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Privacy Notice for Online Bookings

This Privacy Notice explains who we are, what personal data we collect and use about individuals registering and making bookings for Eventbrite events offered by the University, how we use personal data, our lawful basis for processing, our relevant retention period, and how you can exercise your data subject rights. This notice provides information that is in addition to information contained within the University’s privacy notice which was provided to you at the point of data collection as part of your online (Eventbrite, Microsoft Forms and vfairs) registration. Please do read this notice to understand our practices and if you have any questions please contact us using the contact details provided below.

Who we are

Throughout this notice, “University”, “we”, “our” and “us” refer to the University of Bedfordshire, a higher education institution and exempt charity under Schedule 2 of the Charities Act 1993 (amended by the Charities Act 2011). As a higher education institution we provide teaching, education, research and all necessary support services. The University is the Data Controller in respect of any personal data held about you from your Eventbrite registration. The University is registered as a Controller with the Information Commissioner’s Office (ICO). We manage personal data in accordance with the General Data Protection Regulation (GDPR) and the University’s Data Protection Policy.

The personal data we process

We collect personal data about individuals registering for our online events (Eventbrite, Microsoft Forms and vfairs) directly from you. The exact personal data we hold will depend on the type of event you register to attend, and will be determined on a case-by-case basis to ensure that we only collect and hold information which is adequate, relevant and limited to what is necessary for the event which you wish to attend, but is likely to include the following:

  • Your full name.
  • Your e-mail address.
  • Your postcode.
  • Your date of birth.
  • Your school/college
  • The event you are interested in attending.
  • How you heard about the event.
  • Any special requirements in respect of attending a University event, i.e. any accessibility issues if you are physcially attending an event, any catering requirements if you are attending a catered event.
  • Whether you provided us with your consent to receive our marketing and promotional communications, what information you would like to receive and communication preferences.

The purposes and lawful basis of the processing

  • Your information will enable us to:
  • Purpose - administer your booking and facilitate your attendance at our event.
  • Lawful basis - We process your personal data to fulfil your request in ways you would reasonably expect and which has a minimal privacy impact to you. As such, we rely upon the ‘legitimate interest’ lawful basis.
  • If this involves the processing of special categories of personal data such as allergy information or accessibility reasonable adjustments, we will process this information using the substantial public interest lawful basis. Specifically to comply with statutory obligations in relation to equality of opportunity or treatment, and health and safety legislation.
  • Purpose - To conduct promotional and marketing activity. This is likely to include sending you targeted promotional marketing communications about the University, its services, events courses, and benefits of studying with us which we think you will be interested in. (If you provided us with your consent).
  • Lawful basis - You have given us your consent. You provided us with your consent to send you promotional and marketing related communications.
  • Purpose - To conduct post event evaluation, quality review and survey activities. Wherever possible this will be conducted anonymously and without the use of identifying personal data. However, on occasion it may be appropriate to use personal data or you as the data subject may wish to specifically identify yourself.
  • Lawful basis - We will process any post event evaluation information in ways which you would reasonably expect and which has a minimal privacy impact to you. As such, we rely upon the ‘legitimate interest’ lawful basis.

The right to withdraw consent

You can withdraw your consent for us to process your personal data for our promotional activities and to receive any or all of our promotional related communications using the contact information, which was provided in the original privacy notice at the point of data collection, by using unsubscribe links within our communications or by contacting: paula.page@beds.ac.uk.

Withdrawing your consent will not affect the lawfulness of any processing we conducted prior to your withdrawal, nor will it affect processing of your personal data which relies on lawful processing grounds other than consent.

Data retention

The University of Bedfordshire will collect and process your student data which will be stored on a database in accordance with the Data Protection Act, the General Data Protection Regulations and any resulting legislation, and used to administer participation in the activity you have attended. The personal data that we ask you for, such as name, date of birth, and your home postcode etc, we will use to link your information to data held in national datasets so that we can see whether our activities have an effect upon your later educational and employment outcomes. As part of our evaluation, and wider National Collaborative Outreach Programme (NCOP) evaluation, your data may be shared with:

  • The Office for Students
  • The Higher Education Access Tracker (HEAT)
  • The Higher Education Statistics Agency (HESA)
  • National Pupil Database (NPD)
  • University and Colleges Admissions Services (UCAS)
  • CFE Research (NCOP national evaluator)
  • University of Hertfordshire

Your data will be used to help evaluate the effectiveness of our activity as part of the government policy to widen participation in higher education and to develop future policy.

The University of Bedfordshire Access Partnership Programme will not use its records in any way which will affect any learner individually. We will not disclose any data to anyone who is unauthorised to receive it.

We consider the processing of your information for the above purposes to be necessary for the performance of tasks we carry out in the public interest. This includes running events to promote access to Higher Education, informing students of their educational options, increasing educational attainment, and carrying out related evaluation, tracking and research.

If you attend any particular event/activity, we will only retain certain detailed information that we need for the purpose of event/activity administration for as long as necessary to serve that purpose. In order to conduct long-term evaluation, tracking and research about access to Higher Education, we will retain some of your key personal information as follows:

  • Until the end of the academic year in which you reach the age of 30 (or, if you are a mature student, for 10 years from the point you provide it);
  • If you enter Higher Education within this time, until 15 years after you graduate.

After these periods, any personal information will be removed from our records, but we may continue to retain and process your information in an anonymised form. Under the General Data Protection Regulation (GDPR) and legislation you have the right to a copy of the data held about you by us. If you have any concerns about the use of data for these purposes or would like a copy of the data you have supplied directly to us, requests should be made in writing to The Data Protection Officer, University of Bedfordshire, University Square, Luton, Bedfordshire. LU1 3JU. Unless you refresh your consent, we will use your personal data for a marketing related activities for a period of three years at which point we will dispose of your personal data.