How we handle your information 

We want to outline to you how the IRMS handles the personal information that you provide to us in order to deliver your attendance at the IM Tech Summit. As  a champion of good information and records management we and our conference partners very much respect your privacy and always do what we can to comply with both the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018 (DPA).

Some of details below are things that we must tell you under the UK GDPR and DPA but there are some additional things in here too to help you get a clear picture of how your information is used by the IRMS for the IM Tech Summit.

The Controller and Processor of your information

To deliver the IM Tech Summit, the IRMS acts as a ‘Controller’ of that information. You can get hold of us via info@irms.org.uk.

However, there are some services of the IM Tech Summit that are delivered by a third party. These include:

  • Revolution Events Ltd (our conference administrator)
  • The DoubleTree by Hilton Brighton Metropole Hotel (the conference venue provider)
  • Circdata (the conference registration host)

What personal information we collect and what we do with it 

We ask for your personal information in order to administer your attendance at the conference. This includes details of who you are, where you work, your contact details and where you deem appropriate, details of any special dietary or access needs that you may require.

We only ask for this information when it relates to your service or we are legally required to and we will not ask for information that we do not need or will never use.

We only share your data with our partners listed above for specific purposes. For example, we only share your dietary or access needs with the hotel and Revolution Events as they are the ones that will ensure these needs are met.

Below is a summary of all the different purposes that we have for using your personal data and an overview as to how this works under Data Protection law.

What we do Our reasoning
To administer and to contact you about your attendance at the IM Tech Summit It is in our legitimate interest as a conference organiser to use your name, profession and contact details to administer your attendance at the IM Tech Summit. This is strictly limited to using it to book your place, manage which sessions you wish to attend, issuing you with your access badge and contacting you about your booking and any matters that may arise relating to your attendance.
To administer your hotel booking It is in our and the summit venue’s legitimate interest to process your name and contact details in order to administer your hotel room booking (if you have requested a hotel room as part of your booking). This information is not used for any other purpose by the hotel/venue.
To take payment for your attendance at IM Tech Summit It is in our legitimate interest as a conference organiser to process your payment details in order to take payment for attendance at the IM Tech Summit. Where we use your card details these are used in accordance with the requirements of PCI DSS.
To meet any dietary or access requirements We are under a legal requirement under Health & Safety legislation to know who requires any dietary or access requirements. However, the finer detail of your needs we will only ever use and share with the hotel/venue with your consent.
To host and maintain your data It is in our legitimate interests to adequately host and maintain your data in a secure manner.
To send you details of future events We use your consent to send you this information and will only ever ask for your basic contact details in order to do so. (See below for more information)
To send you details about our partners and sponsors We use your consent to send you this information and will only ever ask for your basic contact details in order to do so. (See below for more information)

Hearing from us

When you want to hear about news and updates from either the IM Tech Summit or our partners we will ask you for consent and what your contact preference is. We will only provide you with the subscriptions and communications that you want to receive.

You can unsubscribe at any time via links in the email or contacting the sender. To unsubscribe from receiving future IM Tech Summit information please send an email to dataprotection@revolution-events.com or click unsubscribe from any of the emails we send to you.

We may also need to send you important notices that may affect you and the services you receive from us. We will ask for your contact preferences for these notices but we do not need your consent as they are often for emergency contact or where we need to relay important information to you about your attendance at IM Tech Summit. You can update your preferred contact for these notices at any point to ensure we have the best and most appropriate channel of contacting you when we need to.

How long do we keep personal data?

By law we have to keep basic information about those that have attended IM Tech Summit and their contact details for a minimum of 6 years for tax purposes. This information is not re-used for any other purposes.

We also keep your contact details on our mailing lists where you have given consent to do so and will delete if you ever choose to unsubscribe from that service.

Subject to any legal requirements stopping us, we will delete your information where you tell us that you no longer wish it to be retained.

Third Parties

We use a number of third parties to help deliver the IM Tech Summit. Most have no need to access your data and we will not share that data with them however the below organisations may access your data for the following reasons;

  • Revolution Events Ltd (in order to administer your attendance, resolve any issues and coordinate any access / dietary requirements)
  • The DoubleTree by Hilton Brighton Metropole (in order to deliver any access or dietary requirements and accommodate you if you have booked to stay here)
  • Circdata (in order to host your data as part of the online booking form)

Neither the IRMS nor our partners will ever sell your personal data to any other external organisation or individual.

Protecting your information

IM Tech Summit will always do what it can to keep your information confidential and secure, both internally and externally. In order to prevent any such unpermitted access or disclosure, we have put in place appropriate technical, physical and managerial procedures to safeguard and secure the information we collect from you.

ID Badge Scanning during Conference

Upon registration at IM Tech Summit you will be issued with a QR-coded name badge to wear while you are attending the event. Exhibitors and other participants may use handheld QR scanners to facilitate enquiry-handling and they may request to scan your badge instead of exchanging business cards.

By allowing your badge to be scanned by a third party at one of our events you are giving permission for an electronic copy of your contact details to be passed to that third party, as a digital equivalent of handing over your business card. You have the right to request that your badge is not scanned if you do not wish to provide your contact details in this way. You can also ask what each Exhibitor will do with your information before your badge is scanned.

Cookies

Cookies are used on this website. A cookie is a text file that sits on your device designed to tailor website content for you or help a website’s functionality work. Cookies make it easier for you to log on to and use the site during future visits. They also allow us to monitor website traffic and to personalise the content of the site for you. Our system will issue cookies to your computer when you log on to the site. However, you can set your web browser to refuse cookies.  Some of the services we use such as Google Analytics, set cookies to allow us to gather anonymous data about your usage of our website. Browsers usually will allow you to refuse cookies but this could have a negative impact on the usability of many websites.

Links to Other Sites

Our web site contains links to other web sites. We are not responsible for the privacy practices of such other sites. When you leave our site please be sure to read the privacy statements of each and every web site that collects personal data about you. This privacy policy applies solely to information collected by IM Tech Summit.

Your Data Abroad

Our current IT infrastructure is based on secure servers within the UK.

Your Rights

You have control over the information you provide to us. You can object or withdraw your consent (where we have sought it) to the use of your personal data at any time.

However, in some cases we may not be able to provide your requested service where the information processing is an integral part of the service. We will tell you if this is likely to be the case.

Subject to some legal exceptions, you have the right to:·

  • request a copy of the personal information IM Tech Summit holds about you;·
  • to have any inaccuracies corrected;·
  • to have your personal data erased;·
  • to place a restriction on our processing of your data;·
  • to object to processing; and·
  • to request your data to be ported (data portability).

Any concerns or queries please get in touch.