National Nuclear Laboratory Limited (NNL) is committed to protecting and respecting your privacy.  Please read the following carefully to understand our practices regarding your personal data and how we, as data controller of your personal data, will treat it.

What information will we collect about you?

Information you provide to register to attend the event including:

  • Title 
  • Name 
  • Contact details (including postal address, email address, and telephone number)
  • Job title and institution/organisation
  • Dietary and accessibility requirements
  • How you plan to travel to the event 
  • Date of birth
  • Passport number
  • Nationality
  • National insurance number
  • Security clearance information (including level, number, expiry date and organisation for which security clearance is held)
  • Embassy/consulate name
  • Visa dates of issue and expiry
  • Details of accompanying persons
  • Arrival and departure to/from the UK
  • Hotel or place of residence while in the UK

How will we use your information?

We will only use your information when the law allows us to. Most commonly, we will use your information:

  • To perform a contract that we are entering into or have entered into with you; or
  • Where it is necessary to carry out our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.

We may process your information for more than one lawful ground depending on the purpose for which we are using it.

We will use your information for the following purposes:

  • To manage your booking and attendance at the event including communicating with you about the event, providing updates, sharing details about the event such as dates, times and how to access the event.
  • Where applicable, we collect information about any dietary and accessibility needs to ensure you have a safe and enjoyable experience.
  • We collect certain information such as your nationality and security clearance to help us assess whether we can offer you a visit to one of our facilities in line with our legal and regulatory requirements and, where applicable, facilitate the visit (where this applies, we will make a copy of our Visitor Privacy Notice available to you on request). 
  • We may collect certain information relating to your visa application to provide you with a support letter if you select this option.
  • NNL will collect information about how you plan to travel to the event for the purposes of anonymously reporting sustainability information.

How will my information be stored by NNL?

NNL will treat any data provided to us with the utmost respect.  Our IT system is certified to ISO27001 and Cyber Essentials.  Our systems are monitored for any malicious activity and we will not share your information with anyone who does not have a clear need to know.

We require third party processors to hold Cyber Essentials and carry out due diligence to ensure they can securely hold and process your information on our behalf.

How long do we keep your data?

Whenever we collect or process your information, we will only keep it for as long as is necessary for the purpose for which it was collected.  At the end of that retention period, your data will either be deleted or anonymised.  If you have any questions about how long we retain your information, please contact us.

Who do we share your information with?

If you submit an abstract and consent to this being made openly available, we will publish your abstract together with your name, institution/organisation and contact email on the event website.  

If you win an award (best poster presentation, best speaker presentation), we will publish your name on the award certificate, in the event awards ceremony and acknowledge you in the event proceedings. 

If you select a visit to UKAEA/ISIS your name and contact information will be passed to UKAEA and they will contact you directly in connection with this visit.  UKAEA will process your information in accordance with their privacy information which you can request from them during this process. 

Where applicable, we will share your dietary requirements and accessibility needs with the venue, the Hilton Hotel to ensure your needs are met. A copy of their privacy notice is available here.

We will share your information with Worldspan, our event delivery partner who we have appointed to manage and facilitate the event on our behalf. A copy of their privacy information is available from their website.

We may share your information, insofar as we are permitted by law to do so, with trusted third parties such as IT companies who support our website and other business systems. 

We require all third parties to respect the security of your information and to treat it in accordance with the law.  We do not allow our third-party service providers to use your information for their own purposes. They can only process your information for specified purposes and in accordance with our instructions.

What are my rights?

You have certain rights concerning the information we hold about you including the right to request a copy of the information that we hold about you at any time and also to have that information corrected if it is inaccurate.  Where you have given us your consent to use your information, you have the right to change your mind at any time and withdraw that consent.  To exercise your rights in relation to your personal information please contact NNL’s Data Protection Officer at d.po@nnl.co.uk.  

You have the right to make a complaint at any time to the Information Commissioner’s Office (www.ico.org.uk).  We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.

Photography/filming

NNL will be taking photographs and video at the event.  These images may be used in press releases, printed publicity and published on our website.  NNL will retain photographs and/or videotape for as long as is necessary for the purpose for which they were collected after which time they will be deleted.  If you have any questions, please contact us.

Your duty to inform us of changes

It is important that the information we hold about you is accurate and current.  Therefore, please keep us informed of any changes (such as your contact details).

Consent

By submitting your information, you agree to NNL processing your information for the above purposes.

If you wish to change how we use your data, you’ll find details in the “What are my rights?” section above.

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