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Last updated: March 2025
NHS Confederation and NHS England are responsible as joint data controllers for the processing of personal data you provide when you register for our joint NHS ConfedExpo event. We run the NHS ConfedExpo conference in partnership and process personal data in accordance with NHS England’s statutory powers, and for data protection purposes, in the exercise of NHS England’s official authority, and also in accordance with NHS Confederation’s charity registration.
Protecting your privacy is very important to us. So that you can feel in control of your personal information, we want to be clear with you about the information we collect and how it is used.
In order to provide you with our full range of services and benefits, we sometimes need to collect information about you.
Who we are
The NHS Confederation is a charity and membership organisation, which includes NHS Employers, NHS Clinical Commissioners, the Mental Health Network, the Welsh NHS Confederation and Northern Ireland Confederation. We operate a trading subsidiary, The NHS Confederation (Services) Company Limited, together they form the NHS Confederation group. Hereafter, the term NHS Confederation is used to describe all the different elements of the group listed above.
NHS England is an Arms-Length Body that provides national leadership for the NHS. Through our seven integrated regional teams, NHS England supports local integrated care systems (ICS), made up of public services that provide health and care – NHS organisations, primary care professionals, local councils, social care providers and the community, voluntary and social enterprise sector.
The NHS Confederation’s registered office is: 2nd Floor, 18 Smith Square, London, SW1P 3HZ and we are a Registered Charity in England and Wales under number 1090329 and company number 04358614. We are registered on the Information Commissioner's Office and act as the data controller. Our designated Data Protection Lead can be contacted via the following methods:
Tel: 0207 799 6666
Fax: 0844 774 4319
This privacy policy explains how the two organisations use any personal information we collect about you when you register your interest in or register to attend NHS ConfedExpo.
If you interact with NHS Confederation beyond NHS ConfedExpo (e.g. as a member or partner) you may also wish to view their general privacy statement for how your data is processed.
NHS England’s overall privacy statement for activity outside of NHS ConfedExpo can be found here.
What data we collect
The personal data NHS Confederation and NHS England collect for NHS ConfedExpo includes your name, email address, job title, organisation address, land and mobile phone numbers and other contact details you may chose to provide to facilitate your attendance at ConfedExpo.
NHS Confederation may also combine this personal data with other personal data held about you across the NHS Confederation group for example attendance at our events and the different channels you use to interact with us. As such, as part of the services NHS Confederation supplies, they may ask you to participate in consultations, surveys etc. and may keep copies of any communications between you and the NHS Confederation. Please refer to NHS Confederation’s Privacy Statement for further information.
How we use your personal data
NHS Confederation and/or NHS England will process your personal data for several reasons:
- it is necessary in order to deliver NHS ConfedExpo, for example
- registering your place at the event
- sending you communications about the event and supporting logistics
- ensuring the event caters for any specific access requirements
- Managing overall ConfedExpo operations
- you have given us consent. All electronic marketing communications (such as newsletters) include the option to directly unsubscribe or you can email us to ask for your preferences to be updated;
- processing is necessary for our legitimate business interests. We have legitimate business interests in:
- delivering communications
- attracting new NHS Confederation members
- collecting opinions
- alerting you to similar events that we organize, and other services we think you may be interested in. You will be able to opt out of this at anytime
How we communicate with you
We will mainly communicate with you via electronic means such as email and via the event app, as well as in person at the event. However, we find it helpful to have a note of your mobile phone number so that we can contact you during the event with urgent news or changes to the programme.
Professional Photography and filming
There will be a professional photographer and video production taking place during the Event which may be used at a later date for promotional uses around the event and its topics. Delegates who do not want their photograph to be taken or used in this way should notify a member of staff or the photographer onsite. Images and film will be processed in a way that is compliant with UK GDPR and UK Data Protection Act 2018 and in accordance with our privacy statement.
Transfer data outside the EEA
All NHS ConfedExpo data is processed within the EEA. We will ensure that your personal data is processed securely and is protected against unauthorised access, loss or destruction, unlawful processing and any processing which is inconsistent with the purposes set out in this privacy notice.
How long will we keep your data
We will keep your personal data for as long as you continue to be registered with NHS ConfedExpo and for as long as is reasonably necessary afterwards to fulfil any legal requirements and in line with NHS Confederation Privacy Statement and data retention schedule.
How we protect your data
We take the security of your personal information seriously. In order to prevent unauthorised access or disclosure and unlawful or unauthorised processing and accidental loss, destruction or damage, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect. For example, we have adopted internal data protection procedures and trained our staff on them with a view to preventing breaches of security.
We take all reasonable steps to protect any personal information you submit via the website. However, as our website is grouped to the internet, which is inherently insecure, we cannot guarantee the information you supply will not be intercepted while being transmitted over the internet. Accordingly, we have no responsibility or liability for the security of personal information transmitted via our website.
Our website may, from time to time, contain links to third party websites. If you follow a link to any of these websites, please note that these websites will have their own privacy policies and that we do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data to these websites.
Cyber Essentials Plus
NHS Confederation are accredited with the Cyber Essentials Plus certification, a government-backed scheme which ensures our IT infrastructure is protected against common online security threats. We undertake Cyber Essentials audits annually to continue to keep our certification up to date and ensure that our new systems, policies and ways of working have been implemented to comply with the guidelines.
Who we share your personal data with
Neither NHS Confederation nor NHS England will sell your information to any third party.
We may share your information with third parties where we have a legal duty to do so or to provide you with a service you have asked for. We may share your personal data within our group as detailed in “who we are”.
- Delegate list
We will include your personal details (name, job title and organisation) on the delegate list which will be available to other attendees, and Event sponsors. You may opt-out or request your details are not shared at any time by emailing confedexpo@nhsconfed.org. Please detail in your email what consent you are revoking.
- With our event sponsors
This event is being sponsored. You can view all supporter, partner and exhibitor (Supporters) details on our dedicated event website. We make available our registrants' name, job title, and company name to all our Supporters. This is in our and our Supporters' legitimate business interests - it allows us to attract the most appropriate Supporters for the event. You can opt out of this when booking and contacting confedexpo@nhsconfed.org
- Scanning of delegate badges by event organisers.
Delegates will be provided with a delegate badge that will have a barcode on it which can be scanned to capture your personal information such as your name, job title, organisation, email address and telephone number. Your badge will be scanned at the main entrance to the event upon your arrival. This scan of your badge is for analytical and health and safety purposes only and no data is transferred to any other parties.
Your badge will also be scanned on entry to any live conference sessions. Your details, and those of anyone who has pre-registered to attend that live session may be shared with the session sponsors or those facilitating the session. Based on your interests, they may then promote products and services to you directly. If you opt-out of the delegate list when you book these details will not be shared.
- Scanning fo delegate badges by exhibitors
Exhibitors may also request to scan your badge to capture your contact details for their own purposes. Please inform the exhibitor at the time if you do not wish to have your details scanned.
- Via an Event App
A profile will be created for you in the event platform / on the event app which will be visible to other attendees and if you add Supporter sessions to your personal agenda via the event platform / app, or have your badge scanned when entering a theatre at the event, then your personal details will be shared with the Supporter and/or host. Based on your interests the Supporters may promote similar products and services related to your area of interest.
Use of third-party software for meetings
We use LiveBuzz for processing delegate registrations. Delegates also have an opt-in option to use Snoball to engage digitally in the run up, and during, the event.
Your Rights
As an individual you have explicit rights under general data protection regulations:
- The right to be informed
- The right of access
- The right to rectification
- The right to erasure (also known as the ‘right to be forgotten')
- The right to restrict processing
- The right to data portability
- The right to object
- Rights with respect to automated decision-making and profiling
- The right to withdraw your consent to the collection, holding and processing of your personal data at any time.
Accessing your data
We are legally required to act on requests and provide information free of charge with the exception of requests that are manifestly unfounded, excessive or repetitive. If we determine this to be the case we may charge a reasonable fee or refuse to act on the request. We will respond to acknowledge your request and provide the information within one month of receiving your request. Please email your request to us with the subject access request in the subject line.
Lodging a Complaint
If you are not satisfied with our response or believe we are processing your personal information in a way that is not in accordance with the law, please email us at dataprotection@nhsconfed.org. You also have the right to lodge a complaint with the supervisory authority in the UK responsible for the implementation and enforcement data protection law: the Information Commissioner’s Office (the “ICO”). You can contact the ICO via their website - or by calling their helpline – 0303 123 1113.
Changes to The NHS Confederation’s Privacy Statement
Our privacy and cookies policies may be updated from time to time so you may wish to check them each time you submit personal information to us. The date of the most recent revisions will appear on this page. If you do not agree to these changes, please do not continue to use The NHS Confederation’s websites to submit personal information to us.
Data processing section in the booking terms and conditions.