Privacy Policy
The 2023 Round Square International Conference (from now on RSIC2023) planning committee appreciates the importance of keeping personal information private and protected for its stakeholders. As you would expect, we adhere to the provisions of the UK General Data Protection Regulation (UKGDPR) and the Data Protection Act 2018, which gives you control over the information stored about you and how we contact you.
This statement explains how we achieve these goals and gives details of our privacy practices including: what information we collect about people using our website and other online services, how the information will be used or disclosed, and rights with respect to our collection and use of personal data.
RSIC2023 is the owner of the website and is the data controller for the information we collect from you.
Information about us​
Round Square is an internationally diverse network of more than 230 like-minded schools in 50 countries on six continents that connect and collaborate to offer world-class programmes and experiences, developing global competence, character, and confidence in our students around six themes: Internationalism, Democracy, Environmentalism, Adventure, Leadership and Service. Round Square is a charity registered in the United Kingdom. Round Square’s Charity Number is 327117 and its Company Number is 02011514. Its registered office is Morgan House, Madeira Walk, Windsor, SL4 1EP.
Students and teachers in Round Square schools take part in conferences that bring them together with peers from different countries to share perspectives, debate topical issues, forge friendships, support local communities, and develop international understanding.
The Round Square International Conference is an annual event for students aged 15-18 and their teachers. It moves around the world with students from different schools hosting each time. Student delegate groups, accompanied by teachers will be attending from countries in Africa, the Americas, Australasia, South and East Asia, the Gulf, and Europe.
In 2023 it will be hosted in Kenya by Global Member School, Brookhouse School. www.rsic2023.org is a dedicated site operated by the Round Square International Conference planning committee for the purpose of registering delegates and communicating with our network.
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What information does RSIC2023 collect and why?
At the point of committing to attend the conference we ask schools to submit contact details and billing information, so we can keep the school up to date with important information about the conference and send them an invoice for attending.
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We ask schools to submit details relating to the delegates they intend to bring to RSIC2023. We require personal data such as (but not limited to) name, contact details, dates of birth in order to register each delegate. We require sensitive data such as (but not limited to) gender, dietary requirements, medical information to ensure that our delegates have a safe and pleasant stay whilst at the conference.
​We ask delegates to submit a profile photo during registration. This helps conference organisers easily identify delegates in case of an emergency.
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If someone completes an online enquiry and sends a message through the Contact Us page, we collect name, school, and email address to enable us to respond to their message.
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How does RSIC2023 use the information that it collects from its online services?
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The RSIC2023 Planning Committee only uses data gathered via this website for the specific reason of successfully running and managing this event, for example organising logistics such as catering, medical support, billeting and accommodation.
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Information retention
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Personal Data processed for any purpose or purposes by the RSIC2023 Planning Committee shall not be kept for longer than is necessary for that purpose or those purposes.
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Personal data collected in relation to the 2023 Round Square International Conference is retained for 10 years for legal purposes. This information is securely archived and is only accessible by the Chief Executive Officer and the Digital Communications Officer at Round Square.
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After the data expires it is securely disposed of.
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Does RSIC2023 disclose information that it collects from this site to other parties?
​Data collected is shared on a need-to-know basis with either a host school or with a service provider. For examples, Brookhouse School will receive the details of their delegates to be able to plan their portion of the conference appropriately. The RSIC2023 Planning Committee will not provide any information collected from this website unless it is required to do so by law, Court Order by other Government or law enforcement authorities or as described in this Policy Statement.
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Use of cookies
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Cookies are small text files that are placed on your computer by websites that you visit. They are widely used in order to make websites work more efficiently, as well as to provide information to the owners of the site. They enable us to:
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Estimate our audience size and usage pattern
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Measure the use/performance of the site
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Store information about your preferences, and so allow us to customise our site for your individual interests
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Speed up your searches
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Recognise you when you return to our site The cookies we use and why:
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RSIC2023 site cookie: This cookie is used to record if a user has accepted the use of cookies on our website.
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Google Analytics: These cookies are used to collect information about how visitors use our site. We use the information to compile reports and to help us improve the site. The cookies collect information in an anonymous form, including the number of visitors to the site, where visitors have come to the site from and the pages they visited. To opt out of being tracked by Google Analytics across all websites visit http://tools.google.com/dlpage/gaoptout
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Content Management System cookie: This cookie is set by our content management system, on a small number of browsers, upon arrival to the Round Square website. It is not used by Round Square for any purpose. This cookie is deleted when a user closes their browser
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YouTube cookies: We embed videos from YouTube using YouTube’s privacy-enhanced mode. This mode may set cookies on your computer once you click on the YouTube video player, but YouTube will not store personally-identifiable cookie information for playbacks of embedded videos using the privacy-enhanced mode. To find out more, please visit YouTube’s embedding videos information page. You may refuse to accept cookies by activating the setting on your browser which allows you to refuse the setting of cookies. However, if you select this setting, you may be unable to access certain parts of our site. Unless you have adjusted your browser setting so that it will refuse cookies, our system will issue cookies when you log on to our site.
Most web browsers allow some control of most cookies through the browser settings. To find out more about cookies, including how to see what cookies have been set and how to manage and delete them, visit www.allaboutcookies.org
IP address
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We may collect information about your computer, click-stream data – including where available your IP address – operating system and browser type, for system administration. This is statistical data about our users’ browsing actions and patterns, and does not identify any individual.
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Links with other websites
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Our site may, from time to time, contain links to and from third parties’ websites. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data to these websites.
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Your rights to access personal information
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The Act gives you the right to access information held about you. Your right of access can be exercised in accordance with the Act. Any access request may be subject to a fee to meet our costs in providing you with details of the information we hold about you.
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The right to be informed
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The right of access
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The right to rectification
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The right to erase
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The right to restrict processing
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The right to data portability
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The right to object
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Rights in relation to automated decision making and profiling.
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Security
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We take all reasonable safeguards to keep all your personal information as secure as is humanly possible. In addition to a rigorously enforced data handling policy, all our staff members are made aware of their obligations to keep the information for authorised use only. Of course, no technology is fail-safe, but we have made every reasonable effort to keep our systems up-to date-with the relevant protocols.
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Future updates
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Any changes we make to our privacy statement in the future will be posted on this page. You should check the statement each time you access our site.
Contact
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If you have any concerns, questions or comments regarding the data held about you by RSIC2023 please contact us here: wmt@roundsquare.org
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Last updated: January 2023
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