Privacy Notice: Event Organisers

This statement explains how Emmanuel College (“we” and “our”) handles and uses information we collect about event organisers that use College facilities (“you” and “your”). In broad terms, we use your data to manage the event(s) we either host for you or otherwise provide facilities, as well as maintain our records of previous, current and future clients for events business for the College.

Data Controller

The controller for personal data is Emmanuel College, St Andrew's Street, Cambridge CB2 3AP. The person within the college responsible for data protection, and the person who is responsible for monitoring compliance with relevant data protection legislation is the Director of Operations, Christopher Ogston. This is the same address to contact if you want to exercise any of your data protection rights including requesting copies of personal data the college holds about you.

Data Protection Officer

The Data Protection Officer for the College is Intercollegiate Services Limited (ISL), 64 Bridge Street, Cambridge CB2 1UR. The ISL should be contacted if you have any concerns about how the College is managing your personal information, or if you require advice on how to exercise your rights outlined in this statement.

Legal Basis

The legal basis for processing your personal information is that it is necessary in order for you to enter into a contract to provide events facilities and resources to you.  We will retain your information for the periods stated below unless or until you request us to do otherwise.

How your data is used by the College

We collect and process your personal information for the following purposes:

Maintaining clear contact information for the booking, provision and payment of events:

We will hold your name, address, email address, phone number and other relevant contact details you provide to us, and will use this information to maintain contact with you to provide your requested services, manage their delivery and bill you for them.  We retain this information in our events records for five years after the most recent event we host for you, and for seven years in our financial records (due to statutory requirements).  Where we have not hosted an event for you, we will retain the details relating to your initial enquiries of services for no more than two years.

Providing you with details about future event provision services

While we retain your contact information, we will contact you about our services.  You may unsubscribe from such communications at any time.

We do not share personal information with third parties.  If you have concerns or queries about any of these purposes, or how we communicate with you, please contact us at the address given above.

Personal information of delegates of your event

The provision or management of your event by us might require you to provide us with personal information relating to your event delegates (such as name, dietary requirements, accommodation requirements.  This may include the provision of sensitive personal information.  We will not retain this information for any longer than necessary for the provision of the specific event, which might require you to provide it on successive occasions.  We will assume that you have obtained the consent from your delegates for us to hold their personal information for that purpose.

We also operate CCTV on our site, which will capture footage.  

Your rights

You have the right:

• to ask us for access to, rectification or erasure of your data; to restrict processing (pending correction or deletion); and/or
• to ask for the transfer of your data electronically to a third party (data portability).  

Some of these rights are not automatic, and we reserve the right to discuss with you why we might not comply with a request from you to exercise them. Failure to provide the information reasonably requested of you may result in disciplinary action taken by the College, which could ultimately lead to your dismissal from employment. You retain the right at all times to lodge a complaint about our management of your personal data with the Information Commissioner’s Office.