ARA 2027 Privacy Notice
We are committed to protecting the personal data you provide for your ARA 2027 Conference registration. The following statements describe what we are doing with your data and how long we store it, so that you are fully informed before submitting your personal information for your registration.
Joint Data Controllers
Opening Doors & Venues Ltd
ARAconference@opening-doors.org.uk
+44 (0) 1562 731788
Archives & Records Association
ara@archives.org.uk
+44 (0) 1823 327 077
Nominated Data Protection Officer
Rose Padmore
Opening Doors & Venues Ltd for and on behalf of ARA
ARAconference@opening-doors.org.uk
+44 (0) 1562 731788
Why are we processing your personal data?
We ask for your personal data to facilitate your conference registration and subsequent attendance, in-person or virtually, and to keep you informed of conference updates and activities.
Contact details - including name, email address, organisation, role, and billing address - will be stored as “incomplete data” if you enter your email address in this form and proceed to at least one other page without submitting your registration. This incomplete data is used to help recover your registration attempt. Organisers may contact you by email to remind or assist you in completing your registration. You can request the deletion of your incomplete data from the system at any time by emailing the Data Controllers.
Other third parties that will have access to your personal data
Registration for the ARA 2027 Conference will mean that your data will be shared with representatives of the ARA Committees. Relevant data will also be shared with venues and catering provides as well as badge printers to enable your event attendance.
We utilise a few third party suppliers who provide systems for us to safely store and process your data. They can see your data from the backend, but this is only accessed when support services are required. All our 3rd party suppliers are subject to a thorough due diligence process, and have contractual clauses in place protecting your data, before we start to use them.
How long will we store your personal data?
Your personal data will be retained by the organisers for as long as it is necessary to provide the relevant service, but no longer than two years. Your data will be retained by ARA for a total of seven years. Please consult the internal ARA Privacy Policy here.
Your right to enquire about your personal data
You retain the right to access, amend or remove your personal data at any time. Please contact us at ARAconference@opening-doors.org.uk with any requests.
Request to withdraw consent
By withdrawing your consent your conference registration will not be completed or processed and your subsequent attendance cancelled.
Future Conference Updates
Based on your interest in this event, we may contact you by email with information about future editions of this conference and closely related events. You can opt out at any time by emailing the organisers.
Attendee App Visibility
Why We Ask You to Opt In or Opt Out of Attendee App Visibility
We are committed to protecting the privacy of the personal data that you provide for this event registration. This includes your visibility in the Attendee App. You are able to change your selection at any time in the Attendee App.
Personal Data Visible in the Attendee App
During the run-up to the conference, you can choose to have your personal details shared with other attendees. This includes your photo, name, position, organisation, county and country. If you choose to withdraw this data, you will still be able to use the attendee app; however, your details will not be shown in the attendee search.