Last updated: 19 March 2025

This privacy notice tells you what to expect us to do with your personal data when you book on and take part in events with the Yorkshire & Humber Climate Commission or the Leeds Climate Commission and provides you with details of who controls that information.

If you have any questions or if anything is unclear you can contact us the Commissions Team at yhclimate.org.uk

The Commissions are hosted by the University of Leeds. Our data protection officer is Rebecca Messenger Clark. You can contact her at dpo@leeds.ac.uk or 0113 2431751.

The university’s data controller registration number provided by the Information Commissioner’s Office is: Z553814X

1.0. How we collect your information 

We get data directly from you when you access our services, or indirectly through a third-party platform who process your data to administer your booking on behalf of the University of Leeds.

When you book on an event you may be asked for your contact details, dietary or access requirements and asked to confirm that you are over the age of 18, so that we can process your booking.

This may be:

  • face to face, for example at an event
  • over the telephone or email
  • via a form on our website
  • direct contact through our social media platforms when enquiring or booking through a third-party agent or platform such as Microsoft Forms.

You may also be invited to subscribe to a newsletter about the Climate Commissions and asked for your name and email address. If you opt-in, you can unsubscribe at any time.

At the event, we may also collect your information in the following ways:

  • through taking electronic notes of your expressed views, experiences etc
  • by transcribing the meeting using Microsoft Teams (online events)
  • by recording the meeting using Microsoft Teams (online events)
  • by taking photography or video recordings (in person events)

 

2.0 What we do with your information

By booking an event online, you consent to the University of Leeds processing your personal data as follows:

  • to communicate with you regarding the specific event for which you registered
  • for our internal reporting purposes
  • as reasonably necessary for the management and organization of the specific event for which you registered i.e. to co-organisers of the event i.e. caterers or other third parties for which you consent to disclose your personal data in connection with the specific event
  • for any other purpose to which you consent in connection with the specific event
  • to share information about and invite you to future Climate Commissions events

Information you supply at the event may be used:

  • For internal planning purposes, eg in project development
  • Within reports and documents (when anonymised)
  • Within reports and documents, attributed, with your consent

 

3.0 Audio and Visual Recording, Live Streaming and Photography

During our events, we may take photographs and/or audio-visual recordings and/or carry out live-streaming. Audio and visual recordings and live streaming are effective media for enhancing the Climate Commissions’ communications activities as well as enhancing the quality of our event participants’ experience. Video recordings and photography may appear on our website and on social media channels. Photographs, videos or recordings will be stored in our assets library and databases. We will never share or sell your data to any third parties to use for their own commercial purposes. Though, we may share your data with companies who provide services to us, such as for printing, web hosting, asset management.

In person events: If you do not wish to be recorded or photographed at an in-person event, please contact the event organiser, details of which are contained in the event invitation, or notify the team at the event check-in desk. We will then make sure that you are not in view of the camera or and you could choose not to speak during the event or ask a question to prevent (or limit) recordings being made. We will also try to edit you out of recordings and photographs where reasonable and use all reasonable measures to ensure that you do not feature in any media.

2.0. Cookies 

Our website uses first-party cookies; which are small text files placed on your device by the websites that you visit.  Find out more about the cookies we use and why in our Cookie Policy Cookie Policy which accompanies our Website Privacy Policy

3.0. Legal basis for processing your personal data 

We process your personal data you provide on booking on the basis of your consent given via the booking form. We process your dietary requirements and access requirements with your consent for the purpose of your booking with us. If you do not want your personal data to be used in the manner described, then you will not be able to access Climate Commission events at the University of Leeds.

Additional personal data you provide during the event is processed under GDPR Article 6 (1)(f) where the processing is necessary for your legitimate interests or the legitimate interests of a third party, unless there is a good reason to protect the individual’s personal data which overrides those legitimate interests.

Audio-visual recordings are processed under GDPR Article 6 (1)(f) where the processing is necessary for your legitimate interests or the legitimate interests of a third party, unless there is a good reason to protect the individual’s personal data which overrides those legitimate interests. We do not need to ask permission to record an event or take photography, either in person or if the event takes place online – except where the use of photography or video could be deemed to put data subjects at greater risk (e.g., when used in medical settings, involving children or vulnerable persons) and/or falls outside of the ordinary running/functions of the University of Leeds. If the latter applies, the University will always obtain the consent of the relevant person (or their parent or guardian where applicable).

3.1. Marketing 

We may invite you to subscribe to our mailing list and offer to send you newsletters or information about other activities that we think may interest you.  Your consent will be required upon sign up and you will be able to opt-out at any time.

4.0. How do we keep this information secure?

The information we hold about you will be stored on University of Leeds secure systems and accessible to university staff administering conferences and events.

Your data will not be transferred outside the EEA. Your data will be accessible only to team members directly involved in administering events.

5.0. Who might we share your data with?

The information that you provide to the Climate Commissions will be stored securely and access will be restricted to those members of staff who need it.

6.0. How long we keep this information 

6.1. Marketing Purposes 

If you have opted in to receive email marketing communications from the Climate Commissions you can unsubscribe at any time.

 7.0. Your data protection rights

You have the right to:

  • withdraw consent at any time where that is the legal basis of our processing;
  • access your personal data that we process;
  • rectify inaccuracies in personal data that we hold about you;
  • be forgotten, that is your details to be removed from systems that we use to process your personal data;
  • restrict the processing in certain ways;
  • obtain a copy of your data in a commonly used electronic form;
  • object to certain processing of your personal data by us.

 

Please see ICO for further information on the above rights.

You may also contact the Climate Commissions team at yhclimate@leeds.ac.uk for further information about how we treat your data.

You have a right to complain to the Information Commissioner’s Office about the way in which we process your personal data. Please see ICO.

Information Commissioner’s Office

Wycliffe House
Water Ln
Wilmslow
SK9 5AF
Telephone: 0303 123 1113