HEA Health and Wellbeing Conference – June 5th 2024 

Data Collection Notice  


What is the purpose and legal basis for processing your personal data? 

Our purpose for collecting this information is so we can facilitate the event. This includes handling registration and attendance, reporting on the event, as well as event follow-up actions, such as sharing presentations among participants and feedback collection. It includes, in particular, lists and mailing lists for contacts, invitations, participants, reports, minutes, distribution of reports/minutes, feedback on reports, meeting follow-up, follow-up meetings, follow-up actions, photographs/pictures, presentations, audio and/or video recording of speakers and participants, news and publications. Your personal data will not be used for an automated decision-making including profiling.

The lawful basis we rely on for processing your personal data is your consent under article 6(1)(a) of the GDPR. When we collect any information about dietary or access requirements we also need your explicit consent (under article 9(2)(a)) as this type of information is classed as special category data.

We rely on your consent to process the personal data you give us to facilitate the event. This means you have the right to withdraw your consent at any time. If at any point you want to withdraw your consent please email dataprotection@hea.ie. If you do that, we’ll update our records immediately to reflect your wishes.

By completing this form and attending the conference, I consent to the above. 


How long will we retain your data? 

We will delete data received as part of this registration form one month after the event. We will delete photos and videos from the event seven years after the event. 

What are your rights regarding your data? 

You have the right to access your personal data and to request your personal data to be rectified, if the data is inaccurate or incomplete; where applicable, you have the right to request restriction or to object to processing, to request a copy or erasure of your personal data held by the data controller. If processing is based on your consent, you have the right to withdraw your consent at any time, without affecting the lawfulness of the processing based on your consent before its withdrawal. Your request to exercise one of the above rights will be dealt with without undue delay and in any case within one month. 

We will never use automated decision making on your personal data. 

Photography and Video Footage 


For the purposes of the event your name, photograph, video footage maybe taken by the HEA for use in marketing, PR and publications in connection with the event. 

Here are some places the HEA might use your photo, video or audio:

Social and Digital Media : X (formerly Twitter), LinkedIn, the HEA.ie website and any other HEA accounts 

Media: National, regional and local media (broadcast, online and print).  
Publications: Annual reports, employee newsletter or policy documents

Contact details for enquiries regarding your personal data
Please contact dataprotection@hea.ie for any queries.
You have the right to lodge a complaint with the Data Protection Commission (dataprotection.ie) 



In order to do this we will need to process and store your information in line with our Data Protection policy which you can find at https://hea.ie/about-us/data_protection/

For more information on your rights, please see the HEA’s privacy notice- https://hea.ie/privacy-and-data-protection/ 


You can change your mind and withdraw consent for us to process your photograph, audio or video at any time by contacting healthycampus@hea.ie 


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