Privacy Policy

The Thomson Reuters Foundation (“We”, “Us” or “Our”) are committed to protecting and respecting your privacy. This Privacy Statement sets out the basis on which any personal data we collect from you will be processed by us in relation to the Trust Conference (the “Conference”). This Policy is subject to change at any time and at our sole discretion. 

Data we collect about you

In order to facilitate registration and attendance of the Conference and to better understand our audience, interests, and the effectiveness of our outreach activities, we collect the following personal information: 

  • your name and email address
  • your mobile number
  • your country of residence
  • your job title and organisation

In addition to the personal information required to register for and attend the Conference, we collect certain information as part of the registration process, including your area of work or study (organisation sector), the topic you are most eager to engage with, how you heard about the Conference, and, where applicable, your job level. We use this information, together with other registration data, to understand our audience, evaluate the effectiveness of our outreach and marketing activities, inform future programming and event planning, and support reporting and analytics relating to the Conference.

How we use your personal data 

We will use your personal data to deliver the Conference, including to:

  • register you and facilitate your attendance at the Conference.
  • provide you with updates and details relating to the Conference.
  • reach out to you after the Conference to share content from the event and information about future events, initiatives and content that we believe may be of interest to you; and
  • handle any legal claims or regulatory proceedings and ensure legal regulatory compliance.

In addition, where you have opted into receiving our newsletter or updates about future events and initiatives, we will use your personal data to send you these communications from which you can opt out at any time.

You will have the option to download the Cvent App that will provide access to the virtual Conference programme. If you do so, any personal information You provide will be processed in accordance with Cvent App terms and conditions.

Finally, you may also choose to provide optional information about your reasons for attending the Conference. Where you provide this information, we may aggregate and de-identify it, together with other registration data, so that it is no longer linked to information that directly identifies you. We analyse this aggregated and anonymised information to better understand attendee interests, improve future events and programming, and support engagement with potential supporters and sponsors.

We will only share your personal data with third parties with your consent or other lawful basis for doing so in accordance with this Privacy Statement. Specifically, in relation to the Conference:

  • When you submit information using Cvent, in your registration form or during the Conference, data may be collected by Cvent and processed subject to their terms of service.
  • You will have the option to consent to your personal information being shared with the Conference Sponsors to receive relevant updates and information following the Conference.
  • You will have the option to consent to your email address being used for direct marketing on the following social media platforms LinkedIn, X, TikTok, and Meta (‘the Platforms’).  Where you have consented to such use, TRF will upload your email address to the Platforms to match you for direct marketing about TRF, its activities and products. 

Your rights

You have the right to:

  • Request access to your personal data. This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.
  • Request correction of the personal data that we hold about you. 
  • Request erasure of your personal data. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.
  • Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground.
  • Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios: (a) if you want us to establish the data’s accuracy; (b) where our use of the data is unlawful but you do not want us to erase it; (c) where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or (d) you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.
  • Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.
  • Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.

Making a Data Protection Complaint

You have the right to raise any data protection concerns or complaints directly with us if you are unhappy with how we handle your personal data.

When you make a complaint:

  • We will acknowledge receipt within 30 days.
  • We will investigate your complaint and take appropriate steps to respond without undue delay.
  • We will keep you informed of the progress of your complaint.
  • We will notify you of the outcome once our investigation is complete.

In case of any questions regarding our privacy practices, if you would like to execute your rights or would like to submit a complaint please contact foundation@thomsonreuters.com.  If you remain dissatisfied after completing our internal complaints procedure or if we fail to respond within the statutory timelines, you have the right to escalate the matter to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues at www.ico.org.uk. We would, however, appreciate the chance to deal with your concerns before you approach the ICO and encourage you to contact us in the first instance