Event Privacy Notice

MyPlus Consulting Ltd is committed to protecting and respecting your privacy. This Privacy Notice explains how we collect, use, specify, and look after your personal data when you register for and attend our events (both live and virtual), and tells you about your privacy rights.

1. Important Information and Who We Are

We are the Data Controller responsible for your personal data. If you have any questions about this privacy notice or our data practices, please contact us at:

  • Email address: info@myplusconsulting.com

  • Postal address: MyPlus, 48 York Road, Windsor, Berkshire SL4 3NY

 

2. The Data We Collect About You

We may collect, use, store, and transfer different kinds of personal data about you, including:

  • Identity Data: First name, last name, job title, and organisation.

  • Contact Data: Email address and telephone number.

  • Technical Data: IP addresses, login data, browser type, and time zone settings (captured when registering via Zoom).

  • Media Data: Video recordings, audio recordings, and chat transcripts (from virtual events); photographs and video footage (from live events).

  • Special Category Data: Dietary requirements or disability related requests.

 

3. How We Use Your Personal Data & Lawful Basis

We will only use your personal data when the law allows us to. Most commonly, we use it under the following legal bases:

  • Performance of a Contract: To process your registration, issue tickets, and facilitate your attendance at the specific event you registered for.

  • Legitimate Interests: To send you automated event updates, practical reminders, and future event invitations that are directly relevant to your professional role. You can opt out of these communications at any time.

  • Consent: For close-up photography where you are the primary subject, when you provide health/dietary data, or when choosing to share your data with optional third-party partners.

 

4. Virtual Events (Zoom) & International Data Transfers

We use Zoom Video Communications, Inc. as our third-party data processor to host virtual events and manage registrations.

  • Data Transfers: Because Zoom is a US-based provider, your registration data, IP address, and media feed will be transferred to and processed in the United States. This transfer is protected by appropriate legal safeguards, including Standard Contractual Clauses (SCCs).

  • Cloud Recording Policy: Virtual sessions may be recorded for on-demand playback. To protect your privacy, all cloud recordings are downloaded to our secure internal servers immediately following the event and permanently deleted from Zoom’s cloud servers.

  • Your Controls: You can choose to turn off your camera, mute your microphone, or use a pseudonym in your Zoom display name if you do not wish to be captured in the recording.

 

5. Marketing Databases & System Integration (Spotler / MyPlus)

When you register for an event, your registration details will be securely transferred to our internal marketing database, MyPlus (powered by Spotler).

  • We use Spotler as a secure data processor to send you vital pre-event confirmations, reminders, and links.

  • Your data will also be added to our professional invite list within the MyPlus database so we can alert you to future regular events that match your professional role and interests.

  • Every communication sent via Spotler includes a clear, immediate link to unsubscribe or update your preferences.

 

6. MyPlus Students’ Club Events & Website Registrations

For specific MyPlus Students’ Club events, registration is handled directly through the official Students Club website.

  • Data Flow: When you fill out a registration form, your details are processed through the backend of the Students Club website and temporarily linked to a secure Google Sheet to consolidate the attendee list.

  • Data Migration: This data is then manually imported by our team into our main MyPlus database (Spotler) so we can manage your attendance and send you event reminders.

  • Data Minimisation & Deletion: To protect your information, your data is completely and permanently deleted from both the website's backend and the linked Google Sheet immediately following this transfer. It is not stored long-term on the website infrastructure.

 

7. Joint Events & Sharing with Third Parties

Sometimes we co-host or run events in partnership with trusted third-party organisations.

  • Data Sharing: For these specific events, your registration details may be shared with the co-hosting third party for their own professional use.

  • Your Control (Opt-Out): We will always provide a clear, explicit checkbox on the registration page giving you the choice to opt out of this sharing. If you select this option, your data will be kept strictly internal to our organisation and will not be shared with the third party.

 

8. Live Events (Photography & Videography)

We may have official photographers or videographers at our physical events.

  • Broad crowd shots and background filming are processed under our Legitimate Interests to highlight our events.

  • If you do not wish to be photographed or filmed, please notify our staff at the registration desk upon arrival, who will notify the photographer.

 

9. Data Retention: How Long We Keep Your Data

We operate a role-based retention policy. Because we run regular events tailored to specific professional fields, we will retain your contact and professional data within our systems (including the MyPlus database) for as long as you remain in your active professional role, provided you remain engaged with our communications.

We conduct regular data audits every 24 months. If you change roles, leave your organisation, or stop interacting with our event invitations during this review period, your data will be securely deleted or permanently anonymised.

 

10. Your Legal Rights

Under data protection laws, you have rights including the right to request access to, correction of, or erasure of your personal data, as well as the right to object to or restrict its processing. You also have the right to withdraw consent at any time.

To exercise any of these rights, please contact us at info@myplusconsulting.com. You also have the right to make a complaint at any time to the Information Commissioner's Office (ICO) (www.ico.org.uk).