Fair processing notice for recorded events

We ask that you read this fair processing notice carefully as it contains important information on who we are and how and why we collect, store, use and share your personal information when we record “in-person” seminars that you attend (Recorded Events), together with information about your rights in relation to your persoal data and how to contact us if you have a complaint, and the Information Commissioner’s Office (ICO) if you remain dissatisfied.

Who are we

We are DMH Stallard LLP, a limited liability partnership registered in England with company registration number OC338287. Our registered office is at The Portland Building, 27-28 Church Street, Brighton, East Sussex, BN1 1RB (we, us, or our) and we are authorised and regulated by the Solicitors Regulation Authority. We collect, use and are responsible for, certain personal information about you. We act as ‘controller’ of that personal information for the purposes of data protection laws.

How to contact us

Please contact our Data Protection Officer using the details below if you have any questions about this fair processing notice or the information we hold about you.

The personal information we collect and use

We may collect, use, store and transfer different kinds of personal data about you which we have grouped together follows:

Identity Data includes first name, last name, title, and business details (business address, business email address and business telephone numbers).
Audio/Visual Data may include:
- moving and still images of you (and others); and
- audio recordings of you (and others).

We will make every effort to limit the processing of your Identity Data and Audio/Visual Data through the recording and editing process. We will, for example, record from the back of the room so only the back of your head is captured during the Recorded Event and we will not use your voice within the edited recording. We will, however, need to retain an original of our recording for archival and editing purposes.

An edited version of our recording of the Recorded Event may be accessible and published in internal and external communications (including our websites, social networks and other promotional activities).

Despite our best efforts, it may be possible that you are identifiable from your Audio/Visual Data in the edited recording of the Recorded Event. If you object to our processing of your personal data in this manner, please notify us using the details at the end of this fair processing notice.

You can find further information on how we may collect, use, store and transfer personal data (including special category data) more generally in our privacy notice.

How we use your personal information

We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the recording and editing of the Recorded Event and for archival purposes.

We rely on the lawful basis of it being in our legitimate interest to process your Identity Data and Audio/Visual Data in the manner described above.

Where is your information stored

The data that we collect from and about you may be transferred to, and stored at, a destination outside of the United Kingdom (UK). This may include countries which do not provide the same level of protection as the data protection laws governing the UK. We will ensure that any such international transfers are made subject to appropriate or suitable safeguards as required by the UK data protection law or other relevant laws.

We will require all agents, consultants and sub-contractors and others who are outside the UK and to whom we transfer your personal data to ensure a similar level of data protection. When doing so we will comply with applicable data protection requirements and take appropriate safeguards to ensure the security and integrity of your personal data.

You may contact us anytime using the contact details below if you would like further information on safeguards.

How long will your personal data be kept

Your personal data will be retained for as long as necessary to fulfil the purposes it was collected for, including for the purposes of satisfying any legal, accounting, or reporting requirements. Please contact us if you require any further detail regarding our retention policy.

Who your personal information is shared with

We may share your personal data with other entities within the DMH Stallard Group, all of which are based within the United Kingdom including:

DMH Stallard Trust Corporation Limited (Company number 02872937), acting as a processor and controller;
RB Trust Corporation Limited is a limited company registered in England (registered number 10257894), acting as a processor and controller; and
DMH Stallard Service Company Limited (Company number 01832830) acting as a processor.

We may also share and/or disclose your information with selected third parties including:

Service providers acting as processors based within the EEA and who provide IT and system administration services to us;
Companies and other persons providing recording and editing services to us (where applicable); and
Any law enforcement agency, court, regulator, government authority (including HM Revenue & Customs) or other third party where the law allows and we believe this is necessary to comply with a regulatory obligation or otherwise to protect our rights or the rights of any third party.

We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.

Your rights

Under UK data protection law you have a number of important rights, subject to certain conditions. In summary, those include rights to:

Request access to personal data held by us about you (also known as Data Subject Access Request);
Request correction of personal data held by us about you;
Make a complaint to us about how we use your personal information (see “Complaints” below for information about how to make a complaint);
Require us to erase personal data held by us about you where there is no lawful reason to continue to process it or retain it;
Restrict our processing of personal data held by us about you;
Receive personal data, which you have provided to us, in a structured, commonly used and machine readable format. You also have the right to require us to transfer this personal data to another organisation, at your request;
Object to our processing of personal information held by us about you where we are relying on a legitimate interest as the legal basis for the particular use or where we are processing your personal data for the purposes of sending marketing materials to you;
Withdraw your consent, where we are relying on it to use your personal data; and
Not to be subject to a decision based solely on automated processing (including profiling) that produces legal effects concerning you or similarly significantly affects you.

For further information on each of those rights, including the circumstances in which they apply, please refer to the guidance and resources available on the Information Commissioner’s Office website.

If you would like to exercise any of those rights (other than a complaint), please contact our Data Protection Officer using the details below.

Address:

The Portland Building

27-28 Church Street

Brighton

East Sussex

BN1 1RB

Email: [email protected] .

In order to process your request, you will need to provide:

Sufficient information to identify you, that is your name, address and contact details.
Proof of your identity and address (a copy of your driving licence or passport and a recent utility or credit card bill).
Sufficient explanation of your request relating to the rights set out above.

If you wish to make a complaint about how we have handled your personal information, please follow the procedure set out in the “Complaints” section below, and any such complaint will be handled in accordance with that section.

Complaints

You have the right to complain if you think we have not handled your personal information properly under UK data protection law. This includes complaints about how we have collected, used, stored or handled your personal information, or how we have responded to a request you have made to exercise your data protection rights.

You may make a complaint by completing and submitting an electronic complaint form, which is available on our website at dmhstallard.com/data-complaints-procedure. You may also submit a complaint by email to [email protected] or by post to the address set out in the preceding section. We will accept complaints made through any of these channels.

Our Data Protection Complaints Procedure explains how we will handle your complaint.

If you are not satisfied with our response, or if you consider that we have not addressed your complaint adequately, you have the right to lodge a complaint with the ICO. The ICO can be contacted at www.ico.org.uk or by telephone on 0303 123 1113.

Keeping your personal information secure

Appropriate security measures are in place to prevent personal information from being accidentally lost or used or accessed in an unauthorised way. We limit access to your personal information to those who have a genuine business need to know it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.

We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.

Do you need extra help?

If you would like this notice in another format (for example: audio, large print, braille) please contact us (see ‘How to contact us’ above).

DMH Stallard LLP

June 2026