Website policies
Privacy Policy
The Together Conference for Sign Language Interpreters and Translators
A trading name of BSL 365 Training Limited
- Effective date
- 24 September 2025
- Last updated
- To be set on public publication
1. Introduction
The Together Conference is committed to protecting your privacy and handling your personal information responsibly.
This explains what information we collect, why we collect it, how we use and store it, who we may share it with and the rights available to you.
It applies to visitors to our website, conference delegates, presenters, reviewers, subscribers, partners and anyone who contacts us.
We process personal information in accordance with applicable data protection legislation, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
Where applicable, we also comply with relevant international data protection requirements, including the EU GDPR.
2. Who is responsible for your information?
The Together Conference is a trading name of BSL 365 Training Limited.
BSL 365 Training Limited is the data controller responsible for determining how and why personal information is processed for the conference activities described in this policy.
Our contact details are:
BSL 365 Training Limited Trading as The Together Conference
Email: opsteam@thetogetherconference.co.uk
3. Information we collect
Depending on your relationship with the conference, we may collect the following information.
Personal and professional information
Your name, email address, professional title, organisation, country and other information you choose to provide.
Conference registration information
Ticket purchases, booking details, attendance information and relevant correspondence.
Presenter information
Presentation proposals, abstracts, biographies, photographs, professional information, presentation materials, correspondence and recordings.
Review Panel information
Applications, biographies, professional experience, photographs, review allocations, assessments and associated correspondence.
Communication information
Enquiries submitted through our website, mailing-list subscriptions and other correspondence.
Technical information
Information relating to your use of our website, including information collected through cookies and similar technologies, where applicable.
Accessibility information
Where necessary, we may collect information about accessibility requirements to make appropriate arrangements for conference participation.
Where this information reveals health or other special-category personal data, we will identify and document the applicable additional legal condition before processing it.
We ask that you avoid supplying unnecessary personal information about other individuals, particularly when submitting presentation proposals and professional case studies.
4. Why we collect your information
We use personal information to organise, administer and deliver The Together Conference and its associated activities.
Our purposes and relevant lawful bases include:
| Purpose | Lawful basis |
|---|---|
| Responding to general enquiries | Legitimate interests or steps requested before entering a contract |
| Processing ticket purchases | Contract |
| Administering conference attendance | Contract |
| Assessing presentation submissions | Legitimate interests or pre-contractual steps, as appropriate |
| Managing accepted presenters | Contract |
| Administering the Review Panel | Legitimate interests or contract, as appropriate |
| Producing and distributing official conference recordings | Contract and/or legitimate interests, as applicable |
| Maintaining financial records | Legal obligation |
| Sending optional newsletters and marketing | Consent where required |
| Maintaining website security | Legitimate interests and/or legal obligation |
| Using optional analytics technologies | Consent where required |
Where we rely on legitimate interests, we consider the interests of the organisation alongside the rights and freedoms of the individuals concerned.
We do not use consent as a general substitute for another more appropriate lawful basis.
5. Presentation submissions and the review process
When you submit a presentation proposal, we collect the information necessary to assess your submission and communicate with you.
We aim to anonymise proposals as far as reasonably possible before sharing them with our Review Panel.
Reviewers receive the information necessary to assess submissions, and their access is subject to appropriate confidentiality arrangements.
Identifying information, such as biographies and photographs, is not normally included in anonymised review materials.
Reviewers may nevertheless recognise a proposal through its subject matter, references or other contextual information.
If your proposal is accepted, we may use your name, professional information, biography, photograph and presentation details in the conference programme, website and associated promotional materials, in accordance with the relevant notices and presenter arrangements.
6. Presentations and recordings
Accepted presenters may be recorded as part of their participation in The Together Conference.
These recordings may contain personal information, including a presenter's image, voice, signing and professional contributions.
The contractual permissions governing the production, distribution and continued commercial use of recordings are explained in our and Presenter Agreement.
These contractual arrangements are separate from the presenter's statutory data protection rights.
Requests concerning personal information contained in existing recordings will be considered individually, taking account of the relevant legal requirements and circumstances.
The right to erasure is not absolute. Equally, the existence of a recording licence does not automatically prevent someone from exercising their data protection rights.
7. Conference delegates
We collect information necessary to manage conference registrations, deliver access to conference activities and communicate relevant event information.
Delegates may have opportunities to participate in discussions, submit questions and interact with speakers and other participants.
Where activities are recorded, we will provide appropriate information about the recording arrangements.
Delegates are responsible for considering what personal information they choose to share through interactive conference features.
Where information is shared through public or interactive areas of the Conference Hub, other authorised participants may be able to view it.
We encourage delegates to avoid sharing unnecessary personal or confidential information in these areas.
8. Newsletters and marketing
We may offer opportunities to subscribe to our mailing list and receive information about future conferences, professional activities and related announcements.
Where legally required, we will obtain your consent before sending marketing communications.
You can unsubscribe at any time using the link provided in our emails or by contacting us directly.
Unsubscribing from marketing will not prevent us from sending essential administrative communications relating to an existing booking, submission or agreement.
We do not sell or rent our mailing lists or personal contact databases.
9. How we store, manage and share your information
The Together Conference uses a number of digital services to organise and deliver its activities.
These include:
| Service | How we use it |
|---|---|
| Dropbox | Shared storage and management of conference administration, submissions, presenter information and relevant documents |
| Zoom | Delivery and recording of conference presentations, meetings and other online activities |
| LineUpr | Our digital conference programme, conference activities and associated delegate services |
| ChatGPT and associated website systems | Authorised website development and administration, including restricted administrative functions. This does not mean OpenAI hosts the public website or receives all visitor information. |
| Sites hosting infrastructure | Delivery of this website. The application uses a D1 database for blog and administrative content and R2 object storage for uploaded blog assets. |
| Signly | Provides the British Sign Language accessibility widget on public website pages. Signly stores display preferences in the visitor's browser when the tool is used. |
| Jotform | An external Call for Papers form reached through a link; it is not embedded in this website. |
| Humanitix | An external ticketing service referenced by the conference; it is not embedded in the current website. |
We may also use other service providers for website hosting, payments, ticketing, email communications and related administration.
Access to our shared administrative files is provided to authorised individuals involved in organising and administering the conference.
This includes authorised access for our administrative collaborator, Isadore, where required for their conference responsibilities.
We restrict access according to the information needed for the relevant activity.
We may process information through ChatGPT when carrying out authorised website development and administrative tasks. The information processed will depend on the task being undertaken.
Our website and associated administrative systems may also process information submitted by visitors, presenters, reviewers and delegates.
We aim to limit the personal information shared with individual services to what is necessary for the relevant purpose.
Where an external service provider processes personal information on our behalf, we seek appropriate contractual and data protection arrangements.
Some providers may process information as independent data controllers for particular services. Where relevant, their own privacy policies will explain those activities.
We do not sell personal contact information or our mailing lists.
This does not prevent the authorised commercial distribution of conference recordings in accordance with the relevant presenter agreements and applicable law.
10. International data transfers
The Together Conference operates internationally and may use service providers that process information outside the United Kingdom.
Personal information may also be accessed by authorised conference administrators working remotely.
Where personal information is transferred internationally, we will comply with the applicable data protection requirements.
This may include relying on applicable adequacy regulations or using approved contractual safeguards.
Where EU GDPR obligations apply, we will also consider any relevant EU requirements, including whether an EU representative is legally required.
Further information about applicable transfer arrangements can be requested using our contact details.
11. How long we retain your information
We retain personal information only for as long as reasonably necessary for its intended purpose, subject to relevant legal requirements.
Our retention arrangements distinguish between different categories of information.
| Information | Retention arrangements |
|---|---|
| General enquiries | Until the enquiry and relevant follow-up have been completed, subject to applicable legal requirements |
| Unsuccessful submissions | For the documented period required to complete the review process and address related enquiries |
| Accepted presenter information | For the period necessary to administer the conference and fulfil the relevant contractual arrangements |
| Conference recordings | May be retained and distributed on a continuing basis under the relevant agreements and applicable law |
| Financial records | For the applicable statutory accounting and tax retention periods |
| Mailing-list information | Until you unsubscribe or the information is no longer required, subject to necessary suppression records |
| Review Panel records | For a documented period appropriate to the review process and administrative accountability |
We maintain internal retention arrangements and periodically review the personal information we hold.
Information that is no longer required will be deleted, anonymised or otherwise securely disposed of unless continued retention is legally justified.
12. Protecting your information
We use appropriate technical and organisational measures to protect personal information against unauthorised access, loss, misuse and unlawful disclosure.
Access to administrative systems and confidential information is restricted according to operational requirements.
We also expect service providers processing information on our behalf to implement appropriate security measures.
Although no internet-based system can guarantee absolute security, we take reasonable steps to protect the information entrusted to us.
13. Your data protection rights
Depending on the circumstances and applicable legislation, you may have the right to:
- Request access to your personal information.
- Ask for inaccurate or incomplete information to be corrected.
- Request the deletion of personal information.
- Request restrictions on particular processing activities.
- Object to certain uses of your information.
- Request data portability where applicable.
- Withdraw consent where consent is our lawful basis.
You have the right to object to processing based on legitimate interests, subject to applicable legal provisions.
You may also object to the use of your personal information for direct marketing at any time.
To exercise your rights, contact opsteam@thetogetherconference.co.uk.
We may request appropriate information to verify your identity before responding.
14. Cookies
Our website uses or may use cookies and similar technologies to support website operation and additional features.
Further information is available in our separate .
Where consent is legally required for optional cookies, we will request it before activating them.
15. Children's information
Our website and conference activities are primarily intended for a professional and educational audience.
Where younger participants are permitted to take part, we will apply appropriate data protection measures and comply with any additional legal requirements.
16. Complaints
If you have concerns about how your personal information is handled, please contact us at opsteam@thetogetherconference.co.uk.
You also have the right to lodge a complaint with the Information Commissioner's Office (ICO), the United Kingdom's independent data protection regulator.
Website: https://ico.org.uk
Where applicable, individuals may also have the right to complain to a relevant supervisory authority in another jurisdiction.
17. Changes to this policy
We may update this to reflect changes in our activities, website systems or legal requirements.
The latest version will be available on our website.
Where changes materially affect how we use personal information, we will provide appropriate additional information.
18. Contact
BSL 365 Training Limited Trading as The Together Conference