Fair processing notice: My Events

15 February 2022

This fair processing notice applies to participants at AAT events. It describes data collected as part of your participation and should be read alongside notices for professional members, licensed members and/or students depending on the nature of your existing relationship with us.

The data we collect about you

Your name and contact details
Your membership ID/number
Profiling information such as your industry and job level
Relevant health data such as your dietary and access requirements
Video and still images of you from recordings taken at our events (we will notify you if this may be applicable)
Video recordings of you from recorded Microsoft Teams/Zoom events/meetings (we will notify you if this may be applicable)
Video recordings of comments made by you via the chat pod during ON24 webinars
Any other relevant personal information you provide to us, such as through ON24 webinars, Microsoft Teams and Zoom event polls, and Q&A/chat pods, and feedback forms
Your level of engagement within an ON24 webinar event, which is stored on our Hubspot CRM system. Engagement data relates to your level of interactivity within the event, such as poll submissions, questions submitted via the Q&A channel and viewing any videos played. Hubspot is based in Cambridge, MA, USA.

The data we collect will vary depending on whether an event is held online, ie using Zoom, ON24 and/or Microsoft Teams, or in person at an event venue. The information in this notice covers all events.

What we do with your data and on what grounds

We can only process your personal data if we have a basis to do so which is permitted by law. This may be that you have given your consent, or one of the other lawful bases for data processing outlined below.

Performance of a contract with you. We process your personal data where it’s necessary to fulfil a contract with you or take steps, at your request, before entering into such a contract.
Necessary for our legitimate interests. We process your personal data as and when necessary to do so in order to conduct and manage our business to provide you with the best service and experience. We make sure we consider and balance any potential impact on you and your rights before we process your personal data for our legitimate interests. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law).
Necessary to meet our legal obligations. We process your personal data where it’s necessary for compliance with legal or regulatory obligations.

Purpose/activity	Lawful basis for processing including basis of legitimate interest
To track events, prepare for attendees and communicate event details	Performance of a contract with you
To allow conference attendees to access workshop choices, communicate with each other and find out about speakers	Your consent (if received)
To remind attendees about a booked webinar via SMS	Necessary for our legitimate interests (to manage our business and encourage attendance)
To facilitate attendees to ask speaker(s) questions and gain technical support from AAT via the Q&A pod during live webinars	Your consent – use of the Q&A pod will show your full name, plus your question/comment to the speaker(s) and AAT support staff, but not to other participants. You choose whether to use the Q&A pod
To enable webinar participants to communicate with each other via the chat pod	Your consent - use of the chat pod will show your full first name and first letter of your surname, plus any comments you make, to all participants. You choose whether to use the chat pod
To process feedback received and follow up with responses if appropriate	Your consent (if received)
To invite people to participate in surveys to provide feedback about an AAT product or service	Necessary for our legitimate interests (to improve our business offering)
To publish photos and videos of our events in promotional materials	Your consent (if received)
To share webinar/Zoom recordings with participants and the wider membership	Your consent (if received) to provide professional members with access to free-of-charge resources, and new customers with access to paid-for online resources
To understand the profile of attendees in order to tailor future events to their needs	Your consent (if received)
To ensure attendees' dietary and access requirements are met pre-, during and post-event	Your explicit consent (if received)

Automated decision making

No decisions will be taken about you using solely automated means as a result of your participation in AAT events.

Who we share your personal data with

Event sponsors (where we have your consent to do so)
Event partners (where we have your consent to do so)

Where consent has not been given, we will only share anonymous profiling and webinar interaction data with our sponsors and partners; no personal or individual data will be shared without your consent to do so.

Our use of data processors

We use third-party service providers including:

our event app providers: ON24 and Zoom, hosted in the USA, and Microsoft Teams, hosted in Europe
Eventsforce for online event booking and management, which is hosted within the UK
our HubSpot CRM system which collects engagement data, also based in the USA.

Where events are held in person, we may share data with third-party venues to facilitate events, for example dietary requirements. Data would not be shared in an identifiable way for this purpose.

We have Standard Contractual Clauses in place with providers based outside of the EEA to ensure the protection of individuals' data protection rights and freedoms. Transfers to Europe are based on the UK adequacy decision with regards to EEA countries.

Where a third-party data processor is used, we ensure that they operate under contractual restrictions with regard to confidentiality and security, in addition to their obligations under data protection legislation. This means that they cannot do anything with your personal data unless we have instructed them to do it. They will not share your personal data with any organisation apart from us. They will hold it securely and retain it for the period we instruct.

Where we get your data from

Other than you directly, we may also receive personal data from:

Eventsforce Solutions Ltd, who run our event management system and booking platform
ON24, Inc, our webinar platform
Zoom Video Communications, Inc, our online meeting platform
Hubspot, which may collect data in relation to your interaction with an event.

How long we keep your data

We will retain information relating to events, including details of event attendees, for up to seven years after each event.

Chat transcripts from webinars and online meetings will be kept for three years to help develop future events.

Transferring your data overseas

We transfer your data overseas as detailed above with regards to data processors.