Notice

Privacy Notice for in-person events (accessible)

Published 14 October 2026

Applies to England

This privacy notice explains how and why Ofqual uses your personal data when you sign-up for, or attend, one of our in-person events.  

“In-person events” refers to face-to-face events hosted by Ofqual – for example, symposiums, conferences, seminars, workshops and meetings. 

This notice explains:  

• what personal data we collect  

• why we process it  

• our lawful basis for processing 

• how we store and protect it  

• who we share it with  

• how long we keep it  

• your rights under data protection legislation 

 Ofqual is the data controller for personal data collected through our in-person events.  

We use services within our Microsoft 365 environment and other contracted providers to deliver in-person events. These providers act as data processors on our behalf. 

We have contracts in place with all data processors. They may only process personal data in line with our instructions and must keep it secure and confidential. 

For further information about how Ofqual uses personal data, please read our Personal Information Charter and Personal Data Protection Policy.  

1. How we use technology   

We use approved technology to host events, manage registrations and support participation.   

Taking part in polls, surveys and feedback activities is voluntary. Responses may be anonymous or linked to identifiable individuals depending on the purpose of the activity.  

We may use artificial intelligence (AI) and digital assistance tools to support administrative, accessibility and productivity tasks. These tools do not make decisions about individuals and are not used for automated decision-making that has legal or similarly significant effects.  

2. Recording, transcripts and event content 

We may record or photograph events for documentation, accessibility, training and information-sharing purposes. 

Recordings may capture:  

• audio 

• video 

• presentations 

• questions asked during the event 

• poll responses  

If we intend to share a recording beyond the original audience and identifiable individuals are included, we may ask for consent before publication.  

We may edit recordings and transcripts to: 

• remove sensitive information 

• improve accessibility 

• create shorter version for sharing  

Only authorised personnel can access recordings and transcripts. 

If we plan to take photographs, videos or audio recordings at an event, we will make this clear during the event registration process, and request consent from individuals. 

If you do not want your photo, video or voice recording to be published, you can withdraw your permission at any time before it is published. 

You can also ask us to stop using or delete your photograph, video or audio recording by contacting us using the details below. Once you withdraw your permission, we will not use it again. We will remove it from our photo and media library and, where possible, delete it from our website and internal systems.  

Please note if a photo, video or audio recording has already been published, we may not be able to remove it because it is already in the public domain. It may also remain in archived versions of our website or older publications. 

3. Third-party transcripts and recordings  

You must not create transcripts, recordings or summaries of Ofqual-hosted events using third-party applications, AI assistants or automated note-taking tools. This helps protect the privacy and personal data of all participants.  

4. Why we process your personal data  

We use personal data to manage attendance, provide accessibility support, improve our services and fulfil our regulatory functions.   

This may include:  

• managing registrations and attendance  

• supporting accessibility requirements  

• recording events   

• producing transcripts and notes  

• generating summaries and action points  

• sharing information and learning resources  

• gathering feedback to inform policy and practice  

Where AI tools are used, personal data remains subject to the same security, governance and retention controls that apply across Ofqual’s systems.  

We do not publish the names of individuals or organisations without an appropriate lawful basis.   

We do not use your personal data for automated decision-making, including profiling.    

5. Our legal basis for processing your personal data  

We process personal data under Article 6(1)(e) UK General Data Protection Regulation (UK GDPR). This allows processing that is necessary for a task carried out in the public interest or in the exercise of official authority vested in Ofqual.  

In addition, Ofqual may process your personal data with your consent, such as for photographs and videos. Where photographs and videos capture identifiable individuals the lawful basis for processing such as data is consent (article 6(1)(a) UK GDPR). 

We do not routinely collect special category personal data. However, this information may arise if:  

• it is discussed during an event  

• attendees request reasonable adjustments or accessibility support  

Where we process special category personal data to provide accessibility support or reasonable adjustments, we do so with your explicit consent under Article 9(2)(a) UK GDPR.  

Where special category personal data is processed as part of our statutory functions, we rely on Article 9(2)(g) UK GDPR and Schedule 1, Part 2, Paragraph 6 of the Data Protection Act 2018.    

6. What personal data we process  

We may process:  

• names  

• job titles  

• organisations   

• email addresses   

• attendance information  

• accessibility requirements  

• dietary requirements  

• images, audio and screen content  

• transcript content  

• information entered in the chat function  

• poll and survey responses  

• opinions, comments or questions raised during events  

• other personal data voluntarily disclosed during an event   

7. Sharing and storing personal data   

We will not share personal data with other organisations unless:  

• we are legally required to do so  

• to cater for accessibility and/or dietary requirements  

• it is necessary for audit or assurance purposes  

• another lawful basis applies 

Where personal data is transferred outside the UK, we put appropriate safeguards in place in accordance with data protection legislation.  

8. How long we keep your personal data  

Data type	Retention period
Registration data	6 years
Attendance records	6 years
Poll and survey responses	6 years
Accessibility or reasonable adjustment information	3 months after the event
Transcripts	In accordance with Ofqual’s retention schedules and only for as long as necessary
Recordings	In accordance with Ofqual’s retention schedules or any retention period communicated at the time of recording
Photographs	6 years

9. Your rights  

You have the right to:  

• be informed about how Ofqual processes your personal data   

• access the personal data we hold about you   

• ask us to correct inaccurate personal data  

• ask us to erase your personal data in certain circumstances   

• restrict processing in certain circumstances  

If we cannot fulfil a request, we will explain why.  

To exercise your rights, contact Ofqual’s Data Protection Officer using the details below.   

10. How Ofqual protects your personal data  

All Ofqual employees must respect the privacy of others and protect personal data appropriately.   

We have controls in place to prevent:   

• unlawful or unauthorised processing   

• accidental loss of personal data  

• damage to personal data   

• unauthorised access   

We also maintain technical, procedural and administrative controls to protect personal data. These controls are supported by information assurance and security policies.  

For more information, please contact Ofqual’s Data Protection Officer.   

11. Contact details  

Data protection requests

Data protection officer, Ofqual
2nd floor, 1 Friargate
Station Square
Coventry
CV1 2GN

Email dp.requests@ofqual.gov.uk

Contact form https://ofqual.citizen...

For queries about personal data Ofqual holds about you.

12. Making a complaint  

If you believe that Ofqual has not complied with your data protection rights, please contact Ofqual’s Data Protection Officer in the first instance.  

You also have the right to make a complaint to the Information Commissioner’s Office (ICO) at:   

The Information Commissioner   Wycliffe House   Water Lane  Wilmslow   Cheshire   SK9 5AF    Telephone: 0303 123 1113  

Information Commissioner’s Office website