Event registration and privacy

Together Events PH Limited, company number 16276995, is the data controller. PHA UK operates sPHere on our behalf.

Contact hello@togetherevents.uk to update your registration, withdraw consent, arrange an accessible alternative or ask a privacy question.

We collect your name, email, organisation, attendance days, accommodation request, whether you intend to present and expect to claim travel expenses, and your photo/video choice. A phone number is optional. We use these details to manage places, catering numbers, accommodation, the programme and event communications. A registration receipt does not confirm a place, accommodation or a speaking slot.

We rely on legitimate interests under Article 6(1)(f) UK GDPR to administer this professional event, assess proposed talks and contact you about arrangements. Required details are needed to process your registration through this Form; optional answers can be left blank.

Dietary and practical access details are optional and can reveal health or religious information. Before asking for them, we ask for your explicit consent under Articles 6(1)(a) and 9(2)(a). You can select No and still register. With your consent, we use only the necessary details to arrange refreshments, lunch, access and accommodation support, sharing those details with the relevant catering, venue or accommodation provider where needed. Please describe practical needs, without diagnoses or medical histories.

You can withdraw this consent by emailing us. Withdrawal does not affect earlier lawful processing, but we may be unable to provide an arrangement that needs the information. You can contact us separately to discuss an appropriate way to organise support.

Photo/video permission is a separate choice. If you select Yes, we rely on consent under Article 6(1)(a) to include you in event photos and videos for our social media and future promotional materials. Selecting No does not affect your place. You can withdraw permission by contacting us; we will stop future use and remove material we control where practicable, although we cannot recall printed copies or copies shared by others.

If you wish to present, we collect a proposed talk title for review and programme planning. Accepted presenters may receive a private upload link and reminders. We retain slide versions, upload times, organiser checks and delivery records so the event team can prepare the correct slides. Do not include patient-identifiable information in your title or uploaded files.

Slide files are held in private storage and available to authorised organisers for event preparation and presentation. Uploading does not give permission to publish the slides online, share them with sponsors or use them for marketing. Any such use will be agreed separately. The organiser controls which accepted titles and speaker details appear in the event programme.

Authorised event staff and programme reviewers receive the information needed for their work. Necessary logistical details may be passed to the relevant venue, catering or accommodation provider. Registration does not subscribe you to marketing or authorise disclosure to sponsors.

PHA UK provides sPHere as our processor; Hostinger runs the application and Supabase provides the database and private file storage. BYOP provides technical administration and the Brevo account used for registration and presenter emails from hello@togetherevents.uk. Email providers process delivery and security records and may record interaction metadata. We may disclose limited information if required by law or for a legal claim.

The primary database is in London. Supplier support and infrastructure may involve processing outside the UK. Supplier data-processing terms cover subprocessors and international-transfer safeguards, including standard contractual clauses and UK provisions where applicable. Contact us for details relevant to your registration.

Connections are encrypted in transit. Records and slides are restricted to authorised staff and service processes. Keep your presenter link private: anyone with that link may be able to use your upload page. We use technical request information and salted network-address hashes to prevent abuse, without storing raw network addresses in the Forms database. Hosting and email providers maintain their own logs.

• Registration answers, consent evidence, proposed talks, private slide files and presenter delivery records will be deleted or anonymised within 12 months after the Forum, by 5 November 2027. Event staff carry out the event-record and slide review; this is not an automatic event-expiry guarantee.
• We will remove practical dietary and access details when no longer needed for the arrangements, subject to a relevant complaint or legal obligation. Separately agreed public programme material and promotional photographs have separate retention arrangements; contact us for details.
• Registration confirmation-queue records expire after 30 days from creation; technical submission logs expire after 12 months. Inactive server drafts expire after 7 days. A saved browser copy can be removed through your browser's site-data controls.
• Fictional test records and files are removed after testing. Supplier logs, backups and email inbox copies have separate retention arrangements and may not disappear immediately when a registration is deleted.

You can request access, correction, erasure or restriction, object to legitimate-interest processing and withdraw consent. Data portability applies where its legal conditions are met. Rights depend on the circumstances; we will explain any reason we cannot fulfil a request. There is no automated decision-making with legal or similarly significant effects in this process.

Contact us first if you wish, or complain to the Information Commissioner's Office.