Privacy Notice

1. Controller

German-UK Student Conference C.I.C., trading as German British Conference, Unit 1 Kings Meadow, Ferry Hinksey Road, Oxford OX2 0DP, England, is the controller of the personal data described in this notice. Enquiries relating to data protection should be sent to privacy@oxford-gbc.co.uk.

2. What we collect and why

Account and application data. Name, contact details, organisation, position and the CV or professional profile you submit. We use this to administer your account, to verify eligibility, to curate the delegation and to shape the programme around the expertise in the room. Legal basis: performance of a contract and our legitimate interest in convening a curated conference.

Ticket and payment data. Order details, billing address and payment confirmation. Card details are processed by our payment provider and are not stored by us. Legal basis: performance of a contract and compliance with our accounting obligations.

Discount eligibility evidence. Student identification or equivalent proof, where a reduced rate is claimed. We delete this once eligibility has been verified. Legal basis: performance of a contract.

Dietary and accessibility requirements. Provided voluntarily so that we can cater appropriately and make the conference accessible. Where this reveals information about your health or religious beliefs, we rely on your explicit consent, which you give by submitting the information and may withdraw at any time.

Correspondence. Messages you send us and our replies. Legal basis: our legitimate interest in responding to enquiries and keeping a record of them.

Photography and film. Images and recordings made at the conference, used for documentation and communications. Legal basis: our legitimate interest in documenting the event. You may object at the registration desk and we will do our best to accommodate you.

Sharing of CVs with partners and sponsors. Delegates attending on a student rate may separately agree that their CV is shared with our partners and sponsors for recruitment and talent opportunities. This is optional, plays no part in whether a ticket is issued, and may be withdrawn at any time by writing to us. CVs of delegates attending on a professional rate are not shared for recruitment purposes. Legal basis: consent.

3. Who receives your data

We share personal data with Rietz AI, which provides our registration, account and ticketing platform; with Airtable, which hosts our application forms and stores the applications, CVs and supporting documents submitted through them; with our payment provider, which processes payments; with conference venues, where a delegate list is required for access; and with catering providers, where dietary requirements have been given. Each acts under a written data processing agreement. Partners and sponsors receive CVs only in the circumstances described above and only where consent has been given. We disclose data to public authorities only where the law requires it.

4. International transfers

Some of our providers process data outside the United Kingdom. Where that happens, the transfer is made on the basis of UK adequacy regulations or the International Data Transfer Addendum to the EU Standard Contractual Clauses.

5. How long we keep it

Eligibility evidence is deleted once verified. Your account remains in place until you delete it or ask us to do so. Application data, including your CV, is kept for 36 months after your last activity, so that we can administer subsequent editions of the conference, and is deleted thereafter. Records required for accounting and tax are kept for six years. Photographic and film material is kept as part of our conference archive.

6. Your rights

You have the right to access your data, to have inaccurate data corrected, to have data erased, to restrict or object to processing, to receive your data in a portable format, and to withdraw any consent you have given, which does not affect processing carried out beforehand. Write to privacy@oxford-gbc.co.uk and we will respond within one month.

If you are not satisfied with how we handle your data, you may complain to the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF, ico.org.uk.

7. Cookies, analytics, embedded forms and external links

Our website does not use advertising or tracking cookies, and it does not embed content from social media services.

Our scholarship and volunteer application pages embed forms hosted by Airtable. When either page loads, Airtable receives your IP address and technical information about your browser, and may set cookies that are necessary for the forms to work. What you enter into them is submitted directly to Airtable, which processes it on our behalf as described in section 3.

We use Vercel Web Analytics to understand how the website is used, such as which pages are visited and how often. It works without cookies and does not identify individual visitors: the data is aggregated and cannot be used to follow you across visits or across other websites. Legal basis: our legitimate interest in maintaining and improving the website.

The website links to external services, such as the LinkedIn profiles of our speakers and committee members. No data is passed to those services until you follow a link, at which point their own privacy policies apply.

8. Changes

We may update this notice. The current version is always available at www.germanbritishconference.com/privacy.

Last updated: 24 September 2026.