Privacy notice
Last updated 18 October 2026 · Yorkshire Urology Audit Group
- We collect what we need to run the meeting: your name, email, grade and hospital or institution.
- If you tell us about dietary or access requirements, that is sensitive information. We ask for your explicit consent, use it only for catering and venue arrangements, and delete it soon after the meeting.
- We do not use advertising or analytics cookies, and we do not track you across the web.
- At conference close, we remove the operational registration, invitation, feedback and temporary-access records. We retain only a normalised email address and any do-not-email preference for a future YUAG invitation.
- Meeting attendance is confirmed through a time-limited QR code and registered email verification. We retain the minimum attendance and certificate evidence needed for CPD verification.
- Submitted abstracts, reviews and original uploads are preserved as the academic record; issued-certificate records are kept so certificates can be verified.
- We never sell your data and we do not share it with sponsors.
- You can ask us to show you, correct or delete your data at any time — email yuag.urology@gmail.com.
1. Who we are
The Yorkshire Urology Audit Group (“YUAG”, “we”) is a volunteer-run regional group of urology clinicians. We organise the YUAG Annual Meeting, held on 3 November 2026 at the Hilton Leeds City.
For the purposes of the UK GDPR and the Data Protection Act 2018, YUAG is the data controller for the information described in this notice. We are not an NHS body, and this website is not an NHS system, although most of our delegates are NHS staff.
You can reach us about anything in this notice at yuag.urology@gmail.com.
2. What we collect and why
We collect information you give us through this website. During meeting planning we also maintain a separate professional contact list from organiser-supplied lists, previous invitations and registrations. We do not buy lists or scrape contact details.
At conference close, the reusable contact list is reduced to the email address and any do-not-email preference. Names, professional groups and source notes are removed. The list never contains dietary or access requirements, abstracts or review scores. Saving an address does not register that person for a meeting. To stop future YUAG invitations, email yuag.urology@gmail.com; we retain the minimum suppression record needed to honour that request.
| What | Why we need it | Lawful basis |
|---|---|---|
| Name | To register you, produce your badge and issue your CPD certificate | Contract |
| Email address | To confirm your place and send joining instructions | Contract |
| Grade and hospital / institution | To plan the programme and confirm eligibility to attend | Legitimate interests |
| Whether you are attending the conference dinner | To give the venue accurate numbers | Contract |
| Dietary requirements | Catering — see section 3 | Explicit consent |
| Access requirements | Venue and accessibility arrangements — see section 3 | Explicit consent |
| Abstract submissions (title, authors, institution, body, uploaded file) | To review, score and publish accepted work in the abstract booklet | Contract and legitimate interests |
| Certificate records (name, certificate type, presentation title) | So a CPD certificate can be verified as genuine | Legitimate interests |
| Attendance evidence (registration reference, claim and registered-email verification times, feedback completion and certificate links) | To evidence attendance for CPD and prevent certificates being issued to someone who was not present | Legitimate interests |
| Reusable contact email and do-not-email preference | To send a limited invitation for a future YUAG meeting and honour opt-outs | Legitimate interests, subject to the electronic-marketing rules that apply to the address |
Where we rely on legitimate interests, our interest is running a regional educational meeting competently. We have considered whether this overrides your interests and concluded it does not, because the data is limited, expected in this context, and used only for the meeting.
At the meeting, the organisers display a time-limited QR code. A delegate who scans it must use the same email address as their registration and verify ownership through a one-time email link before giving feedback or receiving a certificate. Selecting “Podium” or “Poster” is a self-declared role and is not authoritative: presenter eligibility comes only from the stored accepted abstract and its submitted email address, including a recorded correction approved by an administrator where necessary.
3. Dietary and access requirements
These two fields need saying plainly, because the law treats them differently from the rest.
Telling us that you need a halal or kosher meal can reveal your religious belief. Telling us that you need step-free access, a hearing loop or a BSL interpreter can reveal information about your health or disability. Both are “special category data” under Article 9 of the UK GDPR, which means we need your explicit consent before we can process them.
That is why these fields are optional and separately ticked on the registration form. If you would rather not put them in writing on a website, leave them blank and email us instead — it makes no difference to your place at the meeting.
We use this information for one purpose only: telling the venue how many special meals to prepare and what access arrangements to make. It is never used to make any decision about you, never shared with sponsors, and deleted sooner than the rest of your registration (see section 6).
You can withdraw your consent at any time by emailing us, and we will erase those fields without affecting the rest of your registration.
4. Who we share it with
We do not sell your data, and we do not pass it to sponsors or exhibitors.
We share it only with the suppliers who make the meeting work:
- Cloudflare, Inc. — hosts this website and stores the registration database and uploaded abstract files.
- Resend — sends the confirmation and joining emails.
- The venue (Hilton Leeds City) — receives aggregate catering numbers and any dietary or access requirements needed to serve you. We give them the minimum necessary and, wherever possible, without names attached.
- Google — the committee’s contact mailbox is a Google account, so emails you send us are stored there.
If an accepted abstract is published in the meeting’s abstract booklet, the author names, institutions and abstract text appear in that booklet and may be circulated to delegates. That is the purpose of submitting, but it is worth being explicit about.
5. Where your data is processed
Our suppliers are US-headquartered companies operating global infrastructure. Your data may therefore be processed outside the United Kingdom.
We rely on the UK Extension to the EU–US Data Privacy Framework (the “UK–US Data Bridge”) and, where that does not apply, on the International Data Transfer Addendum, to give your data the protection UK law requires. You can ask us for details of these safeguards.
6. How long we keep it
| What | Kept for |
|---|---|
| Dietary and access requirements | Removed when an authorised organiser completes conference close, and automatically cleared after 30 days if still present |
| Registration details (name, grade, institution, dinner choice and meeting email copy) | Removed at conference close, after the operational and certificate handover is complete |
| Invitation history, feedback and temporary access records | Removed at conference close |
| Attendance QR and verification tokens | Expired email and delegate-session tokens are deleted. The recoverable encrypted QR payload is erased after the attendance window closes, so the QR cannot be exported again. |
| Minimal attendance proof | Registration reference, claim and verification times, feedback completion and certificate links are retained with the meeting record as CPD evidence. |
| Submitted abstracts, original uploaded files, review scores and comments | Preserved as the meeting’s academic and decision record. Accepted work is published; access to the original administrative record remains restricted. |
| Certificate records | 6 years, so a CPD certificate can still be verified for appraisal and revalidation |
| Administrative audit log | 12 months. Detailed snapshots and stored IP addresses are removed at conference close; the minimal action record remains temporarily for accountability. |
| Reusable professional contact list | Email address and do-not-email preference only after conference close. Organisers review the list before reuse and remove invalid or unnecessary addresses; a minimal suppression record is kept to honour opt-outs. |
The admin console shows a read-only preview of the records affected by conference close. The final action requires a signed-in administrator, an exact typed confirmation and a second confirmation prompt; it is recorded in the security audit trail. The operation copies valid email addresses into the minimal contact list and removes the source records atomically, so a partial cleanup cannot lose an address while leaving the wider record behind.
7. Your rights
Under UK data protection law you have the right to:
- ask for a copy of the personal data we hold about you;
- have inaccurate data corrected;
- have your data erased — for registration data we can almost always do this immediately;
- object to, or ask us to restrict, what we do with it;
- receive your data in a portable, machine-readable format;
- withdraw consent for the dietary and access fields at any time.
To exercise any of these, email yuag.urology@gmail.com with “Data request” in the subject line. We will respond within one month, and it is free.
8. How we protect it
- The whole site is served over HTTPS, and the connection is encrypted in transit.
- The committee console that holds delegate details is behind single sign-on, restricted to named committee members, and every administrative action is written to an audit log.
- Registration and abstract data is stored in Cloudflare’s managed database and object storage, encrypted at rest.
- Original uploads are never exposed through a public file URL. Admin and reviewer downloads require a current, verified access credential and are returned with no-store and safe download headers.
- The attendance QR is valid only for the configured meeting window. Verification links and delegate sessions are time-limited, stored as cryptographic hashes and removed after expiry; the QR secret is encrypted until conference close.
- Security headers block framing, third-party scripts, remote images and unnecessary browser capabilities. Site fonts and sponsor logos are served locally, so those assets do not disclose visits to third parties.
- We use no advertising, analytics or profiling tools — see our cookie notice.
- We keep the number of people with access as small as the meeting allows.
No system is perfectly secure. If you believe your data has been put at risk, please tell us straight away so we can investigate and, where required, report it to the Information Commissioner within 72 hours.
9. Contact and complaints
Please come to us first — email yuag.urology@gmail.com and we will do our best to put things right.
If you are not satisfied, you have the right to complain to the UK supervisory authority:
Information Commissioner’s Office
Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF
Helpline 0303 123 1113 · ico.org.uk/make-a-complaint
We may update this notice as arrangements for the meeting are confirmed. Material changes will be flagged on this page with a new “last updated” date. See also our terms and conditions and cookie notice.