Events privacy policy

Next 15 Group Plc Events Privacy Notice.

Last Updated: 13 March 2024

About this Notice

This privacy notice (Notice) explains how Next 15 Group Plc, (we, our, us, Next 15) processes your personal data when you attend its events (including public lectures, staff events, competitions, and online events such as webinars (Event)) and your rights in relation to the personal data we process.

This Notice applies alongside any other information Next 15 may provide about a particular use of personal data.

Data Controller and Data Protection Officer Details

For the purposes of any applicable data protection laws in England and Wales, including the Data Protection Act 2018 (DPA) the UK General Data Protection Regulation (UK GDPR) and General Data Protection Regulation EU 2016/679 (EU GDPR), Next 15 is the data controller of your personal data. Next 15 has appointed a Data Protection Officer, who can be contacted via:

Email at dpo-hub@next15.com or
By writing to: FAO Data Protection and Privacy Office, Next 15 Group plc., 60 Great Portland Street, London, W1W 7RT.

How We Collect Your Information

We collect your personal data in a number of ways including:

Directly from you when you:

complete forms in relation to attending or participating in an Event, including buying or registering for tickets online;
attend and participate in an Event;
interact with one of our representatives or employees during an Event (for example when you sign up to a mailing list or enter a competition);
complete our surveys and feedback forms;
communicate with us by post, email, online chat, social media, telephone or another format;
visit our website, including when you search or sign-up for an Event.

From third parties such as:

ticketing agencies who sell tickets or process ticket orders on our behalf;
a third party who may purchase tickets on your behalf or register your details with us;
our website, webinar, ticketing and sign-up platform providers;
our payment provider who will confirm details of your payment;
publicly available sources when researching and creating biographies of speakers and key attendees.

The Types of Information We Collect

Next 15 will process the following categories of personal data:

Identity Data includes first name, last name, username or similar identifier, marital status, title, date of birth and gender.
Contact Data includes billing address, delivery address, email address and telephone numbers.
Professional Accreditations such as your professional experience and institution or employer (where this is relevant for the event)
Images, audio and likeness such as that captured on a webinar, in photographs or on recordings.
Financial Data includes bank account and payment card details.
Transaction Data includes details about payments to and from you.
Online and Transactional Data includes internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform and other technology on the devices you use to access this website.
Usage Data includes information about how you use our website, products and services.
Marketing and Communications Data includes your preferences in receiving marketing from us and our third parties and your communication preferences.
Data related to your opinions and preferences such as when you interact with us by email, phone or otherwise online or when you complete surveys in order to give us

We may also collect the following Special Categories of Personal Data where it is necessary for the purposes set out in this Notice (please also see the section on Special categories of personal data for details about how we process this data):

Information concerning your health and medical conditions (e.g. disability and dietary needs);
Criminal acts caught on our CCTV cameras; and
Diversity information about your racial or ethnic origin; religion or similar beliefs; and sexual orientation.

Legal Basis for Processing Your Data

We will process your personal data either in ways you have consented to, or because it is otherwise necessary for a lawful purpose. We will only collect, use and share your personal information where we are satisfied that one or more of the following legal bases apply:

Contractual Obligation

As part of the contractual relationship between you and Next15 (for example in relation to a ticket you have purchased).

In this respect we use your personal data for the following purposes:

to deliver the Event you have registered for;
to correspond with you about the Event, including sending you pre and post-event information.

As part of this process, we will expect to share your personal data with:

our agents, contractors and service providers (including providers of accommodation, catering, IT, webinar and other support services) where applicable and where it is necessary for them to receive the information;
our bank to whom payment details are provided in order to process a payment;
co-organisers or partners who are involved in the delivery of an Event;
relevant professional bodies or institutions where membership or affiliation affects your entitlement to attend (or results in a discount on) an Event.

Other legitimate interests

Your personal data will also be processed because it is necessary for Next 15’s legitimate interests or the legitimate interests of a third party. This will always be weighed against your rights, interests and expectations. Examples of where we process data for purposes that fall under legitimate interests include:

creating biographies of attendees or a delegate or speaker list and distributing the biography/list to speakers and attendees (except in circumstances where it is appropriate to gain your consent);
sharing your information with sponsors of an Event (except in circumstances where it is appropriate to gain your consent);
filming, photographing or otherwise recording Events and publishing such content on our website, social media accounts and other formats where it would not be necessary, appropriate or practicable to obtain your specific consent (for example, we may seek specific consent for prominent or impactful uses);
analysing and improving the use of our website;
using digital tools to monitor the impact of our marketing communications (such as using email tracking to record when an email we send you has been opened);
analysing who is attending our Events, including so that we can monitor the success of our outreach programs and understand trends;
processing feedback to improve the quality of our Events and marketing activities;
marketing in relation to Next 15 and its Events by post, telephone, social media and electronic mail (but without prejudice to your rights under the legislation that regulates the sending of marketing communications by electronic means); and
consulting our professional advisers where it is necessary for us to obtain their advice or assistance.

In addition to those organisations named above, we will also share your personal data with:

our agents and contractors where they require your personal data to perform the services outlined above;

Legal obligations

Your personal data will be processed in order to comply with any legal obligation that Next 15 may be subject to. Examples include:

in order to assist in the detection and prevention of crime and to assist the police and other competent authorities with investigations;
to comply with tax legislation, safeguarding duties and data subject access requests.

In order to fulfil said obligations it may be necessary for us to share your personal data with third parties such as the police and other law enforcement agencies; HMRC and Next 15’s external auditors.

Where you have consented

Your personal data will also be processed by Next 15 where we have your consent.

Examples where consent would be sought include where the law or regulatory guidance requires that we obtain your consent (for certain marketing or fundraising communications) or where, having balanced our legitimate interests against your rights, interests and expectations, we feel it is appropriate to obtain your consent for our processing.

If we are relying on the legal basis of consent in order to process your personal data we will seek to ensure that your consent is freely given, specific, informed and an unambiguous indication of your wish to have your data processed.

Special categories of personal data

In addition to what is set out above we may process types of personal data that the law considers to fall into a special category (such as race, religion, health, sexual life or criminal record). This will be under the following circumstances:

where you have provided your explicit consent. Examples might include where you have provided information on your dietary requirements, allergies or where you inform us of the requirement for wheelchair access;
where such processing is necessary for the establishment, exercise or defence of legal claims (including sharing data with our insurers and legal advisers) or the prevention or detection of crime (for example, detecting criminal actions through the use of CCTV or reporting allegations to the police);
where it is in your vital interests to do so and you are incapable of giving consent, for example to inform your specified emergency contact, the NHS or emergency services in the event of your illness or other emergency.

Automated Decision Making and Profiling

Marketing

If you choose to sign up to receive marking from us during an event we will only send you marketing information regarding:

our own products and services.
industry related insights and news.

You have the right to stop the use of your personal data for direct marketing activity. Please contact us if you no longer wish to receive marketing communications.

If you do choose to stop receiving marketing communications from us, we will ensure that you do not receive such material going forward unless you specifically request it in the future.

Please note even although you have opted out of receiving marketing communication from us, we will still continue to send you any necessary information regarding the event that you have signed up to.

Third Party Websites and Platforms

You may be directed to a third party website in order to register for an Event. Equally you may be directed to a third party platform such as Zoom, Microsoft Teams or Google Meet in order to participate in an Event that we are hosting. We do not control these third-party websites or platforms and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy notice of the website you are directed to in order to familiarise yourself with their privacy practices.

International Data Transfers

There may be circumstances where Next 15 shares or discloses data out with the United Kingdom (UK) or the European Economic Area (EEA) in relation to the provision of IT infrastructure or other professional services.

In these circumstances, your personal data will only be transferred on one of the following bases:

the transfer is subject to one or more of the "appropriate safeguards" for international transfers prescribed by applicable law (e.g. data transfer assessments and standard contractual clauses as adopted by the European Commission and UK Government respectively);
a European Commission decision provides that the country or territory to which the transfer is made ensures an adequate level of protection; or
there exists another situation where the transfer is permitted under applicable law (for example, where we have your explicit consent).

Data Security

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.

We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

Data Retention

We will retain your Personal Data for as long as is reasonably necessary for the purposes explained in this Notice. In some circumstances, we may retain your Personal Data for longer periods of time, for instance where we are required to do so in accordance with legal, regulatory, tax or accounting requirements or so that we have an accurate record of your dealings with us in the event of any complaints or challenges, or if we reasonably believe there is a prospect of litigation relating to your relationship with us. Where your Personal Data is no longer required we will ensure it is either securely deleted or stored in a way that no longer identifies you.

If you would like further details regarding our records retention, please contact the Data Protection and Privacy Office at dpo-hub@next15.com

Your Rights

Under the applicable data protection laws you have the following rights:

to obtain access to, and copies of, the personal data we hold about you.
to require that we cease processing your personal data if the processing is causing you damage or distress;
to require us not to send you marketing communications;
to request that we erase your personal data;
to request that we restrict our data processing activities in relation to your personal data;
to receive from us the personal data we hold about you, which you have provided to us, in a reasonable format specified by you, including for the purpose of transmitting that personal data to another data controller; and
to require us to correct the personal data we hold about you if it is incorrect.

Please note that the above rights are not absolute, and requests may be refused where exceptions apply. You can find out more about your rights at www.ico.org.uk.

No Fee Usually Required

You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances.

What We May Need From You

We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

If you have any questions about these rights or how your personal data is used by us, you should contact the Data Protection and Privacy Office.

Contact and Complaints

If you have any queries about this privacy notice or how we process your personal data, if you would like to make a complaint or if you wish to exercise any of your right please contact the Data Protection and Privacy Office at dpo-hub@next15.com or in writing to:

The Data Protection and Privacy Office
60 Great Portland Street,
London,
W1W 7RT

If following such referral, you are still not satisfied with how your personal data is used by Next 15 you can make a complaint to the Information Commissioner (www.ico.org.uk).

Next 15 will update this Privacy Notice from time to time. Any substantial changes that affect your rights will be provided to you directly as far as is reasonably practicable.