What data do we collect?
During the registration process we request the following personal data (without limitation):
Name
Organisation
Position
Phone numbers
Email address
Postal address
Billing address
Why we ask for your consent
We are committed to protecting the privacy of all personal data you provide us for this event. The following statements describe what we are doing with your data and how long we store it. This ensures you are fully informed prior to you submitting your personal information for the event.
By checking the "I give consent" box in the Data Processing Consent section of the form, you consent to your personal information being used, stored and disclosed in accordance with this Data Consent Policy.
Data Controller Contact
Organisation Name and Address: The Conference Company Ltd
Phone +64 9 360 1240
Nominated Data Protection Officer
Name and Title: James Brehaut, General Manager
Phone: +64 9 360 1240
Why are we processing your personal data?
We ask for your personal data to facilitate your participation in this event. Your data will be used solely for this event and possibly future events run by the host entity, and under no circumstances be sold or used for other purposes.
Third parties that may have access to your personal data
Your data may be shared with other logistical organisations and third parties in order to deliver this event. Only data required to undertake their specific role will be made available to them. The third parties may include:
|
Organisations / 3rd Parties |
Their role in delivering the event |
Determination if data will be shared |
|
Microsoft Azure |
Cloud computing platform the events database is hosted from |
All participants who are in the event database |
|
Centium Software
|
Events database developers
|
All participants who are in the event database
|
|
SendGrid
|
Email broadcast software |
All participants who are in the event database
|
|
Windcave |
Authorised PCI Compliant ecommerce provider |
All participants who pay via credit card (credit card details are encrypted) |
|
Hotels |
Contracted by The Conference Company as an accommodation provider for this event |
All participants who are staying in a hotel booked through The Conference Company |
|
Caterers |
Venue caterers for this event |
All participants who indicate a dietary restriction |
|
AV company |
Manages all AV requirements for the event |
All participants who are speaking / presenting at the event |
|
Travel and transport agencies |
Arranges participant transport to and from the event |
All participants who have all or some of their travel and transport organised for them by The Conference Company |
|
Website developer |
Creates and updates event website |
All participants that are presenting/speaking at the event who therefore have their details listed in the programme |
|
Printers |
Creates and updates printed material |
All participants who are presenting/speaking at the event and therefore have their details listed in the printed programme and/or mini programme |
|
App publisher |
Creates and updates the event app |
All participants who are in the event database (subject to obtaining participant consent). |
|
Digital event platform provider |
Provides event content to participants |
All participants who are in the event database |
|
Venue |
Venue staff and providers for this event |
All participants requiring specialty services |
|
Media/Social Media |
Publicise and Report on areas of interest to increase exposure of the event |
All participants who contribute content |
|
ASCILITE and its Conference Organising Committee
|
Work with The Conference Company to deliver all aspects of the event |
All participants who are in the event database |
|
University of Canterbury |
The host entity that contracts The Conference Company to deliver the event |
All participants who are in the event database |
Other third parties that may have access to your personal data
In a separate section of the online registration form, ‘Privacy – List of Participants’, you can choose whether to have your details included in the event List of Participants. If you opt in for this, your details will also be shared with:
- Conference delegates, sponsors and exhibitors (note that if consent is given to have your details included in the List of Participants, it is likely that sponsors may add you to their mailing lists and send promotional emails to you)
- Organisers of future ASCILITE events
How long will we store your personal data?
Your personal data will be retained by us for up to 24 months after the conclusion of this event in the Conference database. After this, your data will be stored only for purposes of communications regarding future events being organised by the host entity.
Personal data about your children
We ask for your children’s personal data if they are attending this event with you. If you are under the age of 15, we will only collect your personal information if we obtain the consent of your parent or legal guardian.
The right to inquire about your personal data
You retain the right to ask us about your personal data at any time. Please contact us at ascilite2023@theconferencecompany.com with any enquiries you may have.
The right to withdraw your consent
You retain the right to withdraw consent to use your personal data at any time. Please be aware that a withdrawal of consent before the start of this event means we will have to remove your personal details from the event database. Unfortunately, this may preclude you from attending the event as we do need to store your personal details for multiple event related purposes. Please contact us at ascilite2023@theconferencecompany.com with any enquiries you may have.
The right to forget or anonymise your personal details
You retain the right to request that we forget or anonymise your personal data. If you have attended any event with us, we will retain any financial, tax or event attendance records for reporting reasons, but will remove all personal data from our database, leaving an anonymised record for reporting reasons.
If we have provided your personal data to third parties we will inform these third parties that you have requested your data be anonymised.
Data Breaches
In the case of data breaches identified by anyone other than the Data Protection Officer, the identifying party must inform the Data Protection Officer of the data breach immediately.
Once aware of a data breach, the Data Protection Officer will immediately put measures in place cease and rectify the breach and will report the breach to the supervisory authority within the applicable country within 72 hrs (e.g. the Privacy Commissioner in New Zealand or the Information Commissioner in Australia).
Our Data Privacy Policy
The Conference Company has a detailed internal Data Privacy Policy that is reviewed and updated periodically. Staff are trained in the policy as part of their induction and are kept abreast of changes as they occur.
