Code of Conduct

Our events are friendly events where everyone should feel welcome, safe and comfortable to share ideas and engage in open discussion without the threat of intimidation or public humiliation. Please be respectful in person and on social media towards other delegates, speakers, organisers and staff.

We are committed to providing a harassment-free and inclusive event experience for everyone, regardless of gender, gender identity and expression, sexual orientation, disability, physical appearance, body size, race, or religion. We do not tolerate harassment of event participants, speakers or staff in any form.

Sexual language and imagery are not appropriate for any event venue, including talks. Event participants who violate these rules may be expelled from the event (without a refund) at the discretion of the organisers. Harassment includes but is not limited to: offensive verbal comments, sexual images in public spaces, deliberate intimidation, stalking, following, harassing photography or recording, sustained disruption of talks or other events, inappropriate physical contact, and unwelcome sexual attention. Participants asked to stop any harassing behaviour are expected to comply immediately. These policies apply in every space at the venue related to event activity, and to all participants in every role.

If you are being harassed, notice that someone else is being harassed, or have any other concerns, please contact a member of event staff immediately. They can be identified by their t-shirts. We will be happy to assist those experiencing harassment to feel safe for the duration of the event, for example by providing escorts or contacting police should this be required.

We expect participants to follow these rules at all venues and event-related social events.

We have lovely delegates and trust that this code of conduct mirrors the views of the majority of our participants.

Terms and Conditions

Transferring your place

We’ll happily transfer your place to a lucky colleague or friend if you need to. Please let us know as soon as possible and ideally no later than 7 days before the event – email hello@whiteoctoberevents.co.uk.

If for any reason you can’t attend at all, you’ll need to let us know no later than 4 weeks before the event. Refunds will not be made after this date.

Photos and footage

We photograph and film all of our events and by registering you give us permission to use any images or footage taken of you on the day. We also reserve the right to reproduce quotes and feedback which will be fully credited.

If you would rather not feature in photographs published from the event, we can provide you with a different coloured lanyard on the day at the registration desk.

Social media

We reserve the right to reproduce quotes and feedback submitted in a public sphere, which will be fully credited.

Programme

From time to time a speaker may drop out of our programme as we’ve advertised it and we reserve the right to substitute them for another equally awesome individual. We know you won’t be disappointed!

About our data promise

This data promise (the "policy") sets out how we promise to use your data. Please read it carefully. Amongst other things, it explains:

• What personal data we may collect about you in connection with: (i) providing you with our services; (ii) your online interaction with us (including via our website(s), email or social media channels); (iii) our in-person interactions with you (such as in-store); and (iv) any other channels related or ancillary to the foregoing (collectively, the "Channels");
• How we collect, store, disclose, transfer, protect and otherwise process that information and for what purposes; and
• Other important information, such as the lawful bases by which we process your personal data, how long we might retain your personal data, and the rights you have in relation to personal data we hold about you.

There are a few different reasons we might be storing your data:

• You've signed up to our mailing list
• You've bought a ticket to a conference or workshop
• You’ve opted in to the use cookies on our website.

The types of personal data we process may include (if and as applicable):

• Information obtained through the use of cookies when you use the site
• Your name, user name, password, email address, postal address, job function, telephone number and other information provided by you.

We will not process the following personal data:

• Any special categories of personal data (including details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and genetic and biometric data)
• Any information about criminal convictions and offences.

The lawful bases by which we process your personal data

Your consent

By accepting the terms of this policy, you give us your express, freely given consent to process any of your personal data in accordance with the terms of this policy. You may withdraw your consent given under this paragraph (in whole or in part) at any time by contacting hello@whiteoctoberevents.co.uk.

You can also unsubscribe from different types of emails by following the unsubscribe link displayed at the bottom of each email. The withdrawal of your consent shall not affect the lawfulness of processing based on consent before withdrawal or the lawfulness of processing based on other lawful grounds as set out below.

Other lawful grounds

Without prejudice to the consent given by you above, we may process your personal data in any circumstances where such processing is necessary:

• In order to perform any agreement between us; or
• To comply with any applicable law or regulation; or
• For the purposes of the legitimate interests pursued by us or third parties.

Newsletter mailing list

When you complete the newsletter sign up form on the website, you are agreeing that you'd like to receive occasional emails about this event. We use a third-party service called Pardot to deliver our newsletters, and you can read their privacy notice here.

The emails we send include information about:

• Call for Proposals
• Scholarship schemes
• Ticket launches
• Speaker announcements
• Workshops
• Future conference announcements

We will keep your email address unless you unsubscribe from the mailing list. You will be given the option to unsubscribe and to update your email preferences via a link including can on every email we send you. We don't rent, sell or trade email lists with other organisations and businesses for marketing purposes.

If you have any questions about our privacy policy or the emails that we send, please send us an email: hello@whiteoctoberevents.co.uk

Conference attendees

If you are attending the conference, there are a small number of third parties we work with in order to ensure you have a fantastic experience with us:

Tito

Ticketing platform

When you purchase a ticket, we need to collect the following information in order to process the payment:

• Full name
• Email address
• Payment details

White October Events and Tito keeps a record of your name and email address so that we can contact you about your ticket purchase. We do not keep your payment details. You can read Tito's privacy notice here.

We ask conference attendees to provide us with certain personal information. We ask questions like "do you have any special access or dietary requirements" to help ensure that we are running a high quality and fully inclusive event. Other information (such as job role, or level of experience) helps us get a better understanding about our audience, which helps us to continually refine and improve our service. We might ask for your t-shirt size so that we can give you a t-shirt which fits!

Anonymised data based on some parts of the information we collect is sometimes used in marketing material. We promise never to share your data with any third parties without your express permission. We will keep your data for 4 years after the conference.

Boomset

Delegate badge & sponsor app suppliers

In order for Boomset to print our delegate badges, we provide them with the following information from Tito (if provided when registering your conference ticket):

• Full name
• Email address
• Job role
• Company name
• Company sector
• Company size
• Company website.

You can read more about Boomset’s data privacy in relation to GDPR here: https://www.boomset.com/gdpr

Sponsors

At the conference, your badge will feature a barcode unique to you. Our sponsors may request your permission to scan your badge so they can get in touch with you after the conference, or as an entry to a competition they are running. If you agree, the sponsor will receive the following information (if provided when registering your conference ticket):

• First name
• Email address
• Job role
• Company name
• Company sector
• Company size
• Company website.

By allowing our sponsors to scan your badge, you are giving them permission to collect this information from us. Please note, sponsors will not receive your details unless your badge has been scanned by them at the event.

International transfers of personal data

As we operate globally, it may be necessary to transfer your information internationally. In particular your information may be transferred to and/or stored on the servers of our affiliates or other third parties which are based outside of the EEA.

However, we will not transfer your personal data outside of the EEA unless:

• Such transfer is to a country or jurisdiction which the EU Commission has approved as having an adequate level of protection (including to the USA where Privacy Shield compliant);
• Appropriate safeguards are in place as set out in Article 46 GDPR or equivalent provisions of subsequent Data Protection Legislation; or
• The transfer is otherwise allowed by applicable Data Protection Legislation (such as in the form of a derogation under Article 49 GDPR).