Privacy notice for registering for a webinar or live broadcast event at the Intellectual Property Office
Updated 6 June 2023
© Crown copyright 2023
This publication is licensed under the terms of the Open Government Licence v3.0 except where otherwise stated. To view this licence, visit nationalarchives.gov.uk/doc/open-government-licence/version/3 or write to the Information Policy Team, The National Archives, Kew, London TW9 4DU, or email: psi@nationalarchives.gov.uk.
Where we have identified any third party copyright information you will need to obtain permission from the copyright holders concerned.
This publication is available at https://www.gov.uk/government/publications/intellectual-property-office-privacy-notices/privacy-notice-for-register-for-a-webinar-or-live-broadcast-event-at-the-intellectual-property-office
Purpose and lawful basis for processing
Our purpose for collecting this information is so we can facilitate the video conference, webinar or live broadcast event and provide wider access to its content.
The lawful basis we rely on for processing your personal data is Article 6(1)(e) – public task.
What we need
If you are an attendee or presenter at one of these events, we will require your First name, Surname, Email address, and your location. If the event is multi-lingual, then your language of preference would also be required.
We may record events and all presenters will have their image and audio captured in the recording. If you are an attendee, you may have the option of sharing your image and audio during the session. If you choose to do so, this will also be captured in the recording.
Some events will feature a moderated Q&A. If you choose to interact with the Q&A your comments may be published to others at the event and will also form part of the recording.
If an event is being recorded, we will always notify you in advance.
What we do with it
We use your email address to provide you with the event details. This will include information about any recording taking place. For recorded events we may email you a link to the recording once the event has concluded.
For some events we may publish the recording on our website, and social media channels, these include but not limited to YouTube, Instagram, Twitter and Facebook, so this is accessible to a wider audience. If an event recording is to be published, we will always notify you before the event.
We don’t publish delegate lists for video conferences, webinars or live broadcast events but your name and email address may be visible to others in attendance during the event.
We may choose to contact you again after the event to obtain feedback on how well webinar or live broadcast met your needs. We may also contact you on other IP related matters discussed during the event. You have the right to decline to participate in either and to ask us to stop contacting you.
How long we keep it
We will keep your email address and any recording of the event for 12 months. Transcripts of webinars are retained for 7 years.
For information about how long we hold personal data, please contact kim@ipo.gov.uk.
What are your rights?
For more information on your rights, please see ‘Your data protection rights’.
If you wish to exercise any of these rights, please contact dpo@ipo.gov.uk or call our Helpline on 0300 300 2000
Do we use any data processors?
We use Microsoft Teams and Go To webinar to deliver our webinar and live broadcast events. We use social media platforms to publish the recordings of some events.
These sites all drop non-essential cookies.
Do we transfer data overseas?
Information might be sent outside the UK when uploaded onto social media sites.