Privacy Notice for Eventbrite Bookings

The University of South Wales is the data controller and the University’s Data Protection Officer can be contacted through [email protected].

The University is committed to protecting the privacy of those working studying and entering our campus in line with the Data Protection Act 2018 and UK General Data Protection Regulation (UK GDPR). This privacy notice provides information on the use of your personal data when you use Eventbrite to book an event organised by the University.

This privacy notice should be read in line with other privacy notices in place within the University.

What information do we collect?
The University collects personal data about individuals registering for Eventbrite events directly from you, the data subject. We collect data which is relevant and necessary for the event that you wish to attend but is likely to include the following:

  • Your name
  • Your email address
  • Your organisation
  • The event you wish to attend
  • How you heard about the event
  • Any special requirements in respect of attending a University event so that we can ensure that any accessibility requirements are met as well as any catering requirements if you are attending a catered event.
  • Language preference
  • Consent to receive any marketing and promotional materials, what information you would like to receive and communication preferences

What is the purpose and lawful basis of the processing under data protection law?
The purpose of the processing is to administer your booking and facilitate your attendance at our event and for promotional and marketing purposes. We may use your data to conduct post event evaluation, quality review and survey activities.

In order to process your personal data for these purposes the University relies upon the following lawful bases:

  • Article 6 (1)(f) – Processing is necessary for the purposes of the legitimate interests pursued by the controller or by a third party. Your data will be processed in ways that you would reasonably expect and there will be a minimal privacy impact, therefore we rely on the ‘legitimate interests’ lawful basis.
  • We may conduct promotional and marketing activities for events which we think you will be interested in, based on the type of event you have registered for. We will rely on the ‘legitimate interests’ lawful basis where we believe that this processing will benefit both data subjects and the University.
  • Article 6(1)(a) – where the data subject has given consent to the processing. This will apply where you have given your consent for us to process your data in order to send you targeted promotional and marketing related communications about the University, its services, events and courses.
  • Article 9(2)(g) – Processing is necessary for reasons of substantial public interest. If you provide us with any special categories of personal data, such as accessibility requirements or allergy information we will process this information under the ‘substantial public interest’ lawful basis, namely to comply with statutory obligations in relation to equality of opportunity or treatment and health and safety legislation.

Recipients of your personal data
The University uses the services of Eventbrite as a data processor to assist us with event registration. If you have registered for a University Eventbrite event, your personal data will be accessible to Eventbrite. You can find out how Eventbrite process your personal data by accessing:

  • Eventbrite Terms of Service | Eventbrite Help Center
  • Eventbrite Privacy Policy | Eventbrite Help Centre
  • Eventbrite Sub-Processors | Eventbrite Help Center

This data processing activity takes place under the strict terms of a data processing addendum.

The right to withdraw consent
You can withdraw your consent for us to process your personal data for promotional activities by using the unsubscribe links within our communications or by contacting [email protected].

How long will your personal data be retained?
Your personal data will be retained in accordance with the University’s Retention Schedule. Please see Section 45.7 which relates to HE/FE Sector Events.

How will we keep your information secure?
Data Protection legislation requires the University to keep personal data secure. This means that confidentiality will be respected, and all appropriate measures will be taken to prevent unauthorised access and disclosure. Only members of staff who need access to relevant parts or all of an individual’s data will be authorised to do so. Information held in electronic form will be subject to password and other security restrictions, while paper files will be stored in secure areas with controlled access.

The processing of some data may be undertaken on the University’s behalf by an organisation contracted for that purpose. Such organisations will be bound by an obligation to process data in accordance with the Act/Regulations.

Normally personal data that we collect from you will be stored within the UK or the European Economic Area (“the EEA”). However, in certain instances personal data will be collected by processors within a country or territory outside the UK or EEA. This is the case with Eventbrite. The University ensures that appropriate safeguards required by data protection legislation are in place.

Individual rights
Individuals have the right to access personal information, to object to the processing of their personal data, to rectify, to erase, to restrict and to port personal information.

Any requests or objections should be made in writing to the Data Protection Officer – [email protected].

Where individuals are not satisfied with the University’s response, or believe that the University is not processing personal data in accordance with the law then they may complain to the Data Protection Officer.

If the matter is not resolved and the individual remains dissatisfied then you have the right to apply directly to the Information Commissioner for a decision. The Information Commissioner can be contacted at:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

www.ico.org.uk