UKAEA Indico Privacy Policy

Personal data that is processed

Personal Data	Purpose	Basis	Source
Your Name and Title, Affiliation	[User] To identify you; Allowing others to find you on Indico; Pre-filling your information in events at which you register; Allowing event managers to contact you and to generate booklets, badges and timetables	Legitimate interest of UKAEA	User or UKAEA Account, LDAP, or Active Directory Services
Your e-mail address	[User] To identify you as an Indico user, to provide you with the service, for technical support and troubleshooting, to communicate with you, to send you e-mail notifications; Allowing others to find you on Indico; Pre-filling your information in events at which you register; Allowing event managers to contact you and to generate booklets, badges and timetables	Legitimate interest of UKAEA	User or UKAEA Account, LDAP, or Active Directory Services
Your user preferences (language, time zone, preferred display and navigation settings) and favourite categories and users	[User] Improving your experience while using Indico, adapting the interface to your preferences	Legitimate interest of UKAEA	User
Which events you are involved in, in which categories, and your role in them	[Event] Allowing you to access protected contents and to manage access rights in Indico	Legitimate interest of UKAEA	User and/or event organizers and/or category managers
Which categories you manage	[User] Access Control, allowing others to contact you so that you grant permissions to them	Legitimate interest of UKAEA	Access privileges granted by another manager or an administrator
Any actions you perform while managing an event (creating/removing/editing content, mails sent through Indico, etc...) and timestamp	[Event] To enable event managers to investigate possible problems, to provide technical support and troubleshooting by the Indico Service	Legitimate interest of UKAEA	Automatically detected from your interactions with the system
Your IP address, visited URLs and corresponding timestamp	Debugging of the Indico application, Security Auditing	Legitimate interest of UKAEA	Automatically detected from your interactions with the system

*Legitimate interest of UKAEA: In the legitimate interests of UKAEA supporting the professional activities of the individual or their security and safety.

Personal data that is stored

Personal Data	Retention Period	Purpose
All data above labelled [User]	Lifetime of your Indico account	To provide you with the Indico service
All data above labelled [Event]	Until the event is deleted or the retention period of registration data, selected by event organisers, expires.	To provide you with the Indico service
Your IP address, visited URLs and corresponding timestamp	30 days after the timestamp	Debugging, Security Auditing and Security incident investigation and response

Indico Service Administrators can be contacted to either:

• anonymise and unlink user account data on request,

• delete user account information and associated materials

Event Organisers can be contacted separately to remove registrations and data according to the events privacy policy

Who has access to the data

Personal Data	Who	Purpose
All data above	Indico Service Providers	To provide you with the Indico service, Debugging, Security Auditing and Security incident investigation and response, technical support and troubleshooting
Your Name if you are a category manager	All UKAEA users with access to the category you manage	Provision of transparency about the responsibilities for a category, allowing others to contact you in order to ask for privileges
Your e-mail address, Your Name, which events you are involved in, in which categories, and your role in them	Indico or UKAEA Users who can access/manage the same events as you	Provision of transparency about the responsibilities for an event
Your Name and Title, Affiliation, Your e-mail address	All users holding an Indico account	To allow other Indico users to find you, for example to mention you as a participant in an event

This Privacy Policy describes how UKAEA ("we", "us", or "our") collects, uses, and protects personal information collected through the UKAEA’s Indico instance ("Service").

1.1 Personal Information: When you use the Service, we may collect personal information that you provide voluntarily, such as your name, email address, affiliation, and other contact details.

1.2 Event Information: We may also collect information related to events you create or register for, including event titles, dates, locations, and any additional details provided.

1.3 Usage Data: We may collect usage data automatically when you access or use the Service, including your IP address, browser type, operating system, and other technical information.

2.1 Service Provision: We use the information collected to provide, maintain, and improve the Service, including facilitating event registration, managing event details, and providing support.

2.2 Communication: We may use your contact information to communicate with you about events, updates, promotions, and other relevant information related to the Service.

2.3 Analytics: We may use usage data for analytics purposes to understand how users interact with the Service, diagnose technical issues, and improve user experience.

3.1 Third-Party Service Providers: We may share personal information with third-party service providers who assist us in operating the Service, such as hosting providers, payment processors, and analytics services.

3.2 Legal Compliance: We may disclose personal information when required by law or in response to valid legal requests, such as court orders or subpoenas.

4.1 Retention Period: We retain personal information for as long as necessary to fulfil the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law.

5.1 Security Measures: We implement appropriate technical and organizational measures to protect personal information against unauthorized access, disclosure, alteration, or destruction.

6.1 Access, Correction, and Deletion: You have the right to access, correct, or update your personal information at any time. Additionally, you have the right to request the deletion of your personal information where permitted by law. You may exercise these rights by accessing your account settings, contacting us directly, or submitting a deletion request through the designated channels.

6.2 Opt-Out: You may opt out of receiving promotional communications from us by following the unsubscribe instructions provided in such communications or by contacting us directly.

7.1 Age Limitation: The Service is not intended for use by individuals under the age of 13. We do not knowingly collect personal information from children under the age of 13 without parental consent.

8.1 Updates: We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. We will notify you of any material changes by posting the updated Privacy Policy on the Service.

9.1 Questions: If you have any questions about this Privacy Policy or our privacy practices, please contact us at help@indico.ukaea.uk