The Department for Communities (“DfC”) and Fourteen Forty Event Management (“Fourteen Forty”) together (“we”, “our”, “us”), are responsible as data controllers for the processing of personal data you provide when you register for the DfC Sports Safety Conference 2022 (“Event”). This Privacy Notice aims to inform you of the personal data processing we carry out and on your rights.
The personal data
DfC has requested Fourteen Forty to provide its event management services to hold the Event.
By registering for the Event, you are providing us with your personal data and contact information as requested in the online registration form.
The data collected in the registration form includes:
- your full name;
- your job title;
- your organisation;
- your organisation type and job role
- your phone number;
- your accessibility requirements
- your dietary requirements
- where you heard about the event
- your organisation address and region; and
- your email address;
Purpose of processing your personal data for the Event
We will use your personal data to hold the Event, and this will include to:
- register and facilitate your attendance at the Event;
- provide you with updates and details relating to the Event;
- manage delegates, sponsor and customer contacts, queries, complaints or disputes;
- take photographs and record videos of the Event, and to produce promotional material to advertise the Event and to promote future events; and
- handle any legal claims or regulatory proceedings and ensure legal regulatory compliance.
Legal basis of processing your personal data for the Event
The legal basis relied on by us for processing your personal data in relation to holding the Event, and promoting it, is out of necessity for the performance of a contract to which you are a party, which is your registration for the Event.
We may photograph or film some of the Event, which may feature group shots of event attendees. The legal basis relied on by us for processing your personal data in relation to taking photographs and recording videos of the Event is legitimate interests. The legitimate interests are in having a record of the Event and the means to promote the Event, including in future years.
To the extent that you provide, in the registration form or by subsequent email, special categories of data (including data revealing health or medical details), the legal basis for our processing such information is your consent and our purpose is to ensure your safety and wellbeing at the Event.
Where you provide us with any information on your dietary requirements in the online registration form you consent for us, the venue and/or the catering provider to process this information for the purpose of providing you with catering services.
Purpose of other processing
We will not use your personal data for marketing or other commercial purposes.
Sharing your personal data with third parties
Your personal data will be shared with Sports NI an Arm’s Length Body of DfC to help in the organisation of the Event
Fourteen Forty may communicate your personal data to the venue, caterers and other subcontractors of the Event to help in the organisation of the Event.
As your personal data will be stored on Fourteen Forty IT infrastructure it will also be shared with Fourteen Forty data processors who provide IT, email, document management, and storage services (including cloud hosting).
We keep your personal data for as long as it is necessary for our legitimate business and legal purposes.
Where we retain your information for events and contract fulfilment, we will retain it for the period required by applicable law for legal, tax, and accounting purposes.
You have the right to request information about how your personal data are processed, and to request a copy of that personal data;
- you have the right to request that any inaccuracies in your personal data are rectified without delay;
- you have the right to request that any incomplete personal data are completed, including by means of a supplementary statement;
- you have the right to request that your personal data are erased if there is no longer a justification for them to be processed;
- you have the right in certain circumstances (for example, where accuracy is contested) to request that the processing of your personal data is restricted;
- you have the right to object to the processing of your personal data where processing is based on legitimate interests. Please see the unsubscribe link provided in our email marketing or contact us at the address below to object to any of our processing;
- you have an absolute right to object to the processing of your personal data being used for direct marketing purposes, and to withdraw consent for third party advertising; and
- you have the right to request the transfer of your personal data that you have provided, and for it to be provided in a structured, commonly used machine-readable format.
Please contact us at the addresses below if you would like to exercise any of these rights or have any queries regarding our use of your data.
GDPR applies across the EEA. If we transfer your information outside of the EEA we will only do so in order to follow your instructions or comply with a legal obligation. We will ensure that the receiving jurisdictions commits to protecting your information to GDPR standards.
Fourteen Forty contact details are: 82 Beechgrove Avenue, Belfast BT6 ONF
If you have any questions, comments, or requests regarding this Privacy Notice or our practices relating to the use of your personal information, please contact firstname.lastname@example.org.
You can also contact:
The Data Protection Officer
Department for Communities
Level 5, NINE Lanyon Place
If you consider that your personal data has been misused or mishandled, you may make a complaint to the Information Commissioner, who is an independent regulator. The Information Commissioner can be contacted at:
Information Commissioner’s Office
0303 123 1113