People who are an Invited Speaker at an IPEM event

How we will collect your data

Purposes of the processing
Personal information which you supply will be used:
• To administer your attendance at the event
• To market the event
• To pay expenses
• To share knowledge

Legal basis for processing
We process your personal information, with the exception of financial information under the legitimate interest basis for processing.
We will process your financial information under the Legal basis for processing

Legitimate Interest
People who speak at an IPEM conference/meeting/event expect this this processing to take place so that they can receive information about the event and share their knowledge.

Data retention period
We will keep your personal details in the form of speaker abstracts, speaker biographies and copies of the event program in perpetuity.
We will also keep your expense claims and a record of your financial history (payments) on our finance system for 6 years in accordance with our legal obligations.

Categories of personal data
We will keep the following categories of personal data:

Personal Details
• Name
• Home Address
• Work Address
• Home Email Address
• Work Email Address
• Home Telephone Number
• Work Telephone Number
• Mobile Telephone Number.
• Name of Employer
• Employer Address
• Date of Birth
• Gender
• Professional Information
• Interest Information

Speaker Details
• Name of talk
• Name of Event
• Date of Event
• Abstract
• Copy of Presentation
• Speaker Biography
• Copy of Program
• Dietary requirements

Sharing and disclosure of personal information

We will also ask you for some special category personal data when you are invited speaker such as your ethnic origin, details of any disabilities, your religion or belief , your sexual orientation and gender identity as well as data which will give us information on social mobility and caring responsibilities.

It is not mandatory that you provide this data and you can choose what personal data you want to share.  The legal basis for this collection is your consent and we will use this data for diversity and inclusion monitoring and analysis.

Data Security

Only very few designated named people in the national office will have access to the special category data and they have signed data confidentiality agreements.  We will only share completely anonymised reports with other groups (for example workforce reports) and at no point will an individual answer be recognisable. 

Who we share your data with
We share some of your data with other organisations and individuals who process data on IPEM’s behalf (Data Processors). The use of the data we share is strictly limited, by contract, to those purposes

With the Exhibitors and Delegates
We will share limited personal data (your name and your abstract) with exhibitors and delegates via the conference pack and on our website

With our IT Software & IT Support Service Providers
We share your personal data that we hold with our IT and IT support Service Providers to ensure that you get the best possible service.