Other sections in Events:
Lancaster University’s public and stakeholder events are important to the University’s commitment to working closely with its communities.
This Privacy Notice explains how Lancaster University’s Stakeholder Relations and Events Team gathers, stores, manages and protects your data. It outlines the types of data that we collect, how we use it for the lead-up to and during events themselves, and how we use it to evaluate the successes of our events. This applies to all guests of Lancaster University’s public and stakeholder events.
The University will process your personal data in accordance with the General Data Protection Regulations (GDPR), and within the University and Department’s retention schedule.
- honorary graduands in preparing for degree conferral;
- stakeholders and visitors to the University or to any of its events;
- information from members of the public via telephone or email in registering for an event.
You can register for an event without using a third party supplier such as Eventbrite by contacting the Stakeholder Relations and Events Team directly.
We value our relationship with members of our communities, and we use your personal data to make you aware of our programme of events (after receiving consent), ensure we contact you in the most appropriate way, improve our services and to ensure we work effectively.
We use your personal data for attendance at University events, preparing for honorary graduations, for reviewing the success of our events, and keeping you updated on any future events.
Please see our full list of all the reasons for using your personal information. This shows the legal basis that we use for processing your information.
To communicate with you as an attendee of a public event. This could include by email, third-party software or phone.
To receive and create a record of access requirements for you so that we can make any necessary adjustments for the lecture.
To contact you by email to complete a post-event feedback survey.
When consent is granted, to add you to our public events and/or public lectures mailing list to inform you of future events.
Audience shots may be taken by University staff before, during, and after the events; these may include images of you.
For smaller group or individual shots at an event, the photographer or University staff member will ask you to complete a consent form which is then retained by the University. If you do not wish to be photographed, please inform the photographer.
Appropriate photographs and films of public events may be used to promote the University and may be used in future promotional materials including in printed or electronic formats.
To communicate with you as an Honorary Graduand in relation to you and your guests attending your graduation ceremony. This could include by email or by phone.
To create a log of access requirements for you and your guests so that we can make any necessary adjustments in the ceremony.
Inclusion of your name, biography, and type of honorary degree received in the Graduation Programme.
A live feed streams graduation ceremonies onto screens on campus and on the internet. This is purely a live mechanism and the filming of the ceremony is not retained by the University after the ceremony with the exception of the official DVDs supplied by the University’s appointed supplier. Students, guests and staff seated in the Great Hall should be aware that they may appear on this recording.
The official DVDs are available to purchase after the ceremony by graduates, honorary graduates, guests and the public. These are purchased from our official filming supplier.
Your photograph will be taken as you receive your honorary degree and deliver your response.
Crowd and audience shots may be taken by University photographers at the ceremony or around campus; these may include images of you and your guests.
The University will only share your personal data including name, email address, access and dietary requirements with internal colleagues at the University who are involved in the delivery of events on a need-to-know basis.
The University has robust Information Security policies in place to protect your information. All staff in the University have a responsibility to make sure that your data is handled securely. For further information please refer to the University’s Information Security Policy and Processes.
Information relating to your event attendance or relationship with the University, including any personal data, access or dietary adjustments, will be retained in line with the University’s retention schedule.
The Department’s retention periods for specific data information are as follows:
You have the following rights regarding your personal data:
The University has further information on data subject rights.
If you wish to exercise your rights you are advised to first read this information as there are some exceptions to using your rights.
Any requests to use your rights over your personal data should be made to the University’s designated Data Protection Officer.
You are required to read this Privacy Notice so you understand how we use your personal information and your rights, and check periodically for updates to this Notice.
Lancaster University’s designated Data Protection Officer is:
Mike Abbotts, Information Governance Manager Email: firstname.lastname@example.org Phone: 01524 510841
Contact Mike if you have any concerns or complaints about this Notice, or about the way your personal data is being used.
Lancaster University is the Data Controller for the personal data that it holds about you. The University’s contact details are:
Lancaster University Bailrigg Lancaster LA1 4YW United Kingdom
If you are not happy with the way the University has handled your concern or complaint then you may submit a complaint to the Information Commissioner’s Office.
This Notice has been developed to be compliant with the GDPR. The Notice is reviewed on a regular basis, and is sometimes updated. It is important that you check for updates to this Notice. Updates can be made at any time, and the most up-to-date version of this Notice can be found on the Lancaster University website. If we make any significant changes, we will contact you to inform you of this.