Conferences 2026/7

Privacy Policy

Introduction

This policy explains how we collect, use and protect your personal data when you visit our event box office, register for an event or otherwise provide personal data to us.

We are EGFR+ Lung Cancer UK, Tower Cottage, Steep Marsh, Petersfield GU32 2BP. We are the data controller for the personal data described in this policy.

If you have any questions about this policy or how we use your personal data, please contact us at contact@egfrpositive.org.uk.

Personal data we collect

We collect, process, store and use personal data when you book a ticket or register to attend one of our events.

This may include:

your name
email address
information about your booking and attendance
dietary requirements and food allergies
accessibility requirements
other support requirements you choose to tell us about

We collect information about dietary, accessibility and other support requirements so that we can make appropriate arrangements for you at the event, including catering and accessibility arrangements.

Information about allergies, accessibility or other support requirements may reveal information about your health. UK data protection law treats this as special category personal data. We will only collect and use it with your explicit consent, which we ask for when you book. You do not have to give us this information, but without it we may not be able to make the arrangements you need.

You may also be able to register a loved one or support person to attend with you. If you do this, we may collect their name and any dietary, allergy, accessibility or support requirements that are needed for the event.

If you provide personal data about another person, you should make sure they know that you are providing their information to us and have had the opportunity to read this privacy policy.

Please only provide information that is relevant to your attendance or the attendance of the person accompanying you.

All personal data you provide should be accurate and up to date.

You do not need to provide personal data simply to view our event box office. However, some technical information may be collected automatically when you use it, as described below.

When you contact us by email, post or telephone, we may keep a record of that correspondence.

If you claim travel support, we will ask for the details we need to reimburse you, such as your bank details and proof of travel. We keep records of these payments for as long as required for accounting and audit purposes.

Data we automatically collect

When you visit our event box office, we or organisations providing services on our behalf may automatically collect information about your device and how you use the site.

This may include:

technical information about your device
browser and operating system information
language and time zone settings
IP address or similar online identifiers
information about how you use and navigate the box office

This information may be collected using cookies and similar technologies.

We use this information to operate and improve our event box office, understand how it is being used and support the administration of our events.

Marketing communications

If you choose to receive marketing communications from us, we may use your contact details to send you information including newsletters, surveys, news and information about future events.

We will keep a record of your marketing preferences.

You can stop receiving marketing communications at any time by clicking the unsubscribe link in one of our emails or by contacting us at contact@egfrpositive.org.uk.

Unsubscribing from marketing will not prevent us from contacting you about an event you have registered to attend or other information that is necessary to administer your booking.

Lawful processing of your personal data

We process your personal data where this is necessary to manage your booking and provide the event or related services you have requested.

This may include:

processing your registration
confirming your booking
communicating with you about the event
managing attendance and waiting lists
arranging catering
making accessibility or other support arrangements
answering questions about your booking
dealing with cancellations or changes
administering travel support where applicable

We may also process personal data where this is necessary for our legitimate interests in organising and running our events, providing support to attendees, managing our services, maintaining appropriate records and protecting the charity's interests.

For dietary, allergy, accessibility and other support information, we rely on your explicit consent. You can withdraw your consent at any time by contacting us at contact@egfrpositive.org.uk. If you do, we will delete the information, although this may limit the arrangements we can make for you. Withdrawing consent will not affect anything we did with the information before you withdrew it.

Information about a loved one or support person

Where you register another person to attend with you, we may process their name and information necessary to support their attendance.

We will use this information only for purposes connected with the event unless they separately choose to receive other communications from us.

If you give us dietary, allergy, accessibility or support information about the person attending with you, please only do so with their agreement. We will use it solely to make arrangements for them at the event.

Joining online

Some of our conferences can be joined online. If you join online, your name may be visible to other people attending, and the provider of the online platform will process the technical information needed to connect you.

Sessions may be recorded so that we can share them afterwards. We will tell you at the start if a session is being recorded. If you would prefer not to appear, you can keep your camera off and change your display name.

Photography and filming

We may take photographs or film at our conferences to use on our website, in our newsletter and on social media. We will make this clear on the day. If you would prefer not to be photographed or filmed, please tell a member of the team when you arrive and we will make sure you are not included.

Who do we share your data with?

We may share personal data with organisations that provide services to us where this is necessary to organise or deliver an event.

These may include:

Ticket Tailor or other event registration providers
event venues
caterers
email and communication providers
online meeting and streaming providers
IT providers
professional advisers, including lawyers

Where it is necessary to meet a dietary, accessibility or support requirement, we may share the minimum amount of information necessary with the relevant venue, caterer or other event supplier.

For example, a venue may need to know that wheelchair access is required or a caterer may need to know about a particular food allergy. We do not need to provide them with more information than is necessary for that purpose.

We may also disclose personal data where we are legally required to do so or where this is necessary to protect the rights, property or safety of EGFR+ Lung Cancer UK or another person.

Where we hold and process your personal data

Some organisations that provide services to us may process personal data outside the UK.

Where personal data is transferred internationally, we will ensure that appropriate protections are in place in accordance with UK data protection law.

This may include transferring information to a country covered by UK adequacy regulations or using approved contractual safeguards.

Cookies

A cookie is a small file placed on your device when you visit a website.

Our event box office and the services used to operate it may use cookies and similar technologies to help the site work properly, remember settings and understand how the service is being used.

You can control cookies through your browser settings and, where available, through cookie controls provided on the website.

Some parts of our box office may not work correctly if certain cookies are disabled.

If analytics tools such as Google Analytics are used, they may collect information about how visitors use the box office. Where required, non-essential analytics cookies will only be used in accordance with applicable consent requirements.

Security

We take appropriate technical and organisational measures to protect personal data against unauthorised or unlawful access, use, alteration, disclosure, destruction or accidental loss.

Tickets for our conferences are free, so we do not collect payment information when you book.

No system can provide absolute security, but we take reasonable steps to protect the information entrusted to us.

Your rights

Depending on the circumstances, you may have the right to:

ask for a copy of the personal data we hold about you
ask us to correct inaccurate or incomplete information
ask us to delete personal data
ask us to restrict the way we use your personal data
object to certain types of processing
ask for certain information to be transferred to you or another organisation
withdraw consent where we rely on consent

These rights do not apply in exactly the same way in every situation and some are subject to legal exemptions.

To exercise your rights, please contact contact@egfrpositive.org.uk.

If you are unhappy with how we handle your personal data, please contact us first so that we have an opportunity to address your concerns.

You also have the right to complain to the Information Commissioner's Office (ICO), the UK's data protection regulator.

www.ico.org.uk

Links to other websites

Our event box office may contain links to websites operated by other organisations.

If you follow a link to another website, that organisation will be responsible for how it handles your personal data. You should read its privacy information before providing personal information.

Retention

We will not keep personal data for longer than we need it for the purpose for which it was collected.

Information relating to an event booking may normally be retained for up to six months after the event or our last relevant contact with you, unless we have a legal, financial or regulatory reason to retain particular records for longer.

Information about dietary requirements, allergies, accessibility needs and other support requirements will only be retained for as long as reasonably necessary to organise and administer the relevant event and any immediate follow-up. We will then delete or anonymise it unless there is a specific reason why it needs to be retained.

Where you have agreed to receive marketing communications, we may retain the contact information needed for this purpose until you unsubscribe.

Data minimisation

We aim to collect only the information we reasonably need to organise and deliver our events.

In particular, when we ask about dietary, accessibility or support needs, you do not need to provide detailed medical information. Please tell us only what we need to know to make the appropriate arrangements for you.

Changes to this policy

We may update this privacy policy from time to time, for example if the way we organise events or use personal data changes.

Where a change materially affects how we use information already collected, we will provide appropriate information about the change before beginning the new processing.