Applicants Privacy Policy

INTRODUCTION

This privacy notice concerns the personal information of people who are applicants, participants or contributors who we are considering, or have decided, to include in a TEDxBristol event and anyone attending in the audience when we are filming. 

Your information is very important to us and we will look after it in line with privacy and data protection laws, including the EU General Data Protection Regulation. This policy explains what data we collect and why, how we use it and who we share it with, as well as your rights as a data subject. We are committed to keeping your information secure with appropriate technical and organisational measures to ensure its confidentiality, integrity and availability.  

We may update this privacy notice from time to time and will post any changes on our website so it’s a good idea to check https://tedxbristol.com/privacy-policy from time to time.  

WHO ARE WE?

Any reference to "we", "us" and "our" is to TEDxBristol Limited (company number: 10898607), a voluntary, non-profit organisation. We are known as the “data controller” of your personal data and you can contact us at curator@tedxbristol.com for more information about how we process your data. 

WHAT PERSONAL INFORMATION DO WE PROCESS ABOUT YOU?

The information we process may include your name, address, email address, IP address, gender, date of birth, age, phone number, CVs, audition videos, and details about your previous roles and personal history.  

We collect information about you from a number of sources, including from you directly. The table below gives more information: 

HOW WE COLLECT THIS INFORMATION AND FROM WHERE
1. Information that you give us 

●    from the forms and any associated documentation that you complete when you apply for a role or part in, or contribute to, a TEDxBristol event when you provide it to us in correspondence and conversations (e.g. application interviews and speaker release forms);

●    from the application form you fill out in order to become a speaker at a TEDxBristol event, including in the answers to any questions provided;

●    when you apply, participate or contribute to TEDxBristol event, or attend a live recording, information which is relevant to your application,  contribution or ticket sale;

2. Information we obtain from others
●    publicly available and accessible directories and sources;

●    social media platforms, including Facebook, Instagram, Twitter, Linkedin;

●    governmental and competent regulatory authorities to whom we have regulatory obligations;

●    agents and production companies;

●    fraud prevention and detection agencies and organisations;

●    where we need to do so for regulatory purposes, and this is in the public interest, crime enforcement and criminal records agencies such as Disclosure Scotland and uCheck

WHY DO WE PROCESS YOUR PERSONAL INFORMATION?

We obtain personal information about you when you apply to take part in a TEDxBristol event or are confirmed as a participant or contributor to a TEDxBristol event, or purchase tickets to a live recording of a TEDxBristol event. We need to process this information to consider your application or to produce the event once you have been selected.

We have set out below some more specific information about why we process your personal data. 

(1) Our contracts with you

We consider it necessary to process your personal data to perform our contracts with you in the following circumstances:

(a)    to meet the contractual obligations between us; and

(b)    as part of any legally binding contract which you have entered into with us for your application, contribution and/or participation in a TEDxBristol event; and

Contracts are retained for a minimum of 6 years from the date of signature, or for the period during which we have rights in the TEDxBristol event whichever is the longest.

(2) To comply with applicable laws

We process your personal data where it is necessary to do so to comply with applicable laws which apply to us as an organisation, including:

(a)    to verify your identity;

(b)    to carry out verification and anti-money laundering checks, prevent and detect fraud and carry out other legally mandated checks; and

(c)    if we are legally obliged to disclose your personal data.

(3) Our legitimate interests

We consider that we have a legitimate interest sharing great ideas through inspirational events, short talks and social media. As such, 'on-screen' and 'off-screen' contributions from individuals are crucial to this activity and require the processing of personal information about these individuals. We consider that it is in our legitimate interests (or those of a third party) to process your personal information, namely:

(a)    to produce TEDxBristol events for commercial purposes, such as processing ‘on-screen’ and ‘off-screen’ contributions from individuals;

(b)    to assess your continuing involvement in a TEDxBristol event;

(c)    to deal with any questions or complaints arising in relation to your participation in a TEDxBristol event;

(d)    to retain recordings of a TEDxBristol event and your personal data in it in our archive, for the purpose of broadcasting the event or otherwise using it for commercial purposes;

(e)    to commercially make full use of either the entire a TEDxBristol event or clips from it in the UK and around the world;

(f)    to share with our professional advisors and/or with other Ted and TedX companies; 

(g)    to verify your age, identity and other information as we may require for the production and exploitation of the event;

(h)    to comply with applicable regulatory obligations;

(i)    to pass on to a competent regulator, prosecutor or competent authority or law enforcement authorities including without limitation the UK Information Commissioner and/or the Office for Communications (OFCOM) should it be requested from us;

(j)    to comply with our accounting and tax reporting requirements;

(k)    to comply with our audit requirements;

(l)    to protect our business against fraud, breach of confidence, theft of proprietary materials, and other financial or business crimes (to the extent that this is not required of us by law);

(m)    to monitor communications to/from us using our systems;

(n)    to protect the security and integrity of our IT systems; and

(o)    to arrange for you to attend the live recording of a TEDxBristol event.

We only process data on this legal basis, where we have considered that, on balance, our legitimate interests are not overridden by your interests, fundamental rights or freedoms.

FUTURE PARTICIPATION

Where you have agreed to this, we process your personal data in connection with your consideration for future TEDxBristol events and/or other productions produced by us. This information may be kept by us for a period of up to 3 years from date of the applicable agreement, unless you ask us to delete it earlier.  

WHAT DO WE DO WITH CHILDREN'S PERSONAL INFORMATION?

We are committed to protecting the privacy of children aged under 18 years old. If you are aged 17 or under‚ please get your parent/guardian's permission beforehand whenever you provide us with any personal information. We will take reasonable steps to verify this by contacting your parent or guardian to confirm their consent. 

WHO ELSE DO WE SHARE YOUR DATA WITH?

Your information will be used by the relevant production team for the purposes of producing the TEDxBristol event. It may also be shared with our professional advisors in order to prepare contractual documentation or provide legal advice, and with any other teams involved in the production of the event, such as the health and safety and insurance teams (and their respective advisors) if their advice is required.

We may pass your information to our third-party service providers such as agents, subcontractors, ticket providers and other associated organisations for the purposes of facilitating your application, entry or participation in the event. However, when we use third party service providers, we disclose only those elements of your information that are necessary to deliver the required service. 

Please be reassured that we will not otherwise share your information further, unless:

• you agree to us sharing your information with another third party;
• we are required to do so by law, for example by a court order or for the purposes of prevention of fraud or other crime;
• we are asked to by competent regulatory, prosecuting and other governmental agencies, or litigation counterparties, in any country or territory; or for the purposes of prevention of fraud or other crime. 

SENDING YOUR PERSONAL INFORMATION INTERNATIONALLY 

We may transfer your personal data to third parties outside of the European Economic Area, which do not have similarly strict data protection and privacy laws. Where this happens, we will ensure that adequate security and safeguards are in place to appropriately protect your information. 

HOW LONG DO YOU KEEP MY INFORMATION?

We do not retain your information for longer than necessary for the purpose it was collected. We keep your personal data for as long as it is required by us for our legitimate business purposes, to perform our contractual obligations, or where longer, such longer period as is required by law or regulatory obligations which apply to us.

In general we keep your information only for the period we have legal rights to exploit the TEDxBristol event that your information relates to. We will usually delete your personal information at the end of that period. 

USE OF COOKIES 

Like many other websites, the TEDxBristol website uses cookies. 'Cookies' are small pieces of information sent by an organisation to your computer and stored on your hard drive to allow that website to recognise you when you visit. They collect statistical data about your browsing actions and patterns and do not identify you as an individual.  For example, we use cookies to store your country preference, this helps us to improve our website and deliver a better more personalised service.

It is possible to switch off cookies by setting your browser preferences, however turning cookies off may result in a loss of functionality when using our website.

WHAT ARE MY DATA SUBJECT RIGHTS AND HOW CAN I USE THEM?

In law you are the ‘Data Subject’ and you have several rights that you can exercise over your data such as the right to access, correct and request to delete your personal information.  From 25th May 2018 you have some additional rights e.g. data portability, restrict the processing or object to it which we outline below.

You also have the right to lodge a complaint with a supervisory authority (e.g. the Information Commissioner’s Office in the UK), about our processing of your personal information.

ACCESS TO MY DATA

You can request access to the information we hold on you and we will also tell you:

• why we are processing it;
• who are we sharing it with and if any information is transferred to a country not deemed to have adequate protections in place for personal data;
• how long will we be keeping your data;
• the source of the information, if it was not collected directly from you;
• ​​​​​​​if we are using your data for automated decision making or profiling.

If you are making a request for a copy of your personal data that we are processing, please be as specific as possible as this will both help us to identify the information more quickly and provide you with a copy without any undue delay.  

Rectifying inaccuracies 
If you feel the information we hold on you is inaccurate or incomplete, you can ask us to correct or update it.  

Right to be forgotten
You can also request that we erase your information in certain circumstances, although that might not always be possible if doing so means we cannot perform our contract with you, or we have a legal obligation or legitimate interest to keep the data. We will explain the consequences of erasing your data.  

Restrict the processing
If you feel we are processing your information unlawfully or with inaccurate data, you can ask us to restrict any further processing.  Where personal information is subjected to restriction in this way we will only process it with your consent or for the establishment, exercise or defence of legal claims unless we have your consent.  Please note that even if the processing is restricted, we will continue to store the data.

Object to the processing
If you disagree with any legitimate interest or public interest we have relied upon to process your data, you can object to the processing.  We will then stop processing the data unless we can demonstrate a compelling legitimate ground that overrides your rights (e.g. exercising or defend a legal claim).

Data Portability
You can request to receive personal data that you have provided to us in a commonly used format and request that we transmit it to another data controller where feasible, or to you directly. 

MAKE A COMPLAINT

We are committed to safeguarding your data and upholding your rights, but if you feel we have not done that, please contact at curator@tedxbristol.com. Additionally, you have the right to complain to the relevant supervisory authority, which in the UK is the Information Commissioner’s Office (ICO).