Guidance

Privacy notice for registering and attending a webinar or live broadcast event at the Intellectual Property Office

Updated 14 November 2024

Purpose and lawful basis for processing

Our purpose for collecting this information is so we can facilitate the video conference, focus group, webinar or live broadcast event and provide wider access to its content.

The lawful basis we rely on for processing your personal data is your consent under article 6(1)(a) of the UK GDPR and public task of Article 6(1)(e) of the UK GDPR.

What we need

If you are an attendee or presenter at one of these events, we will require your First name, Surname, Email address, and your location. If the event is multi-lingual, then your language of preference would also be required.

We may record events and all presenters will have their image and audio captured in the recording. If you are an attendee, you may have the option of sharing your image and audio during the session. If you choose to do so, this will also be captured in the recording.

Some events will feature a moderated Q&A. If you choose to interact with the Q&A your comments may be published to others at the event and will also form part of the recording.

If an event is being recorded, we will always notify you in advance.

What we do with it

We use your email address to provide you with the event details. This will include information about any recording taking place. For recorded events we may email you a link to the recording once the event has concluded.

For some events we may publish the recording on our website, and social media channels, these include but not limited to YouTube, Instagram, Twitter and Facebook, so this is accessible to a wider audience. If an event recording is to be published, we will always notify you before the event.

We don’t publish delegate lists for video conferences, webinars or live broadcast events but your name and email address may be visible to others in attendance during the event.

We may choose to contact you again after the event to obtain feedback on how well webinar or live broadcast met your needs. We may also contact you on other IP related matters discussed during the event. You have the right to decline to participate in either and to ask us to stop contacting you.

How long we keep it

We will keep your email address and any recording of the event for 12 months. Transcripts of webinars are retained for 7 years.

For information about how long we hold personal data, please contact kim@ipo.gov.uk.

Do we use any data processors?

We use Microsoft Teams and Go To webinar to deliver our webinar and live broadcast events. We use social media platforms to publish the recordings of some events.

These sites all drop non-essential cookies.

Do we transfer data overseas?

Information might be sent outside the UK when uploaded onto social media sites.

Contact us or make a complaint

You can contact the IPO’s Data Protection Officer if you:

• have a question about anything in this privacy notice
• think that your personal data has been misused or mishandled

Email: dpo@ipo.gov.uk

Data protection Officer

Intellectual Property Office
Concept House
Cardiff Road
Newport
South Wales
NP10 8QQ

The DPO provides independent advice and monitoring of our use of personal information.

You can also make a complaint to the Information Commissioner, who is an independent regulator

Information Commissioner
Email: icocasework@ico.org.uk
Telephone: 0303 123 1113
Textphone: 01625 545860
Monday to Friday, 9am to 4:30pm
Find out about call charges

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire SK9 5AF