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Guidance

Privacy notice for online events and online meetings 

Published 25 August 2026

Applies to England

© Crown copyright 2026

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This publication is available at https://www.gov.uk/government/publications/privacy-notice-for-online-events-and-online-meetings/privacy-notice-for-online-events-and-online-meetings

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

“Online events” includes meetings, webinars, workshops and other virtual events hosted by Ofqual. 

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 online events.  

We use services within our Microsoft 365 environment and other contracted providers to deliver online 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.  

How we use technology  

We used 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. 

Recordings, transcripts and event content 

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

Recordings may capture: 

  • audio 

  • video 

  • presentations or shared screen content 

  • questions submitted during the event 

  • chat messages 

  • 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 versions for sharing  

Only authorised personnel can access recordings and transcripts. 

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. 

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.   

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. 

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.   

What personal data we process 

We may process: 

  • names 

  • job titles 

  • organisations  

  • email addresses  

  • attendance information 

  • accessibility 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  

Sharing and storing personal data  

We will not share personal data with other organisations unless: 

  • we are legally required to do so 

  • 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. 

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

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.  

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.  

Contact details 

You can contact Ofqual at: 

Data protection requests

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

For queries about personal data Ofqual holds about you.

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

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