Guidance

Privacy notice for digital recording of Charity Commission Annual Public Meeting

Updated 13 December 2022

Applies to England and Wales

As part of our responsibility to ensure that charities meet their legal requirements, the Charity Commission hosts a number of face-to-face and digital events.

This privacy notice explains how the Charity Commission will process your personal data (which may include special category types of data) when you attend Charity Commission Annual Public Meetings that will be digitally hosted, recorded and published on our You Tube Channel.

This notice is supplemented by our main privacy notice which provides further information on how the Charity Commission processes personal data in respect of our statutory functions, and sets out your rights in respect of the personal data we process. As controller of your personal data, and if you require further information, please contact our Data Protection Officer by emailing DPO@charitycommission.gov.uk.

1. Personal data we collect for events

When you request to book onto or attend any Charity Commission event we ask for:

• your contact details
• details of the charitable organisation you are involved with

The Commission uses the services of EventBrite for the booking/registration of Annual Public Meetings and how they collect and process the personal data you provide at this point is covered by their privacy notice which you will find on the registration form.

During a live digital event we will also collect information you provide as part of the event’s questions and answers (Q&A) function.

2. How we use your personal data during a digital event

The Commission’s digital Annual Public Meetings will be recorded and hosted on our You Tube channel.

The Commission will not publish questions and any accompanying names you provide during the live digital event as these will be removed before the recording is uploaded to our You Tube channel. Any personal data you include verbally during the meeting would be audible to other attendees for the live event itself and may be retained for the recording of the event which will be held on our YouTube channel.

3. Why we need this information and what happens if you do not provide it

We need your contact details so that we can:

• provide you with the event link to enable you to participate
• identify which charity you represent
• send relevant follow-up information after the event
• assist with any regulatory or customer service issues that arise

If you do not provide your details:

• we will be unable to contact you to provide you with necessary information to attend the event, for example, joining instructions
• we will be unable to send you follow-up information after the event

4. How we will process your personal data

Personal data you provide is initially entered securely via the GDPR-compliant third-party booking system hosted by EventBrite.

During a digital event, any personal data submitted via the Q&A will be audible and visible to other attendees and the Charity Commission and will be removed before the event is uploaded to our YouTube channel for public access.

A record of your charity name and charity number as well as the date of the event you attended will be transferred into the Charity Commission’s internal record system where it will be held securely for one month and then destroyed. Any identifiable personal data will be removed from Charity Commission systems after the event, including delegate name and email address.

Prior to this removal of personal data, follow up emails will be sent to the email address provided when using the GDPR-compliant third party booking platform, which may include the joining instructions, and a request for anonymous pre- and post-event feedback questionnaires after the event.

5. What is the legal basis for processing this data

Charities Act 2011, Schedule 1, paragraph 11 outlines that the Charity Commission must hold a public meeting (“the annual meeting”) for the purpose of enabling a report under paragraph 11 to be considered.

The Commission must organise the annual meeting so as to allow—

• (a) a general discussion of the contents of the report which is being considered, and
• (b) a reasonable opportunity for those attending the meeting to put questions to the Commission about matters to which the report relates.

The Commission must—

• (a) take such steps as are reasonable in the circumstances to ensure that notice of the annual meeting is given to every registered charity, and
• (b) publish notice of the annual meeting in the way appearing to it to be best calculated to bring it to the attention of members of the public.

6. Processing of special category data

When you participate in a live recorded event and partake in Q&A, your representation of certain charities may infer special category personal data such as religious beliefs.

Any special category personal data that is supplied throughout the Q&A will be removed from the recording of the event before it is uploaded to our You Tube channel

7. How long we will hold your personal data

All personal data supplied during the Annual Public Meeting will be deleted following the event before the recording is made available to the public.

8. Sharing of personal data

We will share your personal data in the following circumstances:

• where it is necessary in order to further our statutory objectives or functions as laid out in charity law
• where it is necessary to comply with a legal obligation

The Commission’s digital events may include guest speakers. The guest speaker will be able to view any personal data that you choose to submit via Q&A but will not access any other personal data collected from the registration process.

9. Your rights

You have a number of rights under the General Data Protection Regulation, including the right to access your data and the right to restrict or object to further processing and the right to complain to the Information Commissioner’s Office (ICO). You can find out more about your rights as a data subject, and details of how to contact the ICO, in our main privacy notice.