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Privacy Policy East of England IG Forum

1. Who is collecting your data? 

Data Privacy Simplfied on behalf of the NHS East of England IG Forum organisers who are the data controllers for this event. We are collecting your information via Microsoft Forms. 

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2. Why are we collecting your data? 

We collect your personal information to: 

  • Confirm your attendance at the event 

  • Arrange appropriate catering (if dietary requirements are provided) 

  • Print your details on lanyards 

  • Communicate with you about event logistics 

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3. Lawful basis for processing 

  • Lawful Basis: Contract (Article 6(1)(b)) – processing is necessary for the performance of a contract or to take steps at the request of the data subject prior to entering into a contract. 

  • Dietary requirements may include health or religious information and are considered special category data under UK GDPR. You are not required to provide this, but if you do, you are giving us explicit consent to use that information solely to make catering arrangements for this event. If no information is provided, we will assume no special requirements. 

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4. Who will we share your data with? 

We may share limited information with: 

  • The venue (for access, dietary, or security purposes) 

  • A catering provider (if you indicate dietary needs) 

  • A printing service (to produce name badges/lanyards) 

All third parties will only receive the minimum information necessary and are required to handle it securely and confidentially. 

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5. Data storage and retention 

  • Your data will be stored securely using Microsoft Forms (Office 365), which is hosted in compliance with UK data protection standards. 

  • We will delete your personal data within 4 weeks of the event ending. 

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6. Your rights under UK GDPR 

You have the right to: 

  • Access your data 

  • Correct or update your data 

  • Withdraw consent at any time 

  • Request deletion of your data 

  • Object to or restrict processing 

To exercise your rights, please contact us using the details below. 

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7. Contact information 

For any data protection queries or to exercise your rights, please contact: 

tania@dataprivacysimplified.co.uk 

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