- When you complete an online registration form we will collect personal information to manage your conference booking and payment and to administer your attendance at the Conference
- We will use your contact information to send you information about the conference and to collect feedback from you after the event
- We will share your personal information with the venue to organise catering if you have any dietary requirements or accessibility needs
- We will make every effort, where possible to address accessibility requirements shared with us and will not use this information for any other purpose
- We will share your information with exhibitors, sponsors and other partners involved with delivering the event (except in circumstances where it is appropriate to gain your consent)
- We will retain your contact information to inform you about future Vitae conferences and events
- We will enable you to join the event community to find and network with other event participants
- Conference booking credit card payment processing is provided by Stripe. Please see the Stripe Privacy Policy for more information
- Conference booking and community functions are provided by a third-party event management platform (Bizzabo). Bizzabo services may use “cookies”, anonymous identifiers and other tracking technologies to provide these services and to present you with customised information. Please see the Bizzabo Privacy Policy for more information.
- Contract
Data collected during registration is retained by Vitae to process your booking and administer your event attendance. Any information related to conference accessibility or dietary requirement will not be used for any other purpose than what is described in Section 3.
No information collected through registration will be offered for sale or made available to any third party other than as described in this Privacy Notice. - Legitimate interest
Your personal data will also be processed because it is necessary for CRAC/Vitae'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 participant and speaker lists and distributing lists to participants and speaker (except in circumstances where it is appropriate to gain your consent)
- Creating biographies of speakers and publishing and distributing speaker biographies on the event or Vitae website (except in circumstances where it is appropriate to gain your consent)
- Sharing your information with exhibitors, sponsors and other partners involved with delivering the event (except in circumstances where it is appropriate to gain your consent)
- Filming, photographing or otherwise recording the event 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). Please see the event Media Policy for details
- 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
- Informing our event delivery and communication activities
- Processing feedback to improve the quality of our Events and communication activities
- Marketing the Vitae programme 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)
- Your privacy is paramount
Vitae recognises that you have a right to privacy that overrides our legitimate interest in showing your engagement with our programme. You can ask us to delete any image or recording or all images and recordings that we have of you at any time by emailing data.protection@vitae.ac.uk.
- Consent
You may choose to join the event community by clicking on the ‘Join The Community’ button in the ‘View Who’s Attending’ section at the bottom of the order confirmation email. By joining the event community, you consent to allow other conference participants to see your community profile information (name, job title, company name and profile picture). Participants will be able to message each other using the community messaging platform.
Withdrawal of consent
You can remove yourself from the community at any time by clicking on your profile picture when logged into the web or mobile app and selecting the ‘Leave Community’ option. Once you have left the community, your personal information will not be visible to remaining community members. Your profile information will be retained for one year following the conference in case you
Please note that the event community is a separate database to the Vitae Website. When you register for this event or join the event community, Vitae will not add you to the website database and will not add you to the Vitae Newsletter mailing. If you would like to receive the Vitae newsletter and Vitae updates, you should register on the Vitae website and select the ‘I would like to receive Vitae updates and information’ option on the registration page. You can unsubscribe from newsletter and Vitae updates using the unsubscribe option in email footers.
If you no longer want to receive information about similar events please contact data.protection@vitae.ac.uk to withdraw your consent. - Title
- Name
- Job Title
- Telephone
- Email Address
- Organisation Postal Address
- Dietary Requirements
- Disability or health conditions that we are required to make reasonable adjustments for
- Profile picture (optional)
- None
- None
- None
- All staff are required to undertake training in data protection and information security on joining CRAC and then on an annual basis
- Formal information security policies that must be read and understood by all staff
- Personal information is only available to those members of staff who require access as part of their role.
- We work with third-party data processors that have committed to full General Data Protection Regulations (GDPR) compliance:
- Ask for a copy of your personal information
- Correct inaccurate personal information held about you
- Restrict processing of your personal information
- Ask for a copy of your information in a format that allows easy transfer (“data portability”)
- Object to automated decision making or profiling (if these take place)
- Where consent is the legal basis for collecting the information, you have the right to withdraw consent:
- You can remove yourself from the community at any time by clicking on your profile picture when logged into the web or mobile app and selecting the ‘Leave Community’ option
- You can unsubscribe from Vitae mailings by clicking on the unsubscribe link at the bottom of the email or you can email data.protection@crac.org.uk and request your personal data is deleted. We will retain the minimum data required to ensure that we do not send marketing mail to you again and to record your participation at the event.
- We have a legal obligation to retain booking records for seven years.
- We will retain your contact and profile information on the Bizzabo for one year after the event so that you can continue to network with other event participants.
- We will retain your contact information to inform you about similar events for seven years.
Privacy Policy
1. Introduction
We are The Careers Research and Advisory Centre (CRAC) Ltd. CRAC is the non-profit organisation that manages the Vitae programme. Vitae is the global leader in supporting the professional development of researchers, experienced in working with institutions as they strive for research excellence, innovation and impact.
You can find more information about CRAC and the work that we do on our website: www.crac.org.uk.
CRAC is committed to protecting the personal information of all its contacts and being clear about what information we hold about them and how we use it. This privacy notice tells you what to expect when CRAC collects personal information.
CRAC is registered as a data controller with the Information Commissioner’s Office (ICO). Our registration number is Z1030346. You can check our registered details on the ICO’s website: https://ico.org.uk/about-the-ico/what-we-do/register-of-data-controllers/
2. Data controller and Data Protection Officer
CRAC is the “data controller” of any personal information collected within scope of this privacy notice. Our location and contact details are below:
The Careers Research and Advisory Centre (CRAC) Limited
22 Signet Court
Cambridge
CB5 8LA
Tel: 01223 448500
Email: data.protection@crac.org.uk
Our Data Protection Officer (DPO) is the first point of contact for people whose information is processed. Contact details for our DPO are as follows:
Data Protection Officer
The Careers Research and Advisory Centre (CRAC) Limited
22 Signet Court
Cambridge
CB5 8LA
Email: data.protection@crac.org.uk
Tel: 01223 448500
3. How we use your information
We can only use your personal information where we have legitimate reasons for doing so and have told you what those reasons are.
The specific uses that will be made of your personal information are listed below:
If we want to use your personal information for a reason other than those purposes set out above, we will tell you before we start that use and provide further information about the new purpose(s).
4. Legal basis for using your personal information
Under data protection legislation, we require a legal basis to be able to process personal information for the purposes set out above.
In this case, the legal basis is:
Withdrawal of consent for information shared with exhibitors, sponsors and other partners of #VitaeCon2024
You have right to withdraw your consent to be contacted by exhibitors, sponsors or other partners of #VitaeCon2024 at any time by contacting data.protection@vitae.ac.uk.
5. What personal information we will collect
The personal information we will collect and use is set out below:
6. Personal information we obtain from another source
Other than the personal information collected from you directly, we also obtain personal information about you from other sources, listed below:
Purpose of obtaining personal information from other source(s)
Legal basis for obtaining personal information from other source(s)
7. Who we give your personal information to
We will pass your information to Millennium Point, Birmingham, UK to arrange catering at the event if you have any dietary requirements.
We will share your contact data with Exhibitors and Sponsors and other partners involved in the delivery of the event.
We will not routinely pass your information to any other organisation except where required to do so as part of our functions or by law.
8. Where your personal information will be stored
Your personal information is stored on Bizzabo and Microsoft Office 365 business services. Bizzabo and Microsoft will have access to your personal information for the purposes of providing the business services to us.
For more information about how Bizzabo may process your personal information please see the Bizzabo Privacy Policy:
https://www.bizzabo.com/privacy
For more information about how Microsoft may process your personal information please see the information in the Microsoft Trust Centre:
www.microsoft.com/en-us/trustcenter/privacy.
If you chose to pay by credit card, personal information may be processed by Stripe. For more information please see the Stripe Privacy Notice:
https://stripe.com/en-gb/privacy
There may be occasions where Bizzabo, Microsoft and Stripe transfer your personal information outside the European Economic Area (EEA), as set out in the privacy statements linked to above.
You should understand and agree that your personal information may be transferred to, and stored at, a destination outside the country and economic area in which you reside, and that it may also be processed by staff operating outside that country for the purposes set out in this Privacy Policy.
Millennium Point, Birmingham, UK.
https://www.millenniumpoint.org.uk/privacy-policy/
9. How we protect your personal information
CRAC has security measures in place to protect your personal information, listed below:
https://www.microsoft.com/en-us/TrustCenter/Privacy/gdpr/default.aspx
https://stripe.com/en-gb/legal/dpa
10. Your rights over your personal information
Once your personal information has been collected, you have certain rights in relation to that personal information that may be exercised. You have the right to:
If you have any questions, please email data.protection@crac.org.uk.
11. How long we will hold your personal information
We are only able to retain a copy of your personal information as long as it is still needed for the purpose(s) for which it was collected:.
12. Complaints about the use of your personal information
If a you are unhappy with the way in which your personal information has been handled by CRAC, you may contact us at: data.protection@crac.org.uk or via our Data Protection Officer (details in section 2) and we will try to resolve your issue informally.
If we have are not able to resolve the issue to your satisfaction, you can also make a complaint to the data protection supervisory authority. In the UK, this is the Information Commissioner’s Office (ICO) and they can be contacted at:
Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Tel: 0303 123 1113
Email: casework@ico.org.uk
13. Changes to this privacy notice
We keep our privacy notices under regular review and we will inform you of any changes to this notice by placing an update on our the Vitae conference Bizzabo website.
This privacy notice was last updated on 08/02/2024.