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.
Registration for TICTeC is via the third-party site Eventbrite.
When you register, we collect the following personal information:
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.
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
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,
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.
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.
You may contact us at any time to ask to see what personal data we hold about
you. Please contact us to request this.
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
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.
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).
TICTeC is run by mySociety, a UK not-for-profit social enterprise. Our
registered address is:
483 Green Lanes
…and we can also be contacted at email@example.com.
The Civic Tech conference that plugs a gap in debate, networking and research between practitioners, commentators, academics and funders of civic technology.
Your donations keep this site and others like it running
In association with
The William and Flora Hewlett Foundation
mySociety Limited is a project of UK Citizens Online Democracy, a registered charity in England and Wales. For full details visit mysociety.org.