This notice sets out how your personal information will be collected and processed when you register and attend a UAL event through our event booking system, Fonteva.
What information will we collect and how will we use it?
UAL requires your name and contact details to complete the event registration and contact you in relation to the event you have registered for. Communications might include notifications of any changes to the event, joining links for virtual events and reminders before the event starts. If you would like to receive information about future events or UAL news, you will need to give consent for this during the registration process.
Additional personal information, such as your job title, organisation, geographic location and relationship to UAL, may also be requested to help us evaluate the reach of our events and improve our programming for future.
The data you provide to us on the registration form will be stored in our CRM system, Salesforce, as a record of your attendance in order to inform any future interactions you have with UAL.
Virtual events: Zoom
When you join the event, you will need to provide your name and email address to Zoom or join through your existing Zoom account if you have one. Zoom will be the data controller for any data provided directly to Zoom.
During events such as workshops where active participation is permitted, your screen name will be viewable by all other attendees of the event. This will also be the case for view-only events where you contribute in writing to public Q&A or chat.
We may record the event to be shared publicly on UAL channels such as YouTube afterwards for those that couldn’t join the live event or to publicise UAL’s activity, in which case it will be made clear at the start of the event. If you then decide to participate and contribute to one of these events, your contribution (image or voice) will be available live to other attendees and to anyone who views the recording. If you do not want your personal data captured during recorded events, you should keep your microphone and camera off.
Data retention
We will keep your information will for 3 years after your last interaction with UAL, except for any health-related information you provide as a guest, such as dietary or access requirements, which will be processed solely for the event you are registering for.
If you have registered by creating an account on Fonteva, your health data will be kept as long as you want so that you won’t have to provide it each time you make a booking. Creating an account saves time for future bookings and allows you to change or delete your details at any time.
Videos will be retained as a record of previous activity for up to five years after their initial use.
Legal basis
UAL will process your booking information and any personal data captured within a virtual event video, under GDPR legal basis 6(1)(b) “contract”, as set out in the Terms and Conditions of registering for a UAL event. Your details on our CRM system will be processed under GDPR legal basis 6(1)(f) ‘legitimate interests’ to support future interactions you may have with UAL and in order to evaluate and improve our events for future. We will notify you of future events only with your consent under GDPR 6(1)(a), which you can withdraw at any time by clicking ‘unsubscribe’ on any email you receive, by contacting the event organiser via the email on the event listing, or by removing it yourself if you have an account.
For more information about UAL and your data rights, go to arts.ac.uk/privacy-information.