Events Privacy Notice
As a global financial services company with millions of customers and clients and over 80,000 employees worldwide, Barclays routinely handles large volumes of personal data. Recognising that managing privacy risk well is critical to retaining the trust of our customers and employees, and the confidence of our regulators, we take a rigorous approach to managing privacy.
For the safety and convenience of our attendees, we have transitioned most of our events from a ‘physical’ presentation to a ‘virtual’ online platform in support of the global response to the COVID-19 pandemic. In using our online platforms, the same rigorous approach to data protection has been adopted - Barclays Bank UK PLC and its subsidiaries and affiliates (“Barclays Entities”) will treat your information processed in support of your attendance at one of our virtual events as confidential and will hold your data in compliance with all applicable laws, regulations and rules. The Barclays Entity that you have instructed, or that is providing services or communication to you in your region, will be the Controller of your personal data which will be held securely within our contact and event management systems.
Whom do we share your personal data with?
At times it is necessary to share your personal data securely in order to manage an event or provide a service. We share your personal data with:
- Our contracted third parties assisting in the delivery of this event (“Subcontractors”);
- Partners co-hosting this event with Barclays (“Partners”); or
- Barclays Group companies in accordance with our privacy notice linked above.
What information do we need?
We collect basic personal data about you including your name, company and email address. You may also be asked to provide additional contact information (such as phone number) if you require technical assistance in order to view or interact with the online service.
Some of our events may include a pre-planned activity (such as a coordinated at home and virtual wine-tasting event) that require you to share your home/correspondence address for delivery of event resources, as well as any dietary/special requirements, to fully participate – such participation is entirely voluntary. Personal data collected for these purposes will be subject to the same level of privacy protection provided to other personal data we collect. If you do not provide your personal data, we will not be able to organise or manage your participation at our event.
If the event you are attending offers the use of any additional engagement technology, such as event ‘apps’ to guide your interaction through sessions, these are on occasion subject to separate controls and consent to give you the additional control over the data you choose to share with others in the event.
If the event you are attending has further engagement options (such as subscriptions to newsletters or consent to receive a call from our relationship management community), these will be clearly signposted with additional consent for your participation.
If the event you are attending is an in-person event, our photographers may take photographs and films at the event. As a result, your voice/image might be recorded (Recording) and displayed by Barclays on selected materials (internal/external emails, intranet, internal SharePoint sites or newsletters). If you do not object to be photographed/filmed by Barclays, you hereby grant Barclays permission to use, edit, record, publish and display the Recording for the abovementioned use and agree that you are not entitled to any consideration or copyright in connection with such Recording. If you don’t want to be photographed or filmed, please let the Barclays organizing committee know prior to or at the entrance of the event, and they will take appropriate steps to ensure the photographers/film crew can easily identify you.
Please note the additional section in respect of events on and off Barclays' premises and Covid-19.
Why do we need it? What do we do with it?
We need to know your personal data for the purposes of facilitating your attendance at this event which may include transfer of your information to our online presentation platform to secure access to the presentation sessions, or to our couriers if the event includes a coordinated online ‘physical’ activity requiring delivery of resources to you to fully participate, or if the event is an in-person event, to Subcontractors or Partners who are participating or providing support in the organization of the event such as catering, booking of venues and other logistics planning. We will also use your personal data in order to ensure compliance with our global legal and regulatory obligations, including reporting to and/or being audited by national and international regulatory bodies.
Some of our events are run in conjunction with Partners (where we are sharing an event platform), as mentioned above, and data may be shared with them to optimize the administration of the event. Subcontractors are contractually bound to use your personal data only for the purpose we have provided it to them, in accordance with our instructions, and to ensure the security and confidentiality of such data transferred to them in accordance with local laws and regulations.
Our online platforms deliver our virtual events globally to our customers and stakeholders – personal data collected from registering for these events is predominantly processed by our events teams based in the UK, the US, or within APAC; however, for the purposes of administration, IT platform provision and general maintenance, this information may be located on servers both within the wider European Union and/or transferred to our United States or APAC-based technology Subcontractors under a contracted service provision for the delivery of this event.
Your personal data will also be accessible in whole or in part by our wider events teams in our BBPLC international offices, subject to local laws and regulations. We will ensure that any international transfers are made subject to appropriate safeguards as required by applicable data protection legislation. We will also require our Partners and Subcontractors to whom we transfer your personal data to ensure a similar level of data protection.
How long will we keep it?
Personal data will not be kept for longer than necessary to achieve the purposes for which it was collected, or will be deleted when you withdraw your consent (where applicable) provided we are not legally required or otherwise permitted to retain such data. For example, Barclays is required under UK tax law to keep your basic personal data (name, company details and contact information) for a minimum of 6 years after which time it will be destroyed.
Any additional information provided by you specifically for attending this event, such as your home address or information used to access our virtual presentation platforms will be destroyed within 18 months after the event has completed. Retention periods by Partners may be different from Barclays, and will be outlined in their respective privacy notices related to the individual event. Data that is shared with our courier services for the delivery of items for coordinated online events will be kept in line with the individual courier company retention schedules, which are different from Barclays. Further privacy information will be contained within the respective privacy notice contained within the courier firms’ documentation.
What else would we like to do with your data?
Your data is processed under this notice for your attendance at one of events. This notice is separate from any other data processing activity you have with Barclays including general marketing of our goods and services and/or any Partners participating in this event.
Barclays will never sell your personal data to third parties; we want you to be confident that the data you share with us for specific reasons stays that way.
Important information about Covid-19 – events on and off Barclays' premises
The risks to you: By attending the event, you confirm that you have read and understand the information in this notice. This is a voluntary opportunity and no recipient is under any obligation to attend. You agree that you are responsible for checking and complying with all legal requirements and government guidance aimed at preventing the spread of Covid-19, as it relates to you and your personal circumstances, including in relation to self-isolation if you have been in close contact with any person with Covid-19 or if you experience any relevant symptoms.
Attending an event during a pandemic carries an inherent risk of infection. Where the event is held on Barclays' premises, Barclays will take steps to comply with legal requirements and government guidance aimed at preventing the spread of Covid-19, but the risk of infection cannot be eliminated. Where the event is hosted by an outside venue, you acknowledge that Barclays has no control over arrangements at the venue, nor has it any responsibility for the sufficiency, quality, accuracy or effectiveness of any health and safety measures taken. Accordingly, in all cases you agree that it is your responsibility to take all necessary precautions before, during and after the event to minimise the risk of infection. Except where Barclays has been negligent or failed to comply with its legal duties, Barclays is not responsible for any illness, injury or other damage, costs or liabilities incurred as a result of your attendance at an event, including without limitation in relation to any potential exposure to Covid-19, and you acknowledge that you attend at your own risk.
Your data: In order to participate in an event, you may have to provide Barclays and its service providers, or, in the case of events not held on Barclays' premises, the relevant venue and its service providers, with your contact details, which may be shared with relevant public bodies and other third parties to enable contact tracing relating to COVID-19. Further information about how Barclays uses your personal data can be found at https://home.barclays/privacy-policy/. Barclays employees may access the staff privacy notice at https://hr.barclays.intranet/support-wellbeing/about-you/personal-data-privacy-notice/.
Changes to the event and your attendance: You acknowledge that Barclays or a relevant venue may be required or may decide (due to the changing nature of the Covid-19 pandemic) to cancel an event or make changes at short notice that affect your attendance at the event. Further, Barclays or a relevant venue may deny you access to an event or ask you to leave the event for any reason, including for failure to follow any health and safety protocols, or because you appear unwell. Except where Barclays is negligent or has breached its legal duties, Barclays is not responsible for any losses you may suffer as a result of you not being able to attend an event in full or in part for any reason.
Events Privacy Notice:
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