Who are we?

The GHGT Conference Series is organised by the IEA Greenhouse Gas R&D Programme (IEAGHG), which is a trading name of IEA Environmental Projects Limited (company number: 02168685), which is also referred to as “us”, “our”, or “we” in this policy.

Scope of this policy.

This policy covers the use of our website and other systems that process personally identifiable information. This policy is not exhaustive as there are some processes, such as becoming a GHGT sponsor or delegate, which are not fully covered by this policy. Details can be made available if and when they apply.

Visitors to our website

We may collect the following information either on our website or in secure event management, marketing, and document management platforms:

• Information about how you use our website and the actions you take on it.
• Contact information such as your name, title, address, email address, phone number, organisation, etc.
• Profiling information such as your preferences and interests.
• Financial information of any payments made to us by you.
• Preference information, such as how you would like us to contact you.
• Any other information that you submit to us via form submissions or email.

Cookies

For information about the cookies on this website and how we use them, please view our cookies policy.

What do we do with the information we gather?

We need to process your data to facilitate requests you make to us, to provide you and other users with a better service, and also, but not limited to:

• Internal record keeping.
• We may use the information to improve our communications, services, events, and promotions.
• We may periodically send updates, promotional emails, news, or other information which we think you may find interesting using the contact information which you have provided, in line with the consent that is given at the point of subscription
• We may contact you by email, phone, mail, SMS, or other forms of digital communication such as push notifications. We may use the information to tailor our communications according to your interests.
• We will not share your data with other organisations unless we outsource some of our processes to trusted parties (third-party providers).
• We will never sell your data to any other organisation.
• Processing financial transactions and event registrations.

Our legal basis for processing your personal data

• Email, phone and SMS communications – Consent. We will only send you marketing emails and updates if you have given us your express consent to do so. There are some exceptions, for example, if we need to contact you in the course of routine business communications, or if some other contractual or legitimate business interest applies.
• Event registration – Consent. By registering for the GHGT conference, you agree for us to process your data as necessary to complete your registration. There may also be additional terms and conditions made available at the point of registration.
• Exhibitors and Sponsors – Contractual. Additional terms and conditions apply. Please see our Sponsor Terms and Conditions and our Exhibitor Terms and Conditions policies.
• Photographs, filming and sound recording – Consent –  Delegates at our events consent to being photographed, filmed and sound recorded as an audience attending the Event, without payment, and to their image being used in any and all media, for any purpose at any time throughout the world, by us, the promoters of the Event, and our authorised partners. We shall own the copyright in all such recordings. If you attend the Event with a child under the age of 18, you give us your express consent on their behalf. Should you wish to retract or refuse consent for “being photographed, filmed, and sound recorded”, then please contact us, and we will make sure that any relevant photographs taken and published are removed from their location of publication.
• Financial transactions – Legal obligation. If any financial transactions are made between you and us, then we have a legal obligation to keep accurate records for accounting purposes.
• Data protection obligations – Legal obligation. Under the GDPR and UK Data Protection Regulations, we have an obligation to ensure that the data we retain about you is up to date, and we may contact you from time to time to check that your data is correct.

Consent for your personal data

By consenting to this privacy notice, you permit us to process your personal data for the purposes identified. You may withdraw consent at any time by exercising your Right to Restrict Processing. Please contact us by sending an email with your request to events@ieaghg.org. We will comply with your request within one month of receipt and ensure that the processing activities that relied on your previously given consent will be stopped.

Your rights as an individual

At any point while we are in possession of, or are processing your personal data, you, the data subject, have the following rights:

• Right of access – you have the right to request a copy of the information that we hold about you.
• Right of rectification – you have a right to correct data that we hold about you that is inaccurate or incomplete.
• Right to be forgotten – in certain circumstances, you can ask for the data we hold about you to be erased from our records.
• Right to restriction of processing – where certain conditions apply to have a right to restrict the processing.
• Right of portability – you have the right to have the data we hold about you transferred to another organisation.
• Right to object – you have the right to object to certain types of processing, such as direct marketing.
• Right to object to automated processing, including profiling – you also have the right to be subject to the legal effects of automated processing or profiling.
• Right to judicial review – if we refuse your request under rights of access, we will provide you with a reason as to why. You have the right to complain as outlined below

Complaints or queries

We strive to meet the highest standards when collecting and using personal information. For this reason, we take any complaints we receive about this very seriously. We encourage people to bring it to our attention if they think that our collection or use of information is unfair, misleading or inappropriate. We would also welcome any suggestions for improving our procedures. This privacy notice was drafted with brevity and clarity in mind. It does not provide an exhaustive detail of all aspects of our collection and use of personal information. However, we are happy to provide any additional information or explanation needed. Any requests or complaints on how we handle personal data should be sent to events@ieaghg.org.

Access to personal information

We try to be as open as reasonably possible in terms of giving users access to their personal information. Individuals can find out if we hold any personal information by making a ‘subject access request’ under the GDPR. If we do hold information about you, we will:

• give you a description of what data we hold;
• tell you why we are holding it;
• tell you who it could be disclosed to;
• let you have a copy of the information in an intelligible form.

To make a request to us for any personal information we may hold, you need to put the request in writing to events@ieaghg.org.

If you agree, we will try to deal with your request informally, for example, by providing you with the specific information you need over the telephone or by email.

If we do hold information about you, you can ask us to correct any mistakes by contacting us by email.

Under the GDPR and the UK Data Protection Act, you also have the right to erasure. This means that if you would like us to delete any or all of the data we hold about you, we are happy to do so as long as there is no overriding legal obligation. Simply put in your request to us by email.

Before we can fulfil any of the requests outlined in this section, we will need you to provide sufficient evidence of your identity. Full instructions will be provided upon request.

Links to other websites

This privacy notice does not cover the links within this site linking to other websites. We are not responsible for any of the content on external sites. We encourage you to read the privacy statements on the other websites you visit.

Changes to this privacy notice

This privacy notice is subject to change. Please check back to ensure you stay updated on how we use your data.

How to contact us

If you want to request information about our privacy policy, you can email us at events@ieaghg.org.