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 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 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 in order to successfully manage and run the events you register for. This includes using the details you provide to contact you in relation to the event; for instance to provide extra information or updates for the event, or to invite feedback on events you have attended. 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, to ensure their content is aimed at the right audience. On this course, as you are going to access the  ARCHER system, we will share your sign-up details with the ARCHER service as part of your registration.  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.

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, and therefore which future events may be of interest to you. Holding this information also aids the registration process for other events which we run which you may want to attend.

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, and 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. 

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. 
Changes to our privacy policy

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