Terms and Conditions and Privacy Statement

TERMS AND CONDITIONS

Please read these and then signify your consent by agreeing to the terms when prompted during your online registration.

ATTENDANCE

Registration is open to all Rotarians.

Rotarian attendees may also register other Non-Rotarian Guests (please leave District and Club information blank).

N.B. You and your partner must be registered attendees to attend any part of the Rotary District 1040 Conference including all functions conference dinners and entertainment.

If payment is not received within 7 days of registration, we reserve the right to cancel your booking.

REGISTRATION FEES CANCELLATION/FAILURE TO ATTEND

The guidelines for the refund of conference registration fees shall be as follows:

(a) for any cancellation received more than 28 days before the first day of conference the full refund shall be given, less the commission charges deducted by PayPal, and a discretionary administration fee of £5.00 per head. (Cancellations must be received in writing by 31st August 2019)

(b) for any cancellation received less than 28 days before the first day of conference a refund of half the fees shall be given less the commission charges deducted by PayPal, and a discretionary administration fee of £5.00 per head (unless it is for serious illness or bereavement);

(c) there will be no refund of meal costs for any cancellation of either the Black tie Dinner or Saturday Lunch or Saturday Dinner received less than 28 days before the first day of conference.

RIBI District 1040 COLLECTION AND USE OF PERSONAL MEMBERSHIP DATA

In submitting your registration for this event, Rotary International in Great Britain & Ireland District 1040, will keep your personal data on an event database and your information will only be used specifically for the purposes of administering the event and communicating with you about your attendance. Your personal data will not be transferred (to any other source/third party) or used for any other Rotary purpose except as stated below.

REGISTRATION OF ACCOMPANYING PERSON/PARTNER

If you are registering an accompanying person/partner, you must ensure that you have their permission to share their personal details with us to facilitate their registration for the 2019 District 1040 Conference. Please make them aware of our Privacy Notice above and that we will only share their details as stated below in order to fulfil their booking.

Third parties who will have access to your personal data.

For the purposes of this event, we will also share your information with the specific service providers below, as required, to book any services you have requested as part of your registration.

  • Crown Spa Hotel – (Headquarters Hotel) - we will provide them with your name and any special room and/or dietary requirements you provide.
  • The Spa (Conference Venue and caterers) - we will provide them with your name and any special requirements you provide.
  • Coaches – (For travel to and from the Spa) - We will provide them with your name

and any special requirements you provide.

  • Chief Stewards - If you volunteer yourself as a Conference Steward, your name and email will be passed onto the official Chief Stewards in order for them to make contact with you specifically about your duties for this event.

Once the event is over, your personal data will be deleted.

RIBI District 1040 is registered to hold data. By registering for Conference, you agree to these Terms and Conditions and give permission to process your personal data specifically for the purposes identified. No third parties have access to your personal data unless the law allows them to do so.

If you wish to raise a complaint on how your personal data has been handled, you can contact us on help@r1040events.co.uk to have the matter investigated. If you are not satisfied with our response or believe we are not processing your personal data in accordance with the law you can complain to the Information Commissioner’s Office

via https://ico.org.uk/

You can view the RIBI District 1040 Privacy Notice on the main website.

PHOTOGRAPHY AND VIDEO RECORDINGS

The Conference Committee reserve the right to carry out photography and/or video recording at this Conference for publicity purposes and to reproduce images and footage on the District website, social media and print. By entering into this agreement, you agree that Rotary District 1040 and any party authorised by it may use such images in perpetuity and in any format whatsoever. You further agree that any copyright in these materials is owned by Rotary District 1040.

If you do not wish your images to be used in this way please make your wishes known to a member of the Conference Committee.