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Introduction

This privacy statement explains how Southcoast Conferences and Events (SCCE), part of the University of Brighton, collects and processes your personal data. This includes data collected by Southcoast Holidays and Southcoast Event Support. We comply with the General Data Protection Regulation (GDPR) and the Data Protection Act 2018 (DPA).

Data Protection Principles

We process data lawfully, fairly, and transparently. We collect data only for specific, explained purposes and limit processing to those purposes. Data is accurate, up-to-date, and kept only as long as necessary. We maintain appropriate security measures to protect your data. 

Personal Data Collected

SCCE collects the minimum data necessary to fulfil your enquiry or booking. We retain data only for the required period. Here's what data can be collected:

  • Contact Information: Full name, address, job title (if booking for an organisation), phone number, email address.
  • Event Information: Attendee dietary and accessibility requirements, attendee names, arrival/departure dates (if applicable), gender (for some events).
  • Financial Information: Event cost (excluding credit card details for Southcoast Holidays).
  • Identification: Passport photocopy (for ID purposes, if required).

Southcoast Event Support:

  • Collects data on behalf of event organisers.
  • Uses data only for registration and conference attendance management.

Southcoast Holidays:

  • Collect guest(s) name, email, phone number, lead booker's address, arrival/departure details, and payment method (no credit card details).
  • Collects accessibility requirements.
  • Upon check-in, collect guest registration cards with passport numbers (international guests).

How and Why, We Use Your Data

SCCE uses your data to manage enquiries, bookings, event administration, and fulfil contractual obligations to organisers. We collect data from:

  • Booking forms (Booking.com, Kx Registration, Kx B&B).
  • Event organisers. 
  • You directly.

Please note:

  • Booking.com is a third party; refer to their privacy policy. SCCE is not responsible for their GDPR policies. 
  • Kinetics (Kx software) have their own Privacy Statement.

How We Use Your Data

  • Process bookings/events and contact you regarding them.
  • Administrate enquiries, contracts, invoicing, and debtor management.
  • Manage accommodation allocation, and check-in/out processes.
  • Manage health & safety within facilities and for emergency evacuation plans.
  • Manage hospitality requirements (dietary information etc.).
  • Conduct post-event evaluations (optional).

Data Sharing

Information is shared with University of Brighton departments like Estates & Facilities, Hospitality Services, and Accommodation Services to fulfil contractual agreements and manage Health & Safety. We may share data with third parties (e.g., hotels) for processing purposes. 

Southcoast Event Support shares delegate registration data with event organisers. They retain data for one year after the conference hire period. 

Data Retention

On event closure or your departure, information is retained based on our retention schedule. Some anonymized data may be used for statistical purposes.

Southcoast Event Support:

  • Passes collected data to the conference organiser at the event's close.
  • Refer to the organiser's privacy policy for their data retention practices. SCCE is not responsible for organizer policies.

Data Use For Testing Systems

We may use anonymized copies of your data for testing or enhancing our systems. This data is kept in a separate, secure environment and used only for testing purposes. You can opt-out by emailing southcoast@brighton.ac.uk.

Your Rights

You have the right to:

  • Access and obtain a copy of your data.
  • Request correction of inaccurate data.
  • Request deletion of your data (if you consented to its use).
  • Restrict the processing of your data.
  • Object to data processing.

Visit the ICO website to learn more about these rights.

Complaints or Queries

Contact the Head of Data Compliance & Records Management for data-related requests. 

Complaints
If you are unhappy with SCCE's data handling, you have the right to complain to the Information Commissioner (https://ico.org.uk).

Changes to this Privacy Notice

We regularly review this privacy notice. This version was last updated in November 2024.

Cookie Policy

Southcoast Conferences and Events (SCCE) is a part of the University of Brighton and shares the brighton.ac.uk domain and cookie policy. 

https://www.brighton.ac.uk/siteinfo/cookies/index.aspx 

Surveys

How we use your survey data:
We may collect personal data, such as your email address, to invite you to participate in surveys about our events. This data is used to:

  • Send your survey invitations.
  • Analyse survey responses to improve our services.

Filming and Photography

Southcoast Conferences and Events or University photographers and videographers will capture images and film for marketing and publicity purposes for distribution in the public domain. Under legitimate interest, we will use the assets is such a way that attendees at evenst will not be teh focus of the video but may be recorded as a participant.  Participants will be informed that recording is taking place and will be given the option to: 

  1. Ask not to be recorded. 
  2. Have photos or footage deleted later. 
  3.  Be informed about how photos or footage will be used, on request.

Such uses include the dissemination of information about and to promote the Southcoast Conferences and Events work, client's events, university’s research, teaching, campaigns, initiatives and the successes of its staff and students, and is across publicly available channels – blogs, social media, website, prospectus, leaflets. We use the lawful basis of legitimate interest, unless individuals are clearly identifiable, at which point consent will be obtained. 

Notices will be posted at events and attendees will be given the option to opt out of any filming. 

Recordings made in lectures for educational use are retained in My Studies, solely for the use of the student cohort in accordance with Lecture Capture Policy Live streaming is permitted only in limited circumstances. 

We do not routinely record Teams meetings or seminars, but if the attendees consent (and or there is an opportunity for some attendees to opt out by turning off cameras or not using chat) then a recording can be made. These should be deleted as soon as possible as no longer required. 

Your Rights

You have the right to:

  • Access and correct your personal data.
  • Request deletion of your data.
  • Withdraw your consent to data processing.

Data Retention

We will retain your personal data for a period of 7 years after the last event you attended. 

Data Security 

We implement appropriate security measures to protect your data. 

For the University of Brighton’s Privacy Policy click here and for the Events Privacy Policy here.

Contact Us

For any questions or concerns, please contact at southcoast@brighton.ac.uk.