STFC Events - Privacy Notice
01 Apr 2018



This privacy notice explains how STFC uses any personal information we collect from you when you register for events that we manage.



​This notice sits alongside (and should be read in conjunction with) STFC      Privacy Statement

We collect your data through a third-party supplier (CVENT) whose processes and systems we regularly check and evaluate to confirm their compatibility with the provisions set out in this notice. What information we collect about you, we limit to only what is necessary depending on the nature of the event.  

 The registration information we collect may include:   

·         Name  

·         Address  

·         Email address  

·         Telephone number  

·         Gender  

·         Nationality  

·         Dietary and/or access requirements  

·         Accommodation requirements   


How we use the information, we collect about you  

We use the information we collect from you to successfully manage and run the events for which you are registered. This includes using the details you provide to contact you in relation to the event; for instance to provide extra information or updates, or to invite feedback on events you have attended. We may also share your name and affiliation information with potential co-organisers of the event for which you are registered. Where relevant, we may also pass your information on to venue managers, or hotel managers in order to manage your accommodation and/or hospitality requirements. We may also pass name and affiliation information to potential exhibitors or lecturers, to ensure their content is aimed at the right audience. As a non-departmental government body, STFC is authorised to lawfully process your personal data in pursuit of its official public functions and (where it is necessary) in pursuit of our or your legitimate interests.  


Event evaluation, data collection and demonstrating STFC’s impact  

In order to continuously improve our events and ensure that they and our broader programmes meet your needs, we will seek your feedback on the event and your experience; including, where relevant, the learning outcomes and impact on your knowledge, skills and organisation. These surveys will be administered via CVENT or another STFC’s nominated secure survey platform.  

STFC is required by Government to report on its economic and societal impact on the UK. This is increasingly a condition of our funding. By continuing to engage with STFC you acknowledge this and that STFC or its nominated data-sharing partner, may contact you prior, during and for up to 5 years post-event for information about the outcomes and benefits of your engagement with us.   

Information pertaining to individuals or named organisations will be treated confidentially and STFC will seek to report outcomes in an aggregated format. Where significant impacts are achieved, STFC will request permission from you for such information to be used in an individual case study.  


How long we keep information about you   

We only hold information about you for as long as is necessary. Holding this information helps us to understand which events you have previously attended, which future events may be of interest to you, and it aids the registration process for other events that you may want to attend.  

It will also enable us to improve our event and programme offerings and to understand and demonstrate the impact and value of our events.  



With your consent, we may also use your information to notify you about other events, which we legitimately consider that you may be interested in.  

You can agree to opt-in to receive emails about other events during the registration process. You can opt-out at any time through the ‘unsubscribe’ link at the bottom of the email; we will then cease emailing you about attending other events but we will still hold your personal data for the other reasons stated above and may contact you in respect of those purposes if necessary.   

STFC may also take photographs and/or video footage at this event. This content is exclusively for the use of STFC and may be used in formats including print publications, websites, e-mail, posters, banners, advertising, social media, teaching and research purposes. To opt-out please let us know within this registration form and speak to a member of staff on the day so we can put the correct measures in place.  

Access to your information and correction  

To ensure the information we hold about you is accurate and up-to-date, you can access and update this information by logging in to the Cvent account you created when registering.   

If you have any queries about the information collected from you when using this service, please contact us using the contact details below.   ​

How to contact us
For queries about an event, please see the Event Manager details on the event registration page. 

If you have any questions about data protection, or queries about this privacy notice and the information we hold about you, please contact our Data Protection team: 
The Data Protection Officer
Science and Technology Facilities Council
Polaris House
Swindon, UK