Privacy Notice for Events

Published On: 11th February 2022

The Royal Academy of Science International Trust (RASIT) runs various events, seminars, and conferences to update, educate and provoke discussion amongst its members, partners, potential partners, and other bodies (“Events”). This privacy notice provides you with information about how RASIT uses your personal data when you register for and attend an Event run by RASIT.

How does this privacy notice relate to other privacy notices?

This privacy notice explains how we use your personal data in relation to your interest in, or attendance at, an Event run by RASIT. It supplements our Privacy Notice on our website:,

Registering for an Event

If you wish to attend one of our Events, RSVP by responding to us using the contact details provided on the Event invite.

What personal data will be processed?

If you register with an Event App and consent to share your information with us, RASIT will receive the following information:

your first and last name, email, and any company and/or organization information you’ve chosen to include in your Event App profile.

the sessions you’ve added to your personalized schedule.

the points of interest (speakers, vendors, etc.) you’ve added to your to-do list.

your general usage metrics (time in the guide, how many times you opened the guide, etc.)

If you choose not to share your information but sign-in to an Event App account when accessing the guide, RASIT will see your first and last name, email, and any company and/or organization information you’ve chosen to include in your Event App profile. Usage details will not be shared with RASIT. 

If you register for an Event with RASIT directly, the information you provide us will include:

your title and role, name, and full postal, email address and or telephone number.

RASIT may record the Event which will be used to organize our services and to promote future events. RASIT will therefore process your image. You will be notified if we intend to record an event, for example, in the invitation to the Event.  If you do not wish to be filmed during the Event, please contact us.

Records of communications sent to you by RASIT or that we receive from you in relation to an event you will attend/have attended.

What is the purpose of processing?

RASIT will process your personal data for the following purposes:

To provide you with information about the event(s) for which you have registered, such as event updates, and possible changes, cancellation or similar information;

For general administration and organization of our events, for example to contact you with information about an event or conference that you’re participating at, or attending as we need to use your details for planning and logistics, to provide you services in relation to the event, and general administration of your attendance at the event.

To fulfill and monitor our legal responsibilities, for example, under public safety legislation;

In accordance with your preferences, to communicate with you about other events, news, and services we provide (for example online webinars);

To ask you for your feedback or review after an Event you have attended;

To assess the activity of our attendees at our Events.

To record the Event which will be used to market our programs and to promote future events on our website, social media channels and in marketing materials. You will be notified if we intend to record an event, for example, in the invitation to the Event.

To improve our services, partner relationships, and experiences; and

To plan better future events and attendee experience.

What is the legal basis of the processing?

We will only use your personal data when the law allows us to. Most commonly, we will use your personal data where we need to comply with a legal obligation.

Who will your personal data be shared with?

Within RASIT, your personal data is shared only with those departments and staff who need access for the processing purposes set out above.

The information shared will only be used to provide the service required and will not be retained by any external organizations after the Event is concluded.

How long is your personal data kept?

We will only retain your personal data for as long as reasonably necessary to fulfill the purposes we collected it for, including for the purposes of satisfying any legal, regulatory or reporting requirements. 

Please refer to our Privacy Notice for further information.

If you consent to stay in touch with us, or subscribe to our newsletter, essential information to communicate with you will be kept until you withdraw your consent or unsubscribe to specific communication as explained in our Privacy Notice.

Third Party Apps

RASIT works with third-party event app providers and video conferencing platforms such as Zoom, allowing you to view details of the Event, download guides, book sessions, browse maps, schedules and more for our Events. Please note that third-party apps or services are not owned or managed by RASIT. Please refer to the relevant App’s and Platform’s Terms and Conditions and Privacy Policy before downloading the app and/or using the Service or Platform. RASIT does not accept any responsibility or liability for third party policies or your use of a third-party app, platform or service.

For further details, please see:

Zoom Privacy & Legal Policies

Your rights in relation to your data

Details about your rights are set out in our Privacy Notice.

Our Privacy Notice also explains how to ask any questions you may have about how your personal data is used, exercise any of your rights or complain about the way your data is being handled.


Questions, comments and requests regarding this privacy notice are welcomed and should be addressed to our email:

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