Events & Awards Privacy Notice

Overview

1. This Privacy Notice relates to the collection of your personal data for the purpose of delivering CIPR Events and Awards. By sharing your personal data with us, you can access information that will support you and your career development as a public relations practitioner.

Who we are

2. The Chartered Institute of Public Relations (‘CIPR’) advances professionalism in public relations by making its members accountable to their employers and the public through a code of conduct and searchable public register, setting standards through training, qualifications, awards and the production of best practice and skills guidance, facilitating Continuing Professional Development (CPD), and awarding Chartered Public Relations Practitioner status (Chart.PR).

What are the legal grounds for processing your personal data?

3. When you buy a ticket, enter an award or otherwise seek to attend a CIPR event, you enter into a contract with us. We process your personal data to deliver on that contract.

What personal data do we collect to support CIPR Events?

4. This personal data includes name, job title, employer, a description of any role you are taking on behalf of the CIPR (e.g. awards judge), address and your phone and email contact details.

5. If you are attending an event, we will ask you to let us know about any access and dietary needs which are relevant.

6. Where necessary, we will collect information relating to payments.

7. The means through which we collect your personal data varies:

a. For event bookings, we use Eventbrite

b. For awards entries, we use RhythmQ

c. For awards judging, we gather data through Form Assembly and Wufoo

How will we use your personal data?

8. Your personal data will be processed in order to support the delivery of the event and/or the role you may be playing within it.

9. Your personal data will be processed to enable you enter our PRide or Excellence Awards.

10. For the purposes of organising individual events, we will add your personal data to spreadsheets used internally by CIPR staff and volunteers to run the event. Depending on which event you are signing up for, we may process your data to produce guest lists and judging lists. 

Sharing your personal data

11. Your personal data is stored and processed on our main OpenEngage database.

12. Names and organisations of event delegates, but not their contact details, are shared with CIPR sponsors.   This personal data is shared with them for the purpose of our event only, and will be destroyed after the event is over.

13. Fulfilling our contract with you will require us to share your data with third party platforms. We do not exercise control over most of these and are not able to delete your personal data from them. Most of our event bookings are handled on the Eventbrite platform. Please note that it is not possible for the CIPR to delete your personal data from this platform. 

14. We may need to share your name, organisation, dietary needs and access requirements with venues we use for our events.  This personal data is shared with them for the purpose of our event only, and will be destroyed after the event is over

15. Details of any payment from you will be entered onto our Sage accounts system. If you make an online payment, this will be handled through third party payment platforms, either Paypal or Sagepay.  Please note that it is not possible for the CIPR to delete your personal data from these platforms. 

Sharing your personal data internationally

16. If you are entering our Excellence or PRide awards, you will need to use our RhythmQ platform.  The servers for this platform are in Canada. As this system is controlled by us, we are able to delete your personal details from it after the event for which you have booked. 

Managing your communication preferences

17. We will give you the opportunity to opt-in to receiving further information about future events, but if you do not opt-in, you will not hear from us.

18. There is an opt-in choice to receive marketing information from the CIPR about other CIPR products and services. This is not part of our management of events.  If you opt in, you can opt out again at any time you like.

After the event

19. We maintain an electronic record of your awards entry on the CIPR hosted server, as part of our policy on retention of business records for seven years.

20. If you make a financial transaction with the CIPR we need to keep a record of it for seven years. 

21. After the event you have booked for is complete and any relevant post-event communications (such as evaluation forms) have been sent, we have no further need to retain your personal data unless it is connected to a financial transaction.

22. We delete any emails sent to you or received from you one year after the event to which they relate. 

23. If you have judged one of our awards we will include your name in our record of judges’ service. This is so we can keep track of the years each individual has judged. Under our rules, judges can only judge for three consecutive years then must take a one year break. We also need to keep a record of names of individuals who are no longer permitted to judge.

Contact

If you have any questions about the way in which process your personal data in relation to CIPR Events and Awards, contact: events@cipr.co.uk