PRIVACY POLICY

Freshwater is committed to protecting and respecting your privacy

This Policy explains when and why we collect personal information about people who visit the event website, how we use it, the conditions under which we may disclose it to others and how we keep it secure.

Data controller

Freshwater (FW) is the Data Controller and a Data Processor for information submitted via the event website, along with any information shared, photos taken or videos made during the event programme. FW are committed to protecting the rights of individuals in line with UK General Data Protection Regulation (UK GDPR). 

Freshwater has a Data Protection Officer who can be contacted via email at haydn.evans@freshwater.co.uk

 Metro & Us​ event website

The event website is hosted by a third party (Eventscase). All web content and direct enquiries made through the website are managed by Freshwater.

What information do we collect about you?

The information required in order to register you for event includes your name, role, company, email address, location, dietary and access requirements, contact number, and how you plan on travelling to the conference.

How will your information be used?

• Optimising the event website.
• Monitoring levels of registrations to event.
• Limited registration details (name, role, company, country, gender, language preference) will be shared with the Steering Group (Arup, Capital Law, Cardiff Capital Region, Cardiff University, Mott MacDonald and Transport for Wales) for the purpose of managing and monitoring registrations.
• If you opt in, your name, job title and organisation will be on the conference attendee list.
• Sending reminder emails to people who have registered for the event.
• If you opt in, you will be notified via email if there is a 2027 ‘Metro & Us’ event.

Who receives your information?

FW are committed to protecting the rights of individuals in line with UK General Data Protection Regulation (UK GDPR). Freshwater is a data processor for data collected through the event website. We also use third party processors and, as such, may share your information with them. The processing of this information will be in line with the third parties’ privacy policy. The third-party processors we use are as follows:

• Freshwater, as the project owner, will have access to all data collected and processed as part of this project. Freshwater has a Data Protection Officer who can be contacted via email at haydn.evans@freshwater.co.uk

• As members of the Steering Group (Arup, Capital Law, Cardiff Capital Region, Cardiff University, Mott MacDonald and Transport for Wales) will have access to limited registration data (name, role, company, country, gender, language preference) collected and processed as part of this project for the purpose of managing and monitoring registrations.

• Eventscase for hosting the event website. All-in-one event management software (eventscase.com)
• Mandrilla/Mail Chimp is used as a sub-processor by Eventscase for the administration of pre and post event mailings. General Data Protection Regulation (GDPR) Compliance: Get GDPR Consent for Marketing | Mailchimp
• Google analytics to assist in the improvement and optimisation of the website.

How long will your information be held?

 We will hold your data for no longer than is necessary and up until the end of July 2027.

What are your individual rights?

You have the right to access your personal information, to object to the processing of your personal information, to rectify, to erase, to restrict and for the data portability of your personal information.

Any requests or objections should be made in writing to FW’s Data Protection Officer: -

haydn.evans@freshwater.co.uk

Security of your information

All information you provide to us will be stored on our secure servers.

Unfortunately, the transmission of information via the internet is not completely secure. Although we will make every effort to protect your personal data, we cannot guarantee the security of your data transmitted to our site; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.

Changes to our privacy policy

Any changes we may make to our privacy policy in the future will be posted on this page and, where appropriate, notified to you by e-mail. Please check back frequently to see any updates or changes to our privacy policy.

How to make a complaint

If you are unhappy with the way in which your personal data has been processed, you may in the first instance contact FW’s Data Protection Officer using the contact details above.

If you remain dissatisfied, then you have the right to apply directly to the Information Commissioner for a decision. The Information Commissioner can be contacted at:

Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF (ico.org.uk).