Data Protection Notice

At University College Cork, we treat your privacy seriously. Any personal data which you provide to the University will be treated with the highest standards of security and confidentiality, in accordance with Irish and European Data Protection legislation. This notice sets out details of the information that we collect, how we process it and who we share it with. It also explains your rights under data protection law in relation to our processing of your data.

Who we are

Throughout this Notice, “we”, “us” and “our” refers to Conference UCC, UCC Academy University College Cork. For more information about us, please refer to our website: https://www.ucc.ie/en/conference/

How we collect your personal data

We collect your data from you when you register and/or submit an abstract for a conference via our event management system. The data collected includes but is not limited to; your name, organisation, billing address, and country of origin, email address, dietary requirements abstract submissions and any access requirements you may have. Your data may include Special Categories of personal data in some cases, for example, where your health may be evident from certain access requests or a health condition or your religion may be evident from dietary requirements requested by you. We also collect event participation data such as specific workshop or session registration and participation metrics such as checking in at the registration desk. It will be used by us only in accordance with the purposes outlined in this notice.

The purpose and legal basis for collecting your data

Any personal data you provide to us via a conference registration page will be processed fairly and lawfully.

It will be used for the purposes of the conference you have elected to attend and the management and logistics of that conference, namely;

• contacting you about the conference you have registered for and taking payment (if relevant);
• selecting appropriate venues, catering support and administrative support based on the number of attendees;
• making contact with or assisting delegates who have access requirements;
• ensuring delegates who have dietary requirements are catered for;
• allowing delegates to submit abstracts for evaluation

The GDPR and Data Protection Acts allow us to process the data referenced above because you have provided your explicit consent*. You are entitled to withdraw your consent at any time. If you do withdraw your consent, Conference UCC, UCC Academy will no longer process your personal data and will take steps to delete all reference to your data securely.

The data collected for the purposes outlined above may also be processed in order to produce anonymised reports/statistics. This anonymised information may be shared with conference organisers or to report on conferences with university contacts.

Details of third parties with whom we share personal data

The University will share your data with the following third parties where necessary for purposes of the processing outlined above:

• University service providers including but not limited to, wholly/majority owned subsidiaries of the University and  software providers who have been engaged to facilitate your booking. These service providers may have access to such data as may be reasonably necessary for support purposes on our behalf and are obligated not to disclose or use it for any other purpose; 
• Conference stakeholders including other delegates, partners, track directors, organising committee, paper presenters, side event providers and student support; 
• Your name and position will be shared with other attendees;
• Limited time access to reports which will provide a breakdown of name, email, abstract title and abstract will be shared with the academic lead [insert any further recipients here] for the purposes of reviewing the abstracts and deeming is appropriate for a conference presentation;
• Abstracts submitted by data subjects wishing to appear/speak at a conference event may be evaluated by reviewers situated in third countries (i.e. outside of the EEA). Certain third countries may not offer a level of data protection equivalent to the GDPR and so the level of risk to your personal data may be increased. In such circumstances we will seek your explicit consent in order to transfer this information;
• With your consent, a copy of the delegate list, which includes your name, country of origin and your email address, is shared with Fáilte Ireland for the purposes of carrying out spot checks on attendance in circumstances where the conference has received funding from Fáilte Ireland. Where a conference has received funding from Fáilte Ireland, this will be highlighted to you when you register for the conference;   
• Your credit card details and payment for the conference are processed by Stripe, a payment gateway service.
• Cross-border data transfers: Generally, we do not share your data with any countries/organisations outside the European Economic Area. However, where an organisation outside of the European Economic Area is involved in the conference logistics we may share data, namely; name, organisation, billing address, country of origin, email address, dietary requirements and any access requirements you may have   .  In the course of processing your personal data, it may be transferred outside of the European Economic Area on the understanding we rely on legally approved mechanisms to lawfully transfer data across borders including the Standard Contractual Clauses approved by the European Commission.  

 How long we will keep your data

In keeping with the data protection principles, we will only store your data for as long as is necessary. For the purposes described here we will store your data for 6 months from the end date of the conference you registered for. In this time all conference administration will be completed

Your rights

You have various rights under data protection law, subject to certain exemptions, in connection with our processing of your personal data, including the right:

• to find out if we use your personal data, access your personal data and receive copies of your personal data;
• to have inaccurate/incomplete information corrected and updated;
• in certain circumstances, to have your details deleted from systems that we use to process your personal data or have the use of your personal data restricted in certain ways;
• to object to certain processing of your data by UCC;
• to exercise your right to data portability where applicable (i.e. obtain a copy of your personal data in a commonly used electronic form;
• where we have relied upon consent as a lawful basis for processing, to withdraw your consent to the processing at any time;
• to not be subject to solely automated decisions;
• to request that we stop sending you direct marketing communications**.
• to tick and op-in or opt-out to being contacted regarding future events
• to unsubscribe from the conference mailing list by emailing conferenceucc@ucc.ie

If you wish to avail of these rights, please write to: The Information Compliance Manager, University College Cork at gdpr@ucc.ie.

Questions or complaints

If you have any queries in relation your registration, please contact a member of the Conference UCC team at conferenceucc@ucc.ie

If you have any queries or complaints in connection with our processing of your personal data, you can contact UCC’s Information Compliance Manager by email at: gdpr@ucc.ie  

You also have the right to lodge a complaint with the Data Protection Commission if you are unhappy with our processing of your personal data. Details of how to lodge a complaint can be found on the Data Protection Commission’s website (www.dataprotection.ie), or by telephoning 1890 252 231.

In submitting this form, you understand and agree that your personal details will be used by Conference UCC, UCC Academy for the purposes outlined above.