About this notice

This Practice Group Conference Privacy Notice explains how and why your personal data is processed by Eversheds Sutherland (International) LLP (“we”, “us”, “our”) in connection with the management, administration and delivery of our Practice Group Conference.

We are a controller in relation to our use of your personal data processed in connection with the management, administration and delivery of our Practice Group Conference. This is a legal term – it means that we make decisions about how and why we use your personal data and, because of this, we are responsible for making sure it is used in accordance with applicable data protection laws.

In this notice, when we talk about personal data we mean any information that relates to an identifiable natural person – in this case, you.

You should read this notice and our staff privacy notice which can be found here, so you know what personal data we collect about you, what we do with it and how you can exercise your rights in connection with it. You should also read any other privacy notices that we give you, that might apply to our use of your personal data in specific circumstances from time to time. If you have any questions about this notice, please contact datagovernance@eversheds-sutherland.com.

What types of personal data do we collect and where do we get it from?

We will collect personal data in connection with the management, administration and delivery of the  Practice Group Conference, including your name, position, contact details, office location, hotel requirements, travel requirements, dietary and access requirements (which may reveal information about your health and/or religious or philosophical beliefs). We may also collect information about your religious beliefs.

At the Practice Group Conference we will also take photographs and film footage.

We will collect personal data from you, and may also collect it from publicly available sources and from the Eversheds Sutherland network of law firms.  Click here for a list of the Eversheds Sutherland operating entities.

What do we do with your personal data, and why?

We use your personal data for a number of difference purposes.

We must always have a “lawful basis” (i.e. a reason, prescribed by law) for processing your personal data. The table below sets out the purposes for which we process the different categories of your personal data and the corresponding lawful basis for that processing. For some processing activities, we consider that more than one lawful basis may be relevant – depending on the circumstances.

We may also process certain special categories of personal data relating to you (such as details relating to your religious, dietary and access requirements which may reveal information about your health and/or religious or philosophical beliefs), which require a higher standard of protection under applicable laws. For these special categories of personal data, different lawful bases apply.

Please refer to our staff privacy notice for full details of what we do with your personal data and why.

Who do we share your personal data with, and why?

Sometimes we share your personal data with third parties where permitted by law, including the following:

• other companies in or branches or offices of the Eversheds Sutherland network of firms;
• courts and other judicial or official bodies, where we are asked to respond to an order or other binding requests;
• regulatory bodies and law enforcement agencies, where necessary for any investigations or to respond to enquiries in relation to our compliance with applicable law or regulations or in connection with criminal investigations, or where otherwise permitted or required by applicable law; and
• other third parties in connection with our legitimate business activities.

These organisations may use your personal data as a separate controller – they will have their own privacy notices which you should read, and they have their own responsibilities to comply with applicable data protection laws.

We also ask third party service providers to carry out certain business functions for us, on our behalf, as processors. Some of your personal data will be shared with other third parties who are assisting us with the organisation and management of this event.

For example, the Practice Group Conference website and registration form is hosted by Tyler Events Ltd., which is organising the Practice Group Conference on our behalf.

We will have in place an agreement with our service providers which will restrict how they are able to process your personal data and impose appropriate security standards on them.

Please refer to our staff privacy notice for further information.

Further Information

Please refer to our staff privacy notice for further information on:

• where you personal information is transferred to;
• how we keep your personal data secure;
• how long we keep your personal data for; and
• your privacy rights and how you can exercise them.