The event organiser, Ofqual, has the legal responsibility to tell ticket buyers and event attendees how their personal information will be collected and used. You can find their Privacy Policy below or contact them to request it.
This privacy notice explains how Ofqual uses any personal information we collect about you when you register for, or attend, an event. We provide a separate privacy notice where we wish to record an event.
Registering for an event
We use TicketTailor to capture information, including personal information, for people who wish to book a place at our events. This privacy notice explains how Ofqual and TicketTailor use any personal information we collect about you through this process. The data that will be processed by TicketTailor can be found in the following:
Alternative registration process
If you wish to attend one of our events but do not wish to use TicketTailor to book a place you can. Please send us a Contact the Regulator message, through the Portal with the title of the event as the subject.
Legal basis
Ofqual’s processing of the data required for this event is necessary for the performance of a task carried out in the public interest and in exercise of official authority that has been vested in Ofqual. Where we process special category data, eg access requirements, we do this with your explicit consent. If you wish to withdraw from this, please contact us using the details below.
Why we need your data when registering for meetings
In all cases, we need information about you to allow you to access the meeting and to ensure the right people are present, whether as an attendee or presenter.
We need your full name, email address, and details of your organisation to process any booking. We may also ask for special category data, eg in respect of any access requirements. If we do so, we do this with your explicit consent to understand and meet your needs, to the extent we are reasonably able to do so. We will share this information with the team running the event, and the venue where applicable.
We use TicketTailor where we are not specifying the exact audience for a meeting and therefore it will be up to individual members of AO staff to sign up as they see fit. Examples include sign up for consultation events and forums. On rare occasions, we may use Ofqual’s private Citizen Space survey platform to identify potential delegates, in conjunction to collecting other information about your interests in a particular qualification or programme or work. In these cases, there will be a privacy notice available through Citizen Space.
For some meetings, we know exactly who is due to attend, for example, Responsible Officers. We will schedule Outlook diary invitations using known email addresses – emails you provide through your Portal user registrations. We may sometimes ask for attendee details through a Portal message and then add such details to an Outlook meeting.
How we will use your data
Registration data
We use the registration data you provide through TicketTailor to process your booking.
Once you have registered on TicketTailor, it will send you an automatic email with the Microsoft Teams link for the meeting. Sometimes the TicketTailor email goes into junk mail folders. We review registration information regularly and may send an Outlook diary meeting invitation with the Microsoft Teams link to registered attendees.
We may also use the data you have provided to contact you via email or the Portal regarding your booking or attendance.
Attendance data
Our online meetings are hosted through Microsoft Teams. When you click on the join link for a meeting, this will generate data which will be processed by Microsoft Teams.
Microsoft Teams is a third-party service that is not owned by Ofqual. Microsoft Teams is a data processor.
All data is stored securely. Microsoft stores data held on behalf of Ofqual within the UK. We are continually seeking assurances from Microsoft that any processing of personal data will protect the rights and freedoms of data subjects. We will update this privacy notice with further information as and when appropriate.
We will use attendance data to produce attendance reports to allow us to gauge the usefulness of individual meetings and follow up with attendees who may need the information from the meeting but were unable to attend.
We may also collect:
- questions posed in the meeting by attendees
- text from the associated in-meeting chat
We use this to inform products to help improve AOs’ understanding of our Conditions, including Portal articles. We never publish names of individuals or organisations without gaining consent.
We provide a separate privacy notice where we wish to record an event.
Retention for booking onto an event
Personal information provided for the purposes of booking to attend an event, will be deleted by Ofqual:
- within 3 months for special category data such as accessibility and dietary requirements
- within 52 weeks of the event, remaining personal information is removed from TicketTailor.
Please see TicketTailor’s privacy policy for details of their retention period.
Your rights, eg access, rectification, erasure
Subject to some legal exceptions, as a data subject, you have the legal right to:
- access personal data relating to you
- have all or some of your data deleted or corrected
- prevent your personal data being processed in some circumstances
- ask us to stop using your data, but keep it on record
Further details of the rights available to you and how you can exercise these can be found in Ofqual’s ‘Personal Information Charter’.
How to contact us regarding the privacy notice for registering or attending events
Please send us a Contact the Regulator (CTR) message on the Portal should you wish to ask any queries and use the following subject lines:
- “event registration” if you do not wish to use Ticket Tailor to do so;
- “data protection officer” if your query is regarding retention or removal of your personal data.
We will respond to any rights that you exercise within a month of receiving your request, unless the request is particularly complex, in which case we may require longer. We will inform you of this should it be the case.
If you are dissatisfied with our response, you can complain to the Information Commissioner’s Office:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Telephone: 0303 123 1113 (local rate)