Privacy Notices - Schools and Education Conferences and Events Privacy Notice


You need to be aware of this Privacy Notice if you are attending conferences or events in relation to schools and education. This Privacy Notice gives you information as to when and why we collect personal information from you, how we keep it secure and how we use it.

What is a Privacy Notice?

A Privacy Notice is a statement issued by an organisation that explains how personal and confidential data about individuals is collected, used and shared.

Who is collecting and using your personal data?

Swindon Borough Council will act as a “Data Controller” for any personal data that you provide to us. We will ensure that the data given to us is processed in line with our Data Protection Act 2018 (DPA 18) and the EU General Data Protection Regulations. (GDPR)

To find out more about Swindon Borough Council’s data protection policies please contact our Data Protection Officer.  or in writing to Data Protection Officer, Civic Offices, Euclid Street, Swindon, Wiltshire, SN1 2JH.

Your personal data – what is it?

Personal data relates to a living individual who can be identified from that data. Identification can be by the information alone or in conjunction with any other information in the data controller’s possession or likely to come into such possession. The processing of data is governed by the General Data Protection regulation 2016/679 (the ‘GDPR’).

What personal data do we collect?

We may collect personal data when you book to attend a conference/event, including your name, email address, contact details, information relating to your job role and organisation. We may also collect information about specific dietary requirements for catering and health and safety purposes.

How do we process your personal data?

Swindon Borough Council complies with its obligations under the GDPR by keeping personal data up to date; by storing and destroying it securely; by not collecting or retaining excessive amounts of data; by protecting personal data from loss, misuse, unauthorised access and disclosure and by ensuring that appropriate technical measures are in place to protect personal data.

Why do we need your personal information?

We need to collect your personal information in relation to booking onto conferences/events, and to collect feedback about events afterwards.

Who do we share your information with?

Your data may be shared internally for the purpose of answering your enquiries or for delivering and managing our conferences/events. Your data may be shared with staff at Swindon Borough Council who have access to our IT networks and systems.

How do we protect your information?

We make sure that that there are managerial, physical and electronic controls in place to protect your personal information.  Our internal policies and controls prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed.
In addition, we limit access to your personal information to those employees who have a business need to know in relation to planning conferences/events.

How long do we keep your personal information?

In accordance with the Borough Council Data Retention and Disposal Policy your data will be kept for a period of six years after the year in which you attended a conference/event and submitted your comments.

What you can do with your information?

The law gives you a number of rights to control what personal information is used by us and how it is used by us.

  • You can ask for access to the information we hold on you
  • You can ask to change information you think is inaccurate
  • You can ask to delete information (right to be forgotten)
  • You can ask us to limit what we use your personal data for
  • You can ask to have your information moved to another provider (data portability)

Should you wish to exercise any of your rights, you should contact our Data Protection Officer at

Your right to complain

If you believe that the Council has not complied with your data protection rights, you should write to the Data Protection Officer and clearly outline your case. Your complaint will then be investigated in accordance with our customer complaint procedure.
If you remain dissatisfied with the way your personal data has been handled, you have the right to complain to the Information Commissioner’s Office at You may refer the matter to the Information Commissioner’s Office whose contact details are below:
Information Commissioner’s Office
Wycliffe House
Water Lane

What if you do not provide personal data?

You are under no statutory obligation to provide personal data to Swindon Borough Council when booking to attend a conference/event. However, if you do not provide the data, we may be unable to provide our service to you properly or at all.

How will we ensure compliance?

We have internal auditing processes to ensure compliance.
We are also be subject to external regulatory compliance audits such as Ofsted/CQC.

Main privacy notice

You are viewing the Privacy Notice Schools and Education Conferences and Events.

Read the main Privacy Notice