Privacy Policy

Introduction

The Cochrane Collaboration (company number 03044323 and charity number 1045921) (“Cochrane”, “we”, “us”) are committed to protecting the privacy and security of those whose personal data we process. We acknowledge the need to protect personal data that is collected by or disclosed to us and to manage it in accordance with the Data Protection Act 2018 and UK GDPR (“Data Protection Laws”).This Privacy Policy explains how we collect, use, disclose, and protect personal data in connection with your participation in the Cochrane Colloquium 2026 and associated activities (“Event”).

Please read this policy carefully. By registering for, attending, submitting to, or otherwise participating in the Event, you accept the practices described in this Privacy Policy.

About us

Cochrane is for anyone interested in using high-quality information to make health decisions. As a data controller we have legal obligations to ensure that we only use your data in a fair, transparent and secure manner. If you have any questions regarding this privacy notice, our use of your data or wish to exercise any of your legal rights under data protection law, please contact colloquium@cochrane.org.

 

What personal data do we collect?

We collect the minimum personal data necessary for the organisation and operation of the Event. This may include:

  • Registration and contact information: name, email address, organisation, job title, country of residence.
  • Abstract/workshop submission data: names, email addresses and affiliations of authors and facilitators.
  • Event logistics data: dietary and accessibility requirements, special requests.
  • Participation data: badge details and QR code information used for Event administration.
  • Transactional data: payment and invoicing details as required to process registration (payment card details are not stored by Cochrane).

We will only collect special category data (e.g. health information) where strictly necessary and with your explicit consent (for example, to accommodate dietary or accessibility requirements).

 

How do we use your personal data?

We will use your personal data only for the purposes for which it was collected, including:

  • To register you for the Event and process payments.
  • To manage abstract and workshop submissions.
  • To create attendee name badges and manage Event logistics.
  • To communicate Event updates and information.
  • To facilitate accessibility and dietary requirements.

We do not use automated decision‑making in relation to your personal data.

 

Do we share your personal data?

Cochrane will not share or sell your personal data with any third party for marketing purposes. Other than as set out in this privacy policy, we do not share your personal data with third parties unless we have your consent or are required to do so by law.

When you submit an abstract or workshop submission, your personal data may be shared with TFI Lodestar Limited, our professional conference organiser, for the purposes of contacting you about the submission(s) and printing your details on electronic media or publishing your details on the Event website or abstracts.cochrane.org (if you have given your consent for this).

When you register to attend the Event, through the Event registration form and pay for the registration, your personal data will be held in our events management software, hosted by Events Air. Events Air are not permitted to access your personal data except as necessary to enable them to provide and improve the event management software, and they can only access it in an encrypted format.

We may need to share your personal data with our Professional Conference Organiser, TFI Lodestar Limited. They will only use your personal data to:

  • create a name badge for you for the Event, which will include a scannable QR code containing your name and email address;
  • create a list of registered attendees to use for registration at the Event;
  • responding to any queries you send to Cochrane regarding the Event and/or your registration, ticket or dietary requirements;
  • issue any ticket refunds; and

We may need to share your personal data with our event partner, Cochrane Poland, to enable them to provide administrative support in connection with the Event.

Your personal data will not be shared with Event exhibitors or sponsors, but some exhibitors or sponsors will have scanners on the day and, if you give consent, they may scan the QR code on your name badge to collect your personal data. The exhibitors or sponsors will be the data controllers of any personal data you share with them, and their use of your personal data will be subject to their respective privacy policies.

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. We only share the personal data that is necessary to deliver the relevant service. We require these third parties to keep your personal data secure.

 

How do we protect your personal data?

We implement appropriate technical, organisational and security measures to protect your personal data from unauthorised access, loss, or damage. This includes encryption, access controls, staff training, and security testing.

 

Transfers of data outside of the EEA

Where personal data is processed by TFI Lodestar or other service providers outside the UK, we will ensure an adequate level of protection is in place (for example through EU Commission adequacy decisions, standard contractual clauses or equivalent safeguards under applicable law).

 

How long do we keep your personal data?

We retain personal data only as long as necessary to fulfil the purposes for which it was collected, to comply with legal obligations, or to resolve disputes. In most cases, personal data will be deleted or anonymised no more than seven years after the Event.

 

What are your rights in relation to your personal data?

Under UK GDPR and UK data protection law, you have the right to:

  • Access a copy of your personal data.
  • Request correction of inaccurate or incomplete data.
  • Request deletion or restriction of processing.
  • Object to processing based on legitimate interests.
  • Data portability (where applicable).
  • Withdraw consent at any time where processing is based on consent.

To exercise these rights, please contact us at colloquium@cochrane.org. If you are unhappy with our handling of your personal data, you also have the right to lodge a complaint with the UK Information Commissioner’s Office (ICO).

 

Changes to this Privacy Policy

We may update this Privacy Policy to reflect changes to our practices or legal requirements. The updated policy will be posted on the Event website with a revised “Last updated” date. This policy was last updated on 30 January 2026.