Privacy Notice for ESRI Events and Communications
The ESRI processes personal data in the following ways for management of events we hold (conferences, webinars) and for distribution of communications (newsletter, event and publication notifications, media communications).
Newsletter, Event and Publication Notifications: Individuals may sign-up on our website to receive our newsletter and/or publications and events notifications via email. Subscribers are asked to submit their email address and if they wish they can also submit their name.
Attendance at Events: Individuals may register to attend conferences, events, and seminars at the ESRI, in person or remotely. They are asked to provide details such as name, email address and organisation.
Requests to Receive ESRI Media Releases: Members of the media who wish to receive embargoed ESRI Media Releases are asked to send email requests to firstname.lastname@example.org with his/her name, email address, media outlet and contact number
Under data protection law, there are six available lawful bases under which an organisation may process personal data. They are consent, contractual purposes, legal obligations, vital interests, public task, and legitimate interests.
The legal basis for which we process each category of personal data are as follows:
- Newsletter, Event and Publication Notifications: Consent via subscription
- Event Management: Legitimate Interests
- Media Notifications: Legitimate Interest
Consent means that an individual has given us clear, explicit consent to process their personal data for a specific purpose. Consent may be withdrawn at any time.
Legitimate interest means we have a legitimate business interest. When we process your personal data based on our legitimate interests, we make sure to consider and balance any potential impact on you and your data protection rights. Our legitimate interest in these circumstances to communicate our research findings to inform economic and social policy debate and decision-making.
For events, the ESRI may share the attendee/registration lists for with a joint stakeholder or funder. The purpose of this will be to direct invitations to other relevant parties and aim for attendance/representation amongst relevant stakeholders in Government, public sector agencies and the academic community. Attendees may decline at registration having their details shared, if they so wish.
We use third-party cloud software to host and manage communications and event registration, and personal data such as email address, name and organisation may be stored on these platforms for a period of time. The Institute ensures that specific data protection guarantees have been provided by the service including where data are hosted and security credentials. The privacy notices of these providers are available here:
E-Communications Distribution via Poppulo: https://www.poppulo.com/data-privacy/
Event registration and webinar hosting via Microsoft Teams/Forms or Zoom:
For data processed on a consent basis, it is retained as long as the individual wishes us to retain it for. Consent may be withdrawn at any time. For data processed on a legitimate interest basis, it will be retained for as long as there is an associated business purpose for it. An individual may object to their data being processed on this basis.
Update: August 2020.