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Conference and events privacy notice

What personal data do we collect? 

We will be collect and use the following personal data: 

  • First Name(s), surname, email address, phone number, age; 
  • If relevant to the event, gender as it appears on your passport and your home address history for the last 5 years; 
  • Job title, occupation, place of work, employer, previous employers and work history; 
  • Local and National Issues that are important to you, and/or what you think could be done better by any political party especially how Labour could be more relevant and helpful to the issue; 
  • If relevant, motivations for joining the Party, reasons why you may not want to join the Party and reasons why you attended Conference or Labour event; 
  • Publicly available information on websites or Companies House; 
  • Language and behaviour of yourself within the public domain such as social media posts (X, Meta platforms, YouTube etc.); 
  • Passport information and other relevant proof of identity documentation as required; 
  • Further information you provide us in interviews, conversations and communications with us which may or may not be recorded; 
  • Recordings, photographs, images and videos recorded within any interviews you have with us or you are conducting  that we are (and you may be) recording; 
  • Dietary requirements and any accessibility requirements you may have;  
  • Reasons for attendance at Labour Conference or events and/or reasons for participation or non-participation when you attend; 
  • Opinions about you from sources known to Labour or any previously recorded notes about you and your conduct as a journalist. 
  • Videos of you where you are in the background when you attend an in-person event we are recording; 
  • Videos of you or Podcasts recordings of you where you are acting as a speaker for our work or being interviewed on or off camera either as an invited guest or as an attendee of Conference or an event Labour is holding;  
  • Any personal data you volunteer in any free text fields in any paper-based or digital survey or webform specifically related to Conference of any Labour event; and 
  • If applicable, payment details managed by a third-party payment provider. 

Where do we get your personal data? 

We may collect personal data in a variety of ways and at a variety of times throughout our interactions with you. We refer to “direct data collection” when data is collected directly from you and we refer to “indirect data collection” when the data is not collected directly from you. Here is the list of ways we will collect your personal data from you: 

  • From yourself when you register or sign up for Conference or any Labour events (direct data collection); 
  • If relevant, from yourself when you became a Labour Member (direct data collection); 
  • From yourself when we record you at an event either in the foreground or background depending on the circumstances of the recording taking place (direct data collection); 
  • From your employer or an individual you employ or whom represents you to make the booking for you to attend Conference or a Labour event on your behalf (indirect data collection); 
  • From yourself via email, telephone or face to face communications we have with you (direct data collection); 
  • From yourself when you make a payment to us (direct data collection); 
  • From any security or law enforcement agencies we are working with in conjunction with safeguarding Conference of any Labour event (indirect data collection); 
  • From any photographs/video taken by Labour or on behalf of Labour at Conference or any Labour event (indirect data collection); 
  • Where there may be an issue we may gain personal information about you from the venues we use, travel companies, food and beverage companies or other relevant service providers you interact with (indirect data collection); and 
  • From an individual who is aware of you, who may include, but is not limited to, other journalists, MPs, Labour, Labour Staff, Labour Candidates, Labour member, volunteers, Specialist Volunteers or members of a trade union (indirect data collection). 

What do we use your personal data for and what is our lawful basis for using it? 

We will use your personal data for the following purposes and on the following lawful bases.

Purpose for using personal data Lawful basis for using 
To register your attendance to Conference or a Labour Event. The lawful basis we shall be relying in accordance with UK GDPR Article 6.1(b) where the use your personal data is necessary in the performance of a contract which you have agreed to or where we are working to enter into a contract with you. 
If relevant, to take and manage payment for attendance. 
To manage the event and your attendance at the event as well as any issues that may occur. 
When you have attended Conference or any Labour event, or purchased a ticket (whether you attended or not) we will use your information to contact you for market research purposes, and to send you more information about Labour’s activities including invitations to join Labour as a member, the Labour Lottery and the Labour prize draws (unless you have opted out of this during any sign up process). You can opt-out at any time. The lawful basis we shall be relying on is the legitimate interest of the Data Controller in accordance with UK GDPR Article 6.1(f). 
Where you have not made a purchase of a ticket but have signed up to attend an event where there is no purchase necessary, unless you opt-out, we will send you information about online and offline events. 
To gather opinion from you about Conference or Labour events so we can improve future event. 
To conduct anonymous equalities monitoring activities from the information you have provided. Our equalities monitoring reports are made up of aggregated statistical information. 
Where you have not made a purchase of a ticket but have signed up to attend an event, where we have gained your consent we will contact you for market research purposes, and to send you more information about Labour’s activities including invitations to join Labour as a member, the Labour Lottery and the Labour prize draws. You can opt-out at any time. The consent you have provided us for this use of your personal data in accordance with UK GDPR Article 6.1(a). 
To allow for accessibility and dietary needs/requirements at Conference or any Labour event. The lawful basis we shall be relying on is the legitimate interest of the Data Controller in accordance with UK GDPR Article 6.1(f). 
To transcribe audio captured from any recorded interviews, workshops or focus groups we have with you as a participant at Conference or any Labour event which may help us inform and decide upon policy areas of focus. 
To use any photograph/video taken at Conference or any Labour event, without the expressed written permission of those included within the photograph/video. If you do not wish to be in any photograph/video being take, please make sure you position yourself out of the line of sight of any cameras. 
To match your data with data we already hold on our copy of the Electoral Register and our Labour Members databases so that we can better understand the demographics of our reach and appeal and to make better targeting decisions for wider communications and with yourself. 
To identify personal data and take relevant action upon submission of a data subject rights request.  Compliance with a legal obligation under UK GDPR Article 6.1(c). The legal obligation is the UK General Data Protection Regulation to uphold your data protection rights. Special categories of personal data used for the purpose of Substantial Public Interest (Preventing or detecting unlawful acts; Protecting the public; Regulatory requirements) under UK GDPR Article 9.2(g). 
To be able to assess any impact on individuals of a data breach involving personal data held on Labour Party systems or on third party systems. 
To help protect an individual from neglect or physical, mental or emotional harm, or protect the physical, mental or emotional well-being of an individual. NOTE: This includes sharing your information with third-party intelligence services and, where appropriate, the police. Use of the personal data is necessary to protect the vital interests of an individual or individuals in accordance with UK GDPR Article 6.1(d). Special categories of personal data used for the purpose of Substantial Public Interest (Preventing or detecting unlawful acts; Protecting the public; Regulatory requirements) under UK GDPR Article 9.2(g). 
To deal with legal claims and ongoing litigation cases. Compliance with a legal obligation under UK GDPR Article 6.1(c). The legal obligation is the UK General Data Protection Regulation to uphold your data protection rights. Special categories of personal data used for the establishment, exercise or defence of legal claims or whenever courts are acting in their judicial capacity under UK GDPR Article 9.2(f). 

NOTE: The Labour Party may use the photograph/video in publications or other media material produced, used or contracted by Labour Party including but not limited to: brochures, invitations, books, newspapers, magazines, television and websites. 

To ensure the privacy of individuals and children, images will not be identified using full names or personal identifying information without written approval from the photographed subject, parent or legal guardian. 

If you have interacted with Labour in a different way and if you expected to see something different to the list above, you can access all of our privacy notices by clicking here. If it is still not there, feel free to get in touch as mentioned below. 

Who do we share your personal data with? 

We will never sell or share your personal information with other organisations for their direct marketing purposes without your consent. 

Any data shared with the below categories of recipients is the minimum necessary for the task they have been instructed to carry out on our behalf or in conjunction with us. Each category of recipient is subject to review by the Data Protection Team to make sure they have the right methods in place for keeping your personal data secure. 

Where the sharing of personal data is within the context of a product or service being supplied under contract to Labour, a Data Processing Agreement, in accordance with GDPR Article 28 is put in place. This makes sure the supplier cannot use your personal data outside of the list of uses above. 

Within the purposes of using your personal data, as listed above, we will share your personal data with the following: 

  1. Labour Conference and Labour Events digital management platform providers; 
  1. The Labour Party’s centralised offices and digital systems; 
  1. Pre-approved digital communications and storage providers; 
  1. Pre-approved online survey platform providers (which may include questionnaire and polling platform providers);  
  1. Security and intelligence services which may include the police and other relevant law enforcement organisations; 
  1. Pre-approved platform providers for our copy of the Electoral Register and Labour Membership databases; 
  1. Pre-approved data collection service providers (conducting a survey and collecting personal data and survey responses on our behalf which will be shared with Labour); 
  1. Funders of certain Labour events will be provided with lists of attendees although we will make this clear when you sign up to attend; 
  1. If relevant and agreed by you or your representative, or we have informed you of this at the point of signing up, Labour Candidate(s) or MP’s or their office staff (both of which are separate data controllers although this Privacy Notice will be relevant for any work you do with them);  
  1. If relevant and agreed by you, , or we have informed you of this at the point of signing up, media organisations which may include news media and journalists who represent specific and relevant views; and 
  1. If relevant, venues, hotels, travel companies and any other concierge services. 

There may be scenarios where we are subject to a legal obligation to disclose or share your personal data, such as with law enforcement agencies, regulatory bodies or public authorities in order to prevent or detect crime, or prove we have adhered to their request. We will only ever disclose your personal data to these third parties to the extent we are required to do so by law. 

Data sharing with a third-party organisation that is not a supplier of a product or service to Labour does not occur unless there is a legal obligation or sound lawful purpose for such sharing.  For any such sharing we put a Data Sharing Agreement in place between Labour and the third-party containing specific information in accordance with the Information Commissioner’s Office ‘Data sharing code of practice’.  

This will include giving only relevant and often only geographically restricted access to your personal data to our local Labour Party organisations, Labour Candidates hoping to be elected, Labour Councillors, Labour Mayors and Labour Members of Parliament (MPs) so they can all conduct their democratic engagement activities where is relevant to a specific Labour event they are involved with. 

You can find further information on how local Labour Party organisations, Labour Candidates hoping to be elected, Labour Councillors, Labour Mayors and Labour Members of Parliament (MPs) use your personal data on their respective websites and more generally within our list of privacy notices which can be accessed by clicking here

Information on the meaning of ‘democratic engagement’ for national and local political parties, and their candidates and elected representatives can be found by clicking here

In all circumstances, the unlawful and unauthorised sharing of copies of personal data in which the Labour Party is the data controller is expressly prohibited. Any unauthorised sharing of Labour Party data is classified as a data breach which we will record and report to the ICO as required. 

How long will we keep your personal data? 

We only retain your personal data for as long as necessary to fulfil the purposes we collected it for. 

 In some circumstances we may anonymise your personal data so that it can no longer be associated with you, in which case we may use such information without further notice to you.  

Once you indicate to us that you no longer wish for us to hold any personal data of you that is not in the public domain we shall deletion this information within one month, unless there is a legal or safeguarding reason for us to retain your information.  

Where images or videos have been published by us are in the public domain, or contain other data subject’s whose personal data we are obliged to retain, we may not be able to remove or delete your personal data.  

Any attendance at Conference or a Labour event where you are visible, it is your responsibility to move out of the line of sight of any cameras if you do not want to be identified in any images of video. Labour reserves the right to retain all images and video with any audio or visual recording indefinitely that have been captured at Conference or at a Labour event. 

Where you are no longer interacting with us after a previous engagement, event attendance or communications with us, we will delete your personal data during our data base reviews conducted during each parliamentary cycle (every 5 years). 

What are your rights and how can you express them? 

To understand your data privacy rights and to submit a rights request, the best way to do so is by visiting the ‘YOUR RIGHTS’ page on our website which you can get to by clicking here

How can you complain about our use your personal data? 

The best way to make a complaint is by visiting our page on ‘HOW TO MAKE A DATA PROTECTION COMPLAINT’ which you can access by clicking here.  

How can you contact us about this privacy notice? 

If you have any questions about the information in this privacy notice, then you can contact the Data Protection Team via email using [email protected] or by post within a letter to: 

Labour Statutory Data Protection Officer 

The Labour Party, Southworks, 20 Rushworth Street, United Kingdom, SE1 0SS 

When was this privacy notice last updated? 

We may update this notice (and any supplemental privacy notice), from time to time as shown below. We will notify you of the changes where required by applicable law to do so. 

Last modified: 05 March 2024.