Who we are

The Police Digital Service (PDS) is the data controller responsible for the personal data processed for the administration, management and delivery of the NPCC Innovation and Digital Summit. PDS determines how and why personal data is processed in connection with these events.

What personal data we collect

• Name
• Organisation
• Job title or role
• Email address and other contact details
• Event registration and attendance information
• Event communication preferences
• Dietary requirements
• Accessibility requirements

Dietary and accessibility information may, in some circumstances, reveal information about an individual’s health or other special category personal data.

Why we use your information

We use your personal data to:

• Manage event registrations and attendance.
• Communicate with attendees before, during and after the event.
• Organise and deliver the npcc summit and npcc awards.
• Manage event logistics and delegate requirements.
• Provide event-related updates, notifications and alerts.
• Maintain appropriate records relating to the administration and delivery of the events.

Lawful basis for processing

PDS processes personal data under Article 6(1)(f) UK GDPR, where processing is necessary for the purposes of our legitimate interests in administering, organising and delivering the NPCC Summit and NPCC Awards and communicating with attendees.

Where attendees choose to provide dietary, health-related or accessibility requirements, PDS will process that information under Article 9(2)(a) UK GDPR, based on the attendee’s explicit consent, so that appropriate arrangements can be made for their attendance.

Consent for dietary and accessibility requirements

Providing dietary or accessibility information is optional. Where you choose to provide it, you may withdraw your consent at any time by contacting the event organisers. Withdrawing consent will not affect the lawfulness of processing carried out before withdrawal, but it may affect our ability to provide the requested arrangements.

How your information is processed

Personal data will be processed using:

• EventsAir: delegate registration and event management.
• Microsoft SharePoint: event administration and record management.
• BlackBerry AtHoc: event communications, notifications and alerts.

Who we share your information with

Personal data may be shared with suppliers providing services on behalf of PDS, including EventsAir and BlackBerry AtHoc, where necessary to support event registration, administration and communication activities. These organisations act as data processors and may only process personal data in accordance with PDS instructions and their contractual obligations.

International transfers

BlackBerry AtHoc is provided by BlackBerry, a Canadian-based organisation. International transfers may occur as part of the provision and support of the service, although most processing relating to the NPCC Summit is expected to take place within the UK using UK-hosted services.

Where personal data is transferred outside the UK, PDS will ensure that appropriate safeguards are in place, including supplier assurance and contractual and technical protections, to meet UK GDPR requirements. Canada benefits from UK adequacy regulations for commercial organisations subject to the Personal Information Protection and Electronic Documents Act (PIPEDA).

Retention

Personal data collected for the NPCC Summit  will be retained for 12 months after the relevant event and will then be securely deleted in accordance with PDS retention requirements.

Providing your information

Providing registration information is voluntary. However, if you do not provide the information needed to register for and attend the event, we may be unable to process your registration or facilitate your attendance. Providing dietary or accessibility information is optional.

Automated decision-making

Your personal data will not be used for automated decision-making or profiling.

Your rights

Depending on the circumstances, your rights under the UK GDPR include the right to:

• Request access to your personal data.
• Request correction of inaccurate or incomplete personal data.
• Request erasure of your personal data.
• Request restriction of processing.
• Object to processing based on legitimate interests.
• Withdraw consent where consent is relied upon.
• Lodge a complaint with the information commissioner’s office (ICO).

Some rights are not absolute and may only apply in particular circumstances.

Contact us

If you have questions about this privacy notice, wish to exercise your rights, or wish to withdraw consent, please contact the Police Digital Service Data Protection Officer:

Email: data.protection.officer@pds.police.uk

Complaints

If you are dissatisfied with how your personal data has been handled, you have the right to complain to the Information Commissioner’s Office. You can find current contact details and guidance on the ICO website at ico.org.uk.