Virtual events privacy notice

Information you need to know

Liverpool John Moores University uses Microsoft Teams to deliver virtual events as part of its student recruitment and admissions activities. See further information on the institution.

Liverpool John Moores University is the Data Controller.

Our Data Protection Officer can be contacted at DPO@ljmu.ac.uk.

This privacy notice explains how we use your personal information and your rights regarding that information.

For information about how the wider university uses personal data, please see the Privacy notice section of our website.

Information we are collecting

We collect your name and contact details, such as your email address, when you register for or attend a virtual event.

When you join a Microsoft Teams session, limited technical information may also be processed. This can include:

  • your display name
  • your email address
  • any information you choose to share during the session, such as:
    • through the chat function
    • asking questions

If you choose to turn on your camera or microphone, your image and voice may be visible to other participants.

Source of the personal data

We collect personal data directly from you when you register for an event or join a virtual session.

Some information is also generated automatically by Microsoft Teams when you participate in an online event.

Why we are collecting your data and the legal basis for this

We process personal data in accordance with the principles of the GDPR and only where there is a valid lawful basis to do so.

We collect and use your personal data to:

  • organise and deliver virtual events
  • manage attendance and participation
  • respond to questions raised during events
  • evaluate and improve our events and future recruitment activity

Following your registration or attendance, we may also contact you with information about similar events or relevant courses and opportunities. You will always have the option to unsubscribe from these communications at any time.

Personal data is processed under Article 6(1)(e) of the UK GDPR, as this is necessary for the performance of a task carried out in the public interest.

Who has access to this data

Access to your personal data within LJMU is limited to staff involved in organising and delivering virtual events.

Your information may also be processed by Microsoft, which provides the Teams platform used to host these sessions.

If you participate in a live session, other attendees may be able to see your display name and any messages or questions you post in the chat.

We recommend that you do not share personal or sensitive information in the chat function. If you have a query relating to your personal circumstances, please contact us directly at courses@ljmu.ac.uk.

How the university protects your data

We are committed to protecting your personal data in accordance with data protection legislation and the university’s information security and data protection policies.

We use approved systems, including Microsoft Teams, which are subject to contractual and security controls. Access to personal data is restricted to authorised staff.

How long the university keeps your data

Personal data collected for virtual events will only be retained for as long as necessary to deliver the event, carry out follow-up activity, and manage related communications.

Where events are recorded for reuse or training purposes, recordings may be retained for a defined period in line with the university’s records management processes.

Your rights

As a data subject, you have a number of rights. You can:

  • access and obtain a copy of your data on request - this could be in a portable electronic format
  • request that the university changes incorrect or incomplete data if you think that it is inaccurate or out of date
  • request that the university delete or stop processing your data, for example where the data is no longer necessary or legally required for the purposes of processing

If your personal data has been provided by consent, you have a right to withdraw that consent at any time.

If you would like to exercise any of these rights, please contact the Data Protection Officer at DPO@ljmu.ac.uk.

If you do not provide data

We need to collect basic personal data to enable you to register for and participate in virtual events.

If you do not provide this information, you may not be able to join the session or receive event details.

Transfers of data outside the UK

We normally keep your personal data within the UK. In some cases, however, we may need to transfer it to another country - for example, to deliver a contract with you or to work with a partner organisation such as a university based overseas.

Whenever this happens, we make sure your information stays protected. This could be through a UK “adequacy regulation” (which confirms that the other country’s data protection laws are up to UK standards) or by putting strong safeguards in place.

These safeguards might include:

  • model contractual clauses
  • formal data sharing or processing agreements
  • binding corporate rules

In short, even if your data travels abroad, it will continue to be treated with the same care and respect as it would under UK law.

Automated decision-making

We do not use computers to make decisions about you based solely on your personal data. Any decisions that affect you will always be made by a human, ensuring that you are treated fairly.

How to complain to the university

You have a right to complain to the university if you think it has not properly responded to your request for personal information or feel it has not handled your personal data responsibly.

If you are not satisfied with how your request for information or how your personal data has been handled, you should set out your complaint in writing to:

Maria Burquest
University Secretary and General Counsel
Legal and Governance Services
2nd Floor Exchange Station
Tithebarn Street
Liverpool
L2 2QP

or by email via DPO@ljmu.ac.uk.

How to complain to the Information Commissioner’s Office

You have the right to complain to The Information Commissioner if you believe that our processing of your personal data does not meet our data protection obligations. The Information Commissioner can be contacted using the following details:

  • Post: Information Commissioners Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK95AF.
  • Telephone: 0303 123 1113.
  • Email: contact can be made by accessing the ICO website.