Privacy policy

Registration for TICTeC does, of course, mean that we process some of your personal data. Here’s a rundown of what we do with it, what that means for you, and what rights you have.

What we collect

Registration for TICTeC is via the third-party site Eventbrite.

When you register, we collect the following personal information:

  • Your name
  • Your email address
  • Your job title and organisation
  • Your country of residence
  • Your billing address and some payment details (if you are a fee-paying attendee)

See Eventbrite’s Privacy Policies.

You’ll also be invited to add as much detail as you like to your publicly-visible profile page on the TICTeC website.

During the conference, unless you have opted out, we may take photographs and videos which you appear in. Opt-out is offered during the registration process.

How we use your data

If you give consent, your name, job title and organisation will appear on the TICTeC website (and in some cases, on print materials at the conference). This enables other attendees to find potentially useful contacts ahead of the event.

Your name and email address are added to a) our Mailchimp Research newsletter list and b) the TICTeC Google Group. Newsletters are sent infrequently and only contain information about Civic Tech research. The small Google Group is a tight community of people who have an interest in this field. Opting out from either of these is very simple and you may do so at any time via a link in every mailing.

Note that Mailchimp may transfer personal data outside the EU. Please contact Mailchimp with questions or concerns about this.

We never use your email address for any other purpose except for those listed above, and to contact you with logistical information about the conference, such as details of travel grants or accommodation options. We will never pass your email address to a third party.

Your name, email address, title, organisation, country of residence and event preferences (e.g. regarding catering and photography) are added to a spreadsheet which is accessible to mySociety staff, in accordance with their strict password protocols. This spreadsheet is used for planning the event.

Your billing information is processed through Eventbrite. Your name, email address, the billing address of your card and the last few digits of your card or bank account number are made available to us along with your purchase history.

Images and videos of the conference are uploaded to Flickr and shared via media including Facebook, Twitter, our website, blog and newsletter. They may also be used to promote future events. Images are released under a Creative Commons licence, so others may use them too.

Where delegates have opted out of photography and videos, they may be captured on film during the conference, but will be removed before any footage is published.

Retention period

Web pages: At the moment, attendee pages for previous TICTeC conferences are kept live indefinitely: see this page for an example. This is to prolong the period for which such lists can be useful for attendees’ networking and sharing of research projects. As time goes on, we may make the decision to retire the older attendee pages but currently we have no plans to do so.

Financial data: We are obliged to keep records relating to financial transactions for at least six years following the end of the accounting period in which the transaction took place. We destroy our records after this point.

If you require further information on Eventbrite’s retention policies, please contact them directly.

Admin data: We keep spreadsheets of attendees for the purposes of an audit trail and to keep track of who has attended previous events. Information which is surplus to these needs, e.g. dietary requirements, is deleted after each event.

Lawful basis

Our lawful basis for collecting and processing this information is for the performance of a contract to which you are party: the contract to attend TICTeC.

Your right to access

You may contact us at any time to ask to see what personal data we hold about you. Please contact us to request this.

Your right to erasure

Web pages: With the exception of speakers, you may opt to remove your information from the TICTeC website at any time: just contact us to request this. Speakers may request removal after the event has taken place. Please note that in such cases, all data such as slides, video, audio, and your bio page will be removed from the site and from our third party pages such as the mySociety YouTube channel. Alternatively you may request that we anonymise your information; in such cases we will discuss with you how best this might be achieved.

Financial data: As per the retention period, we cannot legally destroy records of financial transactions for a period of six years.

Admin data: Once the conference is over, you may request that we destroy the data we hold in our internal documents and/or correspondence, provided that there is no legitimate reason for us continuing to hold it, that is to say if it does not relate to financial transactions or is unlikely to be of any legal or practical purpose in the future. Please contact us to request this.

Newsletter: When you unsubscribe from a newsletter managed via Mailchimp, your details remain on the list of past recipients. This is a measure to prevent circumstances such as a member of staff accidentally manually re-adding you. Mailchimp states: “As a compliance measure, subscribers who unsubscribe themselves can't be deleted from your list.”

However, provided you are still a subscriber at the point when you contact us, on request your details can be permanently removed from the list - please contact us if you would like this to happen.

Your right to object

The General Data Protection Regulation gives you the right to object to our processing of your personal information and to ask us to stop processing it. To exercise your right to object, please contact us, giving specific reasons why you are objecting to the processing of your personal data. These reasons should be based upon your particular situation.

Your right to complain

If you believe that we have mishandled your data, you have the right to lodge a complaint with the Information Commissioner’s Office. You can report a concern here (but do contact us first, so that we can try and help).

About us

TICTeC is run by mySociety, a UK not-for-profit social enterprise. Our registered address is:

mySociety
483 Green Lanes
London
N13 4BS
United Kingdom

…and we can also be contacted at hello@mysociety.org.