Privacy Notice – Webinars and Live Broadcast Events
Road Safety Support (RSS)
Privacy Notice – Webinars and Live Broadcast Events (February
2026)
1. Who We Are
Road Safety Support is committed to protecting personal data and processing it in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. Personal data means any information that can identify a living individual, either directly or indirectly.
2. Purpose of Processing
We process personal data to facilitate and administer webinars and live broadcast events; provide access to event content; manage registration and attendance; record and retain event content where appropriate; and support governance, audit and professional knowledge sharing.
3. Lawful Basis for Processing
The lawful bases relied upon under Article 6 UK GDPR are Article 6(1)(e) – Public Task, as RSS delivers statutory and operational road safety functions and associated professional engagement activities; and Article 6(1)(f) – Legitimate Interests, to facilitate professional development, knowledge exchange, and operational collaboration among partners and members. Where events are recorded, attendees are informed in advance. Consent is not relied upon as the primary lawful basis for processing core registration and attendance data.
4. What Personal Data We Collect
We may collect first name, surname, email address, organisation or location (if requested), language preference (where relevant), registration and attendance records, audio and visual contributions (if enabled), and chat or Q&A; submissions. If an event is recorded, presenter audio and video will always be captured. Attendee contributions will only be captured if voluntarily shared.
5. Visibility During Events
Your display name, as entered when joining the event, may be visible to other participants. Chat and Q&A; contributions may also be visible and may form part of any recording. RSS does not publish delegate lists externally.
6. Use of Microsoft Teams
RSS uses Microsoft Teams (Microsoft 365) to deliver webinars and live broadcast events. Microsoft acts as a data processor under appropriate contractual safeguards. Webinar recordings and related data are stored securely within Microsoft 365 in accordance with UK and EU data protection standards. Access is restricted to authorised RSS personnel.
7. How We Use Your Information
We use your email address to send registration confirmations, joining instructions, event updates, and (where applicable) links to recordings. We may contact you after an event for feedback or relevant follow-up information. You may opt out of further contact at any time.
8. Retention Periods
Registration and attendance records are retained for up to 12 months. Webinar recordings are retained for up to 24 months. Transcripts are retained for up to 3 years for governance and operational reference purposes. Retention periods are reviewed periodically in accordance with RSS data retention practices.
9. Data Sharing
RSS does not sell personal data. Personal data may be processed by Microsoft as our data processor for the purpose of delivering online events. Data may be disclosed where legally required or where necessary for the prevention or detection of crime.
10. Your Rights
You have rights under UK GDPR including the right to be informed, access, rectification, erasure (where applicable), restriction of processing, objection, and the right to lodge a complaint with the Information Commissioner’s Office (ICO). Some rights may be limited where processing is necessary for public task or legal obligations.
11. Contact Details
Road Safety Support Data Protection Officer Top Floor 10 The Broadway Leigh-on-Sea Essex SS9 1AW
Contact form: https://www.roadsafetysupport.co.uk/contact-us
Information Commissioner’s Office Wycliffe House Water Lane Wilmslow Cheshire SK9 5AF Telephone: 0303 123 1113
Website: https://ico.org.uk