Administering your booking & attendance at student recruitment events including our Open Days.
We use data you provide to process your booking and provide information about the event. Your data may be transmitted to us through a third-party booking system. Sometimes this will include information about your health conditions or disabilities, where these affect arrangements for your attendance at an event.
The data we process for these purposes is data provided by you. It will include your name, contact details, information about the event you wish to attend and possibly information about the nature of your interest in BU, e.g. the course level and subject(s) you are considering. This data is used by BU staff to process your booking or provide further relevant information about the event. This may include emailing you with booking confirmations, event joining instructions or other information about that event.
To facilitate efficient booking processes we use a range of different forms or apps to capture your data and may use external booking systems to issue tickets and administer bookings. Where we use external booking systems, your data will be transmitted through these external systems and the companies providing those systems will give you separate privacy information about how they manage and protect your data while transmitting it. This will include information about whether they will transfer your data outside the European Economic Area in the course of providing their service.
- Necessary for legitimate interests pursued by BU, i.e. running events to increase awareness of BU’s courses and what we do and to share knowledge of interest to the public, and enabling your attendance at such events where you have expressed a wish to/interest in doing so.
Sometimes we may ask you to let us know of any dietary requirements or preferences to enable us to provide appropriate catering options at an event. Similarly we may ask you whether you have any additional needs with regard to accessing events, and of course we will also respond to any such needs which you notify to us at any point. Where your responses relate to health conditions or disabilities you have, this means that you will be providing us with special category data which requires additional protection. We will only process this information where you have agreed to provide it to us and for the purposes of facilitating your access to, and safe attendance at, our events.
- Consent: you have agreed to this processing
We will hold your data within our systems for a limited period (no longer than five years) so that there is a record of your booking, and we can respond to any queries about it and manage any issues with event administration. We will deactivate your details within the CRM system when we determine that you are unlikely to still be interested in BU events: this will normally be around 18 months to two years after the last event you booked, but in any event, we will deactivate your details no later than five years after the last event attended. Different retention periods may apply to data held on the systems of any third-party ticketing providers we use, but we will be working with them to manage data appropriately in accordance with the data protection legislation.
Photographing or filming our events
We often take photographs or film at events that we host, so that we can use them for marketing purposes which may include public display and distribution of the images. You can opt out of your image being recorded and used in this way.
If we record images of you at one of our events, these images may be used in one or more of the following ways:
- Prospectuses and other university promotional materials
- As part of an advert or advertisement feature (which includes possible use on outdoor media such as buses and billboards)
- On our website, intranet, or the websites of our partners
- In promotional videos created by the university
- In non-university publications which our marketing team have approved and authorised.
If you are attending one of our events and you do not want your image to be used then you can usually opt out of having your image captured or used. Just let the photographer and a member of our staff know. The photographer will then aim not to take any images of you. You are also advised to try yourself to stay out of any shots or footage being taken, as you may appear in the background in error. If you have notified a member of our staff that you do not want your image to be used as described above (before any materials are sent to print or released into the public domain), we will not include images of you in any published version of these materials.
If BU uses your image as described above and you later decide that you do not wish this to continue, please contact [email protected].
- Necessary for legitimate interests pursued by BU, i.e., increasing awareness of BU’s courses and what we do and sharing information of interest to the public.
Responding to enquiries or requests for information which you make during an event
See Enquiries section below.
With your agreement, sending you information about other events likely to be relevant or of interest to you
The data we process for these purposes is provided by you, usually during a BU event, when you register for a BU event or in the of course making an enquiry to BU. It will include your name, contact details and preferences and information about the nature of events you may be interested in attending. This is used by BU staff to send you information about events. We often use external mailing systems such as Dotdigital to manage our mailings of this type.
You will have completed a form or answered questions on the phone to confirm your agreement to receiving particular types of information and may have been asked to indicate your method(s) of communication. You may have done this when registering on-line for an event or while attending an event, or when making an enquiry to BU. We only send you these communications with your agreement and in line with your stated preferences. Any external mailing system used, such as Dotdigital, should provide you with separate privacy information about how they handle your data. You can change your preferences or stop these contacts at any time by emailing the unsubscribe contact identified in the event information or by contacting the Future Students team.
We will hold your contact details and contact preferences information in our systems. During this time, your data is likely also to be processed to carry out general analysis of levels of engagement with our communications, but this analysis will not be used as a basis for individual communications to you.
We will carry out periodic review of our mailing lists. We will stop sending you communications when we determine that they are unlikely to still be of use or interest to you (based on the course and year of entry in which you originally expressed an interest). This is normally around 18 months to two years after you contacted us, but in any event, we will deactivate your details within the CRM system no later than five years after you contacted us.
- Consent: you have agreed to this processing
We do not share our mailing lists with any third parties who would use it to contact you separately. We do use a third party mailing house to send out post on our behalf but they would only contact you on our behalf, not for any other purposes.