We will need to ask for some personal information from you in order to register for BiCon.
We will restrict access to your full booking and contact information to team members handling bookings. Other information is only given out to non-bookings handling team on an as needs basis e.g sessions info to our sessions coordinator, or access information to our accessibility officer.
We will limit information about you at the registration desk to the minimum possible to ensure you get your passes, keys, and any other things that you may need.
We will pass on some details to the university and accommodation providers, but will keep this to the minimum they need to process the booking.
How to get in touch with us
What information we collect from you
We collect data from you when you register for BiCon 2018, when you make payments to us, when you volunteer to help run the event, when you ask for assistance, and when you raise queries with us. This data will come from the booking forms and volunteer forms you fill in, from emails and other messages you send us, and from organisations you use to pay us, such as banks or PayPal.
How we will use the information we collect
We understand the importance of privacy, particularly for an event like BiCon 2018. We will make sure that any information you provide is treated carefully, confidentially, and with respect.
We will not share information outside the organisational team, except when we have to, when you say we can, or if you breach the Code of Conduct and are asked to leave BiCon 2018.
We have to share some information about you with the venue and accommodation providers to arrange the accommodation. We will also share information about you if the law says we have to.
If you say we can, we will use information from you in documents to be used at BiCon 2018 and/or on the BiCon 2018 website. For example, if you volunteer to run a workshop, we will agree with you what details about you we can put in the programme, in print and online, or we might ask you if we can use your photo. Or if you volunteer to be on the counselling team, we might ask you if it’s OK to share your name and mobile phone number with the person organising the team. When you give us your permission like this, we will keep a note in a consent log.
We will keep the minimum amount of information necessary. We will keep it securely (password protected as a minimum).
If there is a breach of your personal data, we will log it. If appropriate, we will tell you about it, and report it to the Information Commissioner’s Office.
We will not use automated decision-making, and we will not do any profiling. After BiCon 2018, we may prepare reports about the event, but we will anonymise any data we use for this.
Once BiCon 2018 has taken place, we will delete all personal data within 6 months, unless you breach the Code of Conduct.
If you breach the Code of Conduct
BiCon 2018 has a Code of Conduct. This is available on our website, and there will be printed copies at the registration desk. To attend BiCon, you have to agree to abide by the Code of Conduct. If you breach the Code of Conduct, you may be given a warning, or you may be asked to leave the event.
If this happens, we may pass on details about you and your breach of the Code of Conduct to the organising teams for future BiCon events, and to BiCon Continuity Ltd (the organisation that protects BiCon’s money and reputation). They may use this information to decide whether you should be asked to leave future BiCon events, or be refused entry to them. If we are doing this, we will tell you in writing, and will tell you how you may object to and/or appeal against this.
Your rights about this information
You have the right to ask for copies of the information we hold about you, and to have us correct the information if it is wrong. You also have the right to ask for your data to be deleted. To do any of these, or to raise any other concerns, please get in touch with us, as described above under ‘How to get in touch with us’.
Why we are allowed to use this information
The law (the GDPR and Data Protection Acts of 1998 and 2018) says that anyone processing data has to have a lawful basis for doing so, and has to tell you what it is. The lawful bases we are using are:
Contract, because we are coordinating room bookings and payments for the event and need to ensure that we allocate rooms accordingly
Legitimate interests, because we are offering a program of events and recruiting volunteers and it is fair to assume that people registering to attend the event would want to be informed about what the event will be offering. We would also use this basis to record any incidents that happened at the event that required follow up action, and if you breach the Code of Conduct.
Consent, where you say we can use information about you in (for example in the programme or on the website), or where we make contact with people who have not registered to attend on behalf of the event.
The law also says that anyone who processes ‘special category’ information has to meet one of the conditions set out. Sexual orientation is an example of ‘special category’ information. We will not ask you about your sexual orientation, and not everyone at BiCon 2018 is bisexual. However, we know that some people might think a connection with us was information about your sexual orientation. So will treat all your information as ‘special category’ information. The main condition we are using is explicit consent: we ask you if we may use your information in the registration form. You have to agree to us processing your data to attend BiCon. If you breach the Code of Conduct, and we decide to pass on your details to the organising teams for future BiCon events and/or to BiCon Continuity Ltd, we will use the condition of legitimate activities with appropriate safeguards, balancing your interests, rights and freedoms with those of other attenders at BiCon events.