People who book on an IPEM conference/meeting/event
How we collect your data
We collect data about you in a variety of ways, starting at the point where you book on a conference/meeting/event and we will collect the data from you directly. We also update this data through your subsequent contact with us.
Using your personal information
Personal information which you supply will be used to:
• To administer your attendance at a meeting/conference/event.
• To provide other delegates and exhibitors a delegate list
• To send you details of future Conferences, meeting or events
• To process payments for your Registration
Legal Basis for processing
We process your information, with the exception of financial information and marketing information under the legitimate interest basis for processing, since delegates will expect this processing to take place so that they can attend the Conference.
We will process your financial information under the Legal basis for processing; and
Marketing information will be provided under the consent basis for processing (except for members of IPEM, which will be provided under the legitimate interest basis for processing)
Legitimate Interest
People who book on an IPEM conference/meeting/event expect this processing to take place so that they can receive information about the event.
Data Retention period
We will keep an electronic record of your booking, invoices and payment records on our CRM database for 2 years; or if you have any other relationship with IPEM (e.g. IPEM member) until we have no longer a legal basis for processing this data.
We will also keep your invoices and payment records 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
Conference Information
• Name of Conference
• Dates of Conference
• Dietary Requirements
• Access Requirements
• Payment Information
Sharing and disclosure of personal information
We will also ask you for some special category personal data when you book on a conference 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 our Exhibitors and other Delegates
We will provide our exhibitors with a list of delegates, including; name, city if you consent to this.
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.
With our Marketing and Bulk Email Provider
We share your name and preferred email address with our e-mail marketing provider, so that we can send you details of future conferences, meeting or events