary, we may retain limited information to meet a legal obligation, deal with a legal claim or ensure an objection or withdrawal is respected. Such records will not be used to continue publicity or marketing you have asked us to stop.

10 Your rights and choices

Depending on the circumstances, you can ask us to:

•    Give you access to your personal information and information about its use.
•    Correct inaccurate or incomplete information.
•    Delete information where the right to erasure applies.
•    Restrict particular uses while an issue is considered.
•    Provide information in a portable format where the legal conditions apply, including relevant information you supplied that is processed by automated means on the basis of consent or contract.

Your right to object

You can object to processing based on legitimate interests for reasons relating to your circumstances. We must stop unless we can demonstrate compelling legitimate grounds overriding your interests and rights, or the processing is needed for legal claims.

You have an absolute right to object to use of your personal information for direct marketing. We will stop that use if you object.

Withdrawing consent

Where we rely on consent, you can withdraw it at any time by contacting Jovanca. This does not affect the lawfulness of processing before withdrawal. We will explain what withdrawal means for the particular arrangement or published material.

You can make a rights request verbally or in writing. Emailing Jovanca is convenient, but you do not need a particular form or legal wording.

We respond without undue delay and normally within one calendar month. If the law permits an extension or requires further information, we will explain what is needed and the applicable timescale. We may take proportionate steps to verify your identity.

11 Complaints and changes to this notice

Contact Jovanca if you are unhappy about our use of your information. We will acknowledge a data protection complaint within 30 days, investigate appropriately, keep you informed as needed and communicate the outcome without undue delay. This acknowledgement period is separate from the usual one-month response period for rights requests.

You also have the right to complain to the Information Commissioner's Office (ICO). Information is available at ico.org.uk/make-a-complaint.

We will update this notice if arrangements change and make material changes clear to affected people. An update does not retrospectively authorise an incompatible use of information or replace consent where required.