Privacy Notice for COP26 Wood house and Events

1. Introduction

The Wood Group of companies ("Wood", "we", “us” or "our") respects your right to privacy. This Privacy Notice explains how we collect, share and use personal information about you when you register with us to attend Wood house and/or COP26 Events, as set in the Wood site page , and how you can exercise your privacy rights. The data controller of your personal information is John Wood Group plc, which is registered with the UK’s Data Protection Authority (“ICO”).

2. Scope

This Privacy Notice only applies to personal information we collect, share and use about you when you register as a Wood house guest and/or attend COP26 Events, and the rights you have in connection with that information. For information about how we use data collected through our Website, please refer to our Website Privacy Policy. If you contact us through our Social Media pages, please refer to our Social Media Privacy Notice.

3. What does Wood do?

Wood is a global leader in consulting and engineering across energy and the built environment, helping to unlock solutions to some of the world’s most critical challenges. We provide consulting, projects and operations solutions in more than 60 countries, employing around 40,000 people.

For more information about Wood, please see here.

4. What personal information does Wood collect and why?

The personal information that we may collect about you broadly falls into the following categories:

Information that you provide voluntarily

Types of personal information

We ask you to provide certain information voluntarily. The types of information we ask you to provide, and the reasons why we ask you to provide it, include:

Why we collect it

Identification data – such as your name, title, gender and photograph

To organise your access to Wood house, reserve a place for you at a COP26 Event, or note your interest to attend an Event, to register you for an Event and to provide you with information about an Event and Wood house. Event information includes updates, possible changes, cancellations or information about Wood house, accessibility, parking, logistics or other facilities at an Event and to give real time notifications of any on the day information relevant to an Event.

If you register for the COP26 Wood app the notifications about an Event will be displayed to you through the app. This may also include information from partners includinginformation about other public events they are hosting.

To fulfil and monitor our legal responsibilities, for example under health and safety legislation.

To establish and manage our relationship with you (including to inform you about other Events, new products/services which we believe might be of interest to you).

To assist you with international travel, e.g. by providing letters of invitation

Contact details – such as business address, mobile telephone number and email address

Employment details - such as employer and job title and role

National identifiers – such as national ID/passport number

To assist you with international travel, e.g. by providing letters of invitation

Survey Information, comments, feedback, posts or any other comments submitted by you following or about the Event

To assist you with your comments, questions, and requests, and, in general, in our legitimate business interests to assist us to provide events and services in the future.

Sensitive Personal Data

We may need to collect sensitive personal data about you as set out below relating to health, we typically ask for your explicit consent to collect this data. However, there may be situations where it is not possible to obtain your consent, such as if you have an accident at one of our Events.

Dietary needs

To ensure that any catering available at an Event can accommodate your dietary requirements.

Vaccination Status Confirmation

To ensure a safe environment at Wood house and the Events by limiting the risk of infection and for contact tracing purposes should it become necessary, we are asking that all attendees confirm they have been fully vaccinated for COVID 19. The confirmation that you have been vaccinated is only retained by us for the period of the Events and up to 21 days thereafter. Where legally required we may share this information and your contact details with appropriate health authorities.

Covid test information

To ensure a safe environment at the Events for all attendees and limit the risk of infection of COVID 19 at the Events and Wood house, we are asking all attendees to show they have completed a negative lateral flow test on their first day of attendance at Wood house or an Event and then every 2 days after that. The information may be verified upon entry by personnel authorised for processing. This information will not be stored and/or recorded, but only verified, at the time of entry.

Disability requirements

To make reasonable adjustments and accommodations to ensure accessibility to Wood House and the Events.

Additional Data

We may also collect additional data if we correspond with you about an Event and will retain a record of these communications in relation to this Event or other Wood Events you attend or have attended.

If we ask you to provide any other personal information not described above, then the personal information we will ask you to provide, and the reasons why we ask you to provide it, will be made clear to you at the point we collect your personal information.

Information that we obtain from third party sources

We may collect biographical information about you from publicly available sources. This is used to provide us with further information about our attendees at the Event and understand areas of interest and potential business opportunities with our attendees. If you are a speaker, panel member or presenter at the Event this information is also used to inform our marketing about the Event and help the host to introduce you.

We may also have received personal information about you from COP26 Event Partners and other sources (including from your colleagues, other suppliers and business partners), but only where they have assured us that they either have your consent or are otherwise legally permitted or required to disclose your personal information to us. This data is used by us to keep you informed about the Event and other events run by Wood which we believe would be of interest to you and to inform you about Wood and our services. For information about how our partners process your personal data please see our COP26 Event Partners page and check their Privacy Notices.

Photos and videos

Photos and videos may be taken at the Events, which may feature our partners, their staff and representatives, delegates, other attendees, speakers, or exhibitors for the purpose of promoting Wood and the Event and the value of our work. Such photos and videos may be used on our websites, promotional materials, publications, press releases or other illustrations of our work. Please contact us if you do not wish to appear in any images captured or recordings. Please note that we may not be able to retract publications already in the public domain.

5. Who does Wood share my personal information with?

We may disclose your personal information to the following categories of recipients:

to our third party services providers who provide services as part of the Events, these may include general service contractors, onsite health and safety partners, event registration partners, communication tool providers (including our app provider for the Event Bray Leino Limited and their sub-contractor EventCloud) and onsite catering providers. We also share with third party service providers who perform data processing services to us, or who otherwise process personal information for purposes that are described in this Privacy Notice or notified to you when we collect your personal information; as part of the delivery of the app for the Events our app provider Bray Leino Limited and their subcontractor EventCloud, may also ask for your consent to access / use the camera on your device. The purpose of this is to enable you to scan the QR code provided to you for access to Wood house and/or the Events.

6. Legal basis for processing personal information

Our legal basis for collecting and using the personal information described above will depend on the personal information concerned and the specific context in which we collect it. In particular, we will normally collect personal information from you only where we have your consent to do so, where we need the personal information to perform a contract with you, or where the processing is in our legitimate interests and not overridden by your data protection interests or fundamental rights and freedoms. In some cases, we may also have a legal obligation to collect personal information from you (e.g. in response to lawful requests by public authorities) or may otherwise need the personal information for reasons of public health or to protect your vital interests or those of another person.

Our legitimate interests in the context of the personal information we may collect which is described in this Privacy Notice, will be for the purpose of managing our relationship with our partners, Event organisations and hosts, managing our relationship with you, hosting the Event, to grant access to the Event location and facilities and to provide our Event app and communicate with you before, during and after the Event.

If we collect and use your personal information in reliance on anything other than our legitimate interests, we will make clear to you at the relevant time. For example, if we ask you to provide personal information to comply with a legal requirement, for reasons of public health or to perform a contract with you, we will make this clear at the relevant time and advise you whether the provision of your personal information is mandatory or not as well as of the possible consequences if you do not provide your personal information.

7. Cookies and similar tracking technology

We use cookies and similar tracking technology (collectively, “Cookies”) to collect and use personal information about you. For further information about the types of Cookies we use, why, and how you can control Cookies, please see our Cookie Notice.

8. How does Wood keep my personal information secure?

We use appropriate technical and organisational measures to protect the personal information that we collect and process about you. The measures we use are designed to provide a level of security appropriate to the risk of processing your personal information.

9. International data transfers

Your personal information may be transferred to, and processed in, countries other than the country in which you are resident. These countries may have data protection laws that are different to the laws of your country (and, in some cases, may not be as protective).

Specifically, other Wood companies and our third party service providers, clients and partners operate around the world. This means that when we collect your personal information we may process it in any of these countries. When we export your personal information to a different country, we will take steps to ensure that such data exports comply with applicable laws.

These include:

10. Data retention

We retain personal information we collect from you where we have an ongoing legitimate business need to do so (for example, to receive services from you or to comply with applicable legal, tax or accounting requirements) or to send you marketing and promotional materials (unless you have otherwise opted out)) and for a maximum duration of 6 months following the conclusion of the Events.

For information relating your vaccination status we will only hold such data for the duration of the Event and a period of up to 21 days thereafter. Dietary and access information will only be held by us for the duration of the Events.

When we have no ongoing legitimate business need to process your personal information, we will either delete or anonymise it or, if this is not possible (for example, because your personal information has been stored in backup archives), then we will securely store your personal information and isolate it from any further processing until deletion is possible.

11. Your data protection rights

You may exercise the rights available to you under applicable data protection laws as follows:

12. Updates to this Privacy Notice

We may update this Privacy Notice from time to time in response to changing legal, technical or business developments. When we update our Privacy Notice, we will take appropriate measures to inform you, consistent with the significance of the changes we make.

13. How to contact us

If you have any questions or concerns about our use of your personal information or wish to exercise any of your rights, please contact us by sending an email to communications@woodplc.com. For other queries (e.g. relating to your account) please refer to your primary business contact within Wood.