1. Introduction
The Centre for Transforming Access and Student Outcomes in Higher Education (TASO) is committed to protecting your personal information.
This Privacy Notice is to inform you of how we use your personal data when you register and attend the TASO Conference.
Please review the sections that are relevant to yourself..
We outline what personal information we collect, why we collect it, how we collect it, where we get it from, what we do with it, our lawful basis for using it, how we store it, who we share it with, how long we keep it, what rights you have, how to complain, and how to contact us.
This privacy notice does not create any contractual rights or obligations. We may change this privacy notice from time to time. If we make any significant changes in the way we treat your personal information we will make this clear on the website or by contacting you directly.
If you have any questions about this privacy notice or any data protection related matters relevant to TASO you can send an email to our Data Protection Officer: data@theevidencequarter.com
2. Our contact details
Name: The Centre for Transforming Access and Student Outcomes in Higher Education
Address: TASO, 58 Victoria Embankment, London, EC4Y 0DS
E-mail: info@taso.org.uk
3. What personal information we collect
We will be collecting and using the following personal information:
- First name(s), surname, and email address;
- Job title, occupation, place of work, employer, and job area;
- The region of the UK in which you work;
- Dietary requirements and any accessibility requirements you may have;
- Further information you provide us in interviews, conversations and communications with us which may or may not be recorded;
- Recordings, photographs, images and videos we take either directly of you or with you in the background during TASO Conference;
- Reasons for attendance at TASO Conference and/or reasons for participation or non-participation in any sessions when you attend;
- Videos or podcast 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 TASO Conference;
- Any personal data you volunteer in any free text fields in any paper-based or digital survey or webform specifically related to TASO Conference;
- Information about who might be relevant for you to meet so TASO can facilitate an introduction for you. This includes preferences of who you want us to share your information with as part of or after any meet and greet sessions TASO is holding at the TASO Conference;
- If applicable, payment details, managed by a third-party payment provider; and
- If applicable, any information required for the booking of your accommodation, managed by a third-party payment provider.
4. How we collect personal information about you
We may collect personal information through various methods and at different times throughout the TASO Conference and 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 information:
- From yourself when you register for TASO Conference (direct data collection);
- From yourself when we record you at the TASO Conference, either in the foreground or background, depending on the circumstances of the recording taking place (direct data collection);
- From your employer, an employee, or a representative making the TASO Conference booking 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 attend the TASO Conference or book accommodation via the services or platform we offer (direct data collection);
- From any venue staff, security or law enforcement agencies we are working with as part of running the TASO Conference professionally and safely (indirect data collection);
- From any photographers/videographers commissioned by TASO specifically for the TASO Conference (indirect data collection);
- Where there may be an issue we may acquire 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, TASO staff, venue staff, partner staff, sponsor staff, your employer, if relevant your publicist or any other individual that may represent you (indirect data collection).
5. Purpose for using personal information and the lawful basis
| Purpose | Lawful basis |
| To register your attendance at the TASO Conference. | The lawful basis we shall be relying on is in accordance with UK GDPR Article 6.1(b) where the use of 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 and/or accommodation for attendance. | |
| To manage the event and your attendance at the event as well as any issues that may occur. | |
| When you have attended the TASO Conference, 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 TASO’s activities. 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 registered to attend the TASO Conference where there is no purchase necessary. Unless you opt-out, we will send you information about our online and in-person events. | |
| With your permission, share your information (name, job title, employer’s name and email address) with individuals or organisations you meet in any TASO facilitated meet and greet sessions you attend at TASO Conference. | |
| To gather opinions from you about the TASO Conference so we can improve future events and conferences we hold. | |
| 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 TASO’s activities. | 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 TASO Conference. | 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 from recorded interviews, workshops, or focus groups in which you participate at the TASO Conference, helping us gather insights to inform and shape TASO’s future work and research priorities. | |
| To use any photograph/video taken at TASO Conference, without the expressed written permission of those included within the photograph/video. NOTE: If you do not wish to be in any photograph/video being taken, please make sure you position yourself out of the line of sight of any cameras. | |
| 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 TASO or related third party digital 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). |
6. Sharing your data
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 pre-approved review to ensure comparative technical and organisational measure for keeping the data secure.
- Digital communication and storage platform providers;
- Webform data capture platform provider;
- Individuals or organisations you have given us permission to to share your personal information with;
- Ticket purchasing platform providers;
- If relevant, TASO Conference venue staff; and
- Accommodation and catering service providers.
In certain situations, we may be legally required to disclose or share your personal data with law enforcement agencies, regulatory bodies, or public authorities to prevent or detect crime. We will only disclose your personal data to these third parties when legally required to do so.
We may also share your personal data if we choose to sell, transfer, or merge parts of TASO in the future. Or, we may seek to acquire other comparative organisations or merge with them. During any such process, we may share your data with other relevant parties. We will only do this if they agree to keep your data safe and private.
We will not be transferring your data outside of the United Kingdom.
7. How long we keep your 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 information of you that is not in the public domain we shall delete this information within one month, unless there is a legal or safeguarding reason for us to retain your information.
Where images or videos published by us are in the public domain, or contain other person’s personal information we are obliged to retain, we may not be able to remove or delete your personal data.
If you attend the TASO Conference and do not wish to be identified in any images or videos, it is your responsibility to move out of the camera’s line of sight. TASO reserves the right to retain all captured images, videos, and any associated audio or visual recordings indefinitely.
Where you are no longer interacting with us after a previous engagement–TASO Conference attendance or communications with us–we will delete your personal data during our database reviews conducted every 2 years.
8. How we protect your data
We implement appropriate technical and organisational measures to protect data that we process from unauthorised disclosure, use, alteration or destruction. We will always keep these under review to make sure that the measures we have implemented remain appropriate.
Any personal data is not subject to any automated decision-making.
9. Your rights and options
You have the following rights in respect of your personal data:
- You have the right of access to your personal data and can request copies of it and information about our processing of it.
- If the personal data we hold about you is incorrect or incomplete, you can ask us to rectify or add to it.
- Where we are using your personal data with your consent, you can withdraw your consent at any time.
- Where we are using your personal information because it is in our legitimate interests to do so, you can object to us using it this way.
- Where we are using your personal data for direct marketing, including profiling for direct marketing purposes, you can object to us doing so.
- You can ask us to restrict the use of your personal data if:
- It is not accurate,
- It has been used unlawfully but you do not want us to delete it,
- We do not need it anymore, but you want us to keep it for use in legal claims, or
- if you have already asked us to stop using your data but are waiting to receive confirmation from us as to whether we can comply with your request.
- In some circumstances you can compel us to erase your personal data and request a machine-readable copy of your personal data to transfer to another service provider.
- You have the right not to be subject to a decision based solely on automated processing (including profiling) that produces legal effects concerning you or similarly significantly affects you.
You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request for access is clearly unfounded or excessive. Alternatively, we may refuse to comply with the request in such circumstances.
If you wish to exercise your rights, please contact us at data@taso.org.uk
10. How to complain
You can also lodge a complaint with the Information Commissioner’s Office. They can be contacted using the information provided at:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113
ICO website: https://ico.org.uk/concerns/
11. Changes to this privacy notice
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.
Last modified: February 2025