Corporate events privacy notice

This privacy notice is designed to help you understand how and why we process your personal data for corporate events. This notice should be read in conjunction with our corporate privacy notice.

Who are we?

North Yorkshire Council is a ‘data controller’ as defined by Article 4(7) of the UK General Data Protection Regulation (UK GDPR). We frequently hold conferences and other events for internal and external staff.

We have appointed Veritau Ltd to be our data protection officer. Their contact details are:

Information Governance Office


West Offices

Station Rise


North Yorkshire



Tel: 01904 552848

What personal information do we collect?

We will process the following personal information:

  • name
  • corporate email address
  • telephone number. 

In some circumstances, we may also need to collect special category information. We may require certain medical/health information relating to specific needs (such as wheelchair access or dietary requirements).

Photographs and videos may also be taken at events. Where these are of specific individuals, consent will be obtained

Why do we collect your personal information?

We require your name, email address and telephone number so that we can confirm your booking and share relevant information with you in relation to your booking as well as responding to queries/issues with bookings.

We may require certain special category health/medical information to ensure your specific need(s) are met at the relevant corporate event.

Who do we share this information with?

Sometimes we work in conjunction with companies, event providers and other organisations, such as professional organisations in order to provide corporate events, and it may be necessary to share your data with these.

You will be informed about the specific organisations we will share with for each event when you register for the event.

How long do we keep your information for?

Data Held

Retention Period

Delegate lists with contact details

6 months post event, in order for any final communication to occur.

Information related to access needs

Stored for two weeks post event, unless any issues arise.

Information related to dietary needs

Stored for two weeks post event, unless any issues arise. 

Event photographs of individuals

Stored for three years, unless consent is withdrawn.

What is our lawful basis for processing your information?

We rely on the following lawful basis to process your personal data:

  • UK GDPR Article 6 (1) (a) - the data subject has given consent to the processing of his or her personal data for one or more specific purposes - for corporate events, this purpose will be in relation to photographs of an individual
  • UK GDPR Article 6 (1) (e) - processing is necessary for the performance of a task carried out in the public interest (where events are held in relation to our functions)
  • UK GDPR Article 6 (1)(f) – for other event types, processing is necessary for the purposes of the legitimate interests pursued by the controller

With regard to special category data, we will rely on the following lawful basis:

  • UK GDPR Article 9 (2)(a) - the data subject has given explicit consent to the processing of those personal data for one or more specified purposes - we will rely on this lawful basis for the processing of your dietary information

UK GDPR Article 9(2) - processing is necessary for reasons of substantial public interest - processing is in relation to specific needs and meets schedule 1, part 2 of the data protection act 2018 as below:

  • (16) Support for individuals with a particular disability or medical condition

The legislations, policies and guidance that relate to this service includes, but is not limited to:

  • localism act 2011 (for events in relation to our functions)
  • disability discrimination act 1995 (support for individuals with a particular disability or medical condition at any of our events)

For more information about how we use your data, including your privacy rights and the complaints process, please see our corporate privacy notice.