Privacy Notice
The conference organisers need to capture some personal data from participants in the event. This section explains how personal data will be used in relation to the LEPH conference.
The LEPH2026 conference is organised by the ESRC Vulnerability & Policing Futures Research Centre (VPRC) and GLEPHA. The University of Leeds is the Data Controller and is registered with the Information Commissioner’s Office.
The University of Leeds registration number is Z553814X.
What information do we have and where do we get your data from?
We collect basic information from participants including name, organisational affiliation, contact details, access and dietary requirements. We will also take photographs and videos at the conference.
What is our legal basis for processing your data?
Privacy law (the UK General Data Protection Regulation (GDPR) and Data Protection Act 2018) requires us to have a legal reason to process your personal data. Our reasons are: we need it to perform a task1 ; and legitimate interests 2.
This is because the Centre (led by the University of Leeds and the University of York) has a public function, which includes delivering events related to our research. We need to use personal data to effectively deliver events that meet the needs of participants, and to communicate with you about them. We also share limited information (names and organisations) between participants in the event, in the form of name badges and a delegate list, in the interests of facilitating networking at the event (one of the key purposes of a conference like LEPH).
The purpose of capturing photos and videos at the event is for promotional material to provide information about the work of both GLEPHA and the Vulnerability & Policing Futures Research Centre, and to promote the LEPH conference series.
How do we use your data?
We will use your data for the purpose of delivering this event as described above. If you have opted into marketing we may contact you about future GLEPHA and/or VPRC events.
Your photo/video captured at the event may be used online, on the GLEPHA website and on the Vulnerability & Policing Futures Research Centre website (hosted by the University of Leeds) and other organisations and on social media. They may be shared with other organisations who we work with in the promotion of our respective organisations.
Your photo may also be used in printed and digital media produced by the conference organisers and/or other stakeholders, such as reports, presentations, training products, and news articles.
We will endeavour to let you know both in advance and on the day that photography will be taken, that you have a right to not be photographed and how we can ensure that such requests are followed. If you inform us that you do not wish for your photograph to be taken, we will take steps to ensure that you are not photographed, or that your image, if captured, is deleted.
You have the right to withdraw your consent, but accept that this will not be possible where print is already in circulation or your photo/video is on a third party platform. There are limitations on how much control we have once a photo or video has been published online.
Who do we share your data with?
Participant names and organisations will be shared with other event participants. As above, photos and videos from the event may be shared online and in printed form for promotional purposes. All other data will not be shared outside of VPRC and GLEPHA.
How do we keep your data secure?
We are serious about keeping your data secure and protecting your rights to privacy. We don’t ask you for data we don’t need, and only give access to people who need to know. Our IT security team at the University of Leeds checks regularly to ensure we’re taking the right steps to protect your data. For more details see the University of Leeds security webpage.
How do we transfer your data safely internationally?
If your data is stored or processed outside the UK, we follow all legal requirements to make sure that the same level of privacy rules still apply.
How long will we keep your data?
We will not keep your data longer than is necessary for managing the LEPH conference. If you have opted into marketing we will retain your contact details for this purpose.
What rights do you have in relation to your data?
You have rights over your data and can choose to withdraw consent. If you want to get a copy of your data, or talk to us about any other rights, please email us at: leph2026@leeds.ac.uk.
1 This refers to UK GDPR Article 6 (1) (e): processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller
2 This refers to UK GDPR Article 6 (1) (f): processing is necessary for the purposes of the legitimate interests pursued by the controller or by a third party