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LINKEDINEffective date: April 2026
The Asphalt Industry Alliance (“AIA”, “we”, “us” or “our”) is committed to protecting your personal data and respecting your privacy rights.This privacy notice explains how we collect, use, disclose, and safeguard your personal data when you register for, attend, or participate in a webinar hosted via Microsoft Teams
(“Sharing Best Practice 2026”).
- Who we are (Data Controller)
The data controller responsible for your personal data is:
The Asphalt Industry Alliance
Registered address: The Asphalt Industry Alliance, Archway Office, Barley Wood Stable, Long Lane, Wrington, BS40 5SA
Email: info@asphaltuk.org
Telephone: 020 7222 0136
You can contact our data protection lead at the email address above if you have any questions about this notice or how we handle your data.
- What personal data do we collect?
When you register for or attend our Teams Webinar, we may collect the following personal data:
Contact and registration details: Full name, job title, organisation name, email address, and telephone number (if provided). Webinar participation data: Information about your attendance (e.g., join/leave times), chat messages or questions you submit during the session, and any polls or interactive responses.
Technical data: IP address, device type, browser information, and Microsoft Teams usage data (automatically collected by the platform).
Audio and video data: If you choose to enable your microphone or camera, or if Sharing Best Practice 2026 is recorded.
Other: Any information you voluntarily provide during registration or Sharing Best Practice 2026 (e.g., feedback or comments).
We do not collect special category (sensitive) personal data unless you voluntarily provide it and it is relevant to Sharing Best Practice 2026 topic. We will only process such data with your explicit consent or where another legal basis applies.
- How do we collect your personal data?
We collect your data directly from you when:
You complete Sharing Best Practice 2026 registration form.
You join the Teams Webinar.
You interact during the session (chat, questions, polls).
Microsoft Teams may also collect technical data on our behalf as a data processor.
- Why do we process your personal data? (Purposes and lawful basis)
We process your personal data for the following purposes:
| Purpose To process your registration and allow you to attend Sharing Best Practice 2026 | Lawful basis under UK GDPR Performance of a contract (Art. 6(1) (b)) or legitimate interests (Art. 6(1) (f)) |
| To deliver Sharing Best Practice 2026, manage participation, and communicate with you (e.g., sending joining instructions or follow-up materials) | Performance of a contract or legitimate interests |
| To record Sharing Best Practice 2026 (if applicable) for later viewing, training, or internal purposes | Legitimate interests (or consent where we rely on it for publication) |
| To improve our events and gather feedback | Legitimate interests |
| To comply with legal or regulatory obligations (e.g., health & safety, record-keeping) | Legal obligation (Art. 6(1)(c)) |
| To send you relevant future event or industry information (marketing) | Consent (Art. 6(1)(a)) or legitimate interests (soft opt-in where permitted) |
We will only use your data for the purposes for which we collected it, unless we reasonably consider we need to use it for another reason compatible with the original purpose.
- Do we share your personal data?
We may share your personal data with:
Microsoft (as the provider of Teams) — acting as our data processor under a data processing agreement that includes appropriate safeguards.
Trusted third-party service providers who assist with webinar delivery, registration platforms, or email communications (under strict confidentiality agreements).
Professional advisers (e.g., lawyers, accountants) where necessary for legal compliance.
Regulators or law enforcement where required by law.
We do not sell your personal data to third parties.
- International transfers
Your data may be transferred to countries outside the UK (e.g., the United States, where Microsoft’s primary data centres are located). Where this occurs, we ensure appropriate safeguards are in place, such as the UK International Data Transfer Agreement (IDTA) or
Standard Contractual Clauses, together with any supplementary measures required.
- How long do we keep your personal data?
We will retain your personal data only for as long as necessary to fulfil the purposes for which it was collected, including for the purposes of satisfying any legal, accounting, or reporting requirements.
Registration and attendance data: Usually retained for up to [e.g., 12 months] after Sharing Best Practice 2026, or longer if required for follow-up or legal reasons.
Recordings (if made): The sessions will be recorded and subsequently available on our YouTube channel. Your name and details will not be recorded, any question that you ask via the Q&A system may be included.
- Your data protection rights
Under UK GDPR, you have the following rights (subject to certain conditions):
Right to access your personal data
Right to rectification of inaccurate or incomplete data
Right to erasure (“right to be forgotten”)
Right to restrict processing
Right to data portability
Right to object to processing (including for direct marketing)
Right to withdraw consent at any time (where consent is the lawful basis)
To exercise any of these rights, please contact us using the details in section 1.
You also have the right to lodge a complaint with the UK supervisory authority, the
Information Commissioner’s Office (ICO):
Website: www.ico.org.uk
Helpline: 0303 123 1113
- Security
We take appropriate technical and organisational measures to protect your personal data against accidental loss, unauthorised access, alteration, or disclosure.
- Changes to this privacy notice
We may update this notice from time to time. The latest version will always be available on our website or provided with webinar registration materials.