Policies

Genome Research Limited (GRL), operating as Wellcome Sanger Institute, is the controller responsible for your personal data as collected through Connecting Science’s learning and training programme.

We collect and process your personal data when you visit our webpages, register for events, sign up for information or newsletters, attend events/courses/conferences, apply for a bursary or carer’s grant, submit an abstract, or otherwise contact us in relation to the services offered by Connecting Science.

This Privacy Notice provides information on how we collect and process your personal data when you interact with Connecting Science’s learning and training programme, or otherwise provide us with your information.

For more detailed information please click here to read GRL’s Privacy Policy, and please click here to read our Terms of Use. You should read these in conjunction with this Privacy Notice. In the event of any inconsistency between these terms, please note that this Privacy Notice will take precedence.

Our legal basis for processing personal data

Our legal basis for processing personal information is usually for our legitimate interests, if we have your consent, for the performance of a contract or to meet our legal obligations. We may collect and use your personal data if it is necessary for our legitimate interest and so long as its use is fair, balanced, and does not unduly impact your rights. We may process personal information because it is necessary for the performance of a contract to which you are a party (such as events registration), or because we are legally obliged to do so (such as security and welfare).

The data we collect about you

We may collect, use, store and transfer different kinds of personal data about you as follows:

• Identity Data.
• Contact Data.
• Financial Data.
• Transaction Data.
• Technical Data.
• Profile Data.
• Usage Data.
• Cookie Data.
• Marketing and Communications Data.
• Photographic Data.
• Social Media Data (including handles).
• Feedback and Survey Data.

How we use your personal data

We will only use your personal data for the purpose for which we collected it which includes the following:

• To register you as an event/course/conference participant, speaker or attendee.
• To process and deliver events/courses/conferences that you have signed up for.
• To manage your relationship with us.
• To enable you to participate in a bursary or award selection, or to complete feedback or surveys.
• To improve our website, products/services, marketing or outward facing relationships.
• To recommend events or services which may be of interest to you and to tailor your experience of our website in the future.
• To promote and market other similar events or services, including paid-for marketing campaigns (for photographic data only).

How we share your personal data

We may share your personal data within GRL, and occasionally with selected external third parties who are directly involved in our activities or otherwise connected to GRL, and where sharing such data is required to deliver events, conferences, courses or other related facilities and services. Third parties may include marketing agencies, academic institutions, and technical support organisations. This may mean that your personal data is transferred outside of the UK and EU.

International transfers

We may transfer, store and process your data internationally due to the nature of the events, courses, conferences and related facilities and services we provide. Where possible, we will only do so to countries that are of an adequate level of protection for data privacy and we will ensure a similar degree of protection is afforded to it by agreeing relevant safeguards. This may include any personal data that we hold about you from our Global Training Programme, which by its very nature, will include international transfers to our collaborating institutions across the world.

Cookie data

A cookie is a small text file which is placed on your computer’s hard drive by a website. When you visit our website, your browser checks to see if it has any cookies for that website and then sends the information contained in those cookies back to the website in order to improve your experience. Cookies record information like permissions and preferences. We may also use third parties such as Google Analytics, to set cookies on your devices to help us better understand visitors to our website. Google Analytics will collect anonymous usage and visitor behaviour information which helps us better understand the demographic of our visitors and their interests or needs. For additional information about Google’s privacy practices, please click here to visit their website.

How long we keep your information for

We will hold your personal information on our systems for as long as it is necessary for the relevant activity. It will be deleted when it is no longer reasonably necessary, or you have exercised your rights to object to processing. We may retain your personal data for longer in the event of a complaint or a contemplated litigation.

Your legal rights

For details of your rights under data protection laws, including the right to receive a copy of the personal data we hold about you and the right to make a complaint at any time to the Information Commissioner’s Office, the UK regulator for data protection issues (www.ico.org.uk), please see our privacy policy aforementioned.

Contact details

We have appointed a data privacy handler. If you have any questions about this privacy notice or our data protection practices please contact dataprotection@sanger.ac.uk or write to Data Protection, Legal Dept, Genome Research Ltd, Wellcome Genome Campus, Hinxton, Cambridge CB10 1SA.

 

These terms and conditions (“Terms”) are applicable to Learning and Training Events booking requests made by you with Genome Research Limited, a company incorporated in England (under company registration number 2742969) and registered as a charity (no 1021457), operating as Wellcome Connecting Science, whose principal place of business is at Wellcome Genome Campus, Hinxton, Cambridge, CB10 1SA (‘We’/‘Our’/’Us’).

Under these Terms:
“Event” means the learning and training conference or course, including virtual conference or course, for which you are submitting a booking request.

“Event Organiser” means conferences@wellcomeconnectingscience.org

“Force Majeure Event” means any event arising that is beyond our reasonable control, including (without limitation) speaker or participant cancellation or withdrawal, supplier or contractor failure, venue damage or
cancellation, health scares, industrial dispute, governmental regulations or action, military action, fire, flood, disaster, civil riot, pandemics, acts of terrorism or war.

“You/Your” means the person engaging with Wellcome Connecting Science, registering for events or services, or visiting the website.

Please read these Terms carefully before you complete an Event booking request. Making a booking request or application for an Event constitutes your acceptance of these Terms and your agreement to comply with them.
If you are booking on behalf of a delegate, you accept these Terms on their behalf.

1. The Event and Booking

• We will use reasonable endeavours to provide an accurate description of the Event on our booking website.
• Submitting an application for an Event does not guarantee you a place at any of our Events. We will issue an email confirmation of your booking request, which may be subject to a further application in accordance with Condition 2.2 below.
• Your place at the Event is not guaranteed until completion of the following: (a) registration for the Event, (b) submission and acceptance of an application, in the case of application-based events, (c) payment of the Event fee (if there is a fee applicable), and (d) receiving an email from us confirming your place is booked.
• You are solely responsible for ensuring that the information you provide is complete and accurate. We will not be responsible for any losses arising from your failure to provide complete and accurate
  information.
• We shall be entitled to withdraw our offer of a place for an Event and any associated bursaries, or other allowances for an Event, where the information provided during the Event registration or bursary
  application is inaccurate. You shall be required to refund any bursaries or allowances issued where this
  arises.

2. Payments 

• The fee for the Event will be shown on our website on the page for the Event.
• Payment can only be made online using a credit or debit card. It is not possible to register and pay onsite or via invoice.
• If you experience difficulties with the payment site, please contact the Event Organiser.
• Unless otherwise agreed, the payment made for the Event shall only apply to the cost of attending the
• Event and shall not include any other costs, including travel, accommodation or medical costs.

2.1 Conference registrations 

• For Events requiring payments, payment must be received as detailed on the Event webpage before registration is confirmed.
• Entry to the event will not be permitted without prior payment or proof of payment.

2.2 Application-based events 

• For Events requiring an application, payment will be requested only after your application has been accepted and you are invited to register.
• Payment must be received by the due date stated in your acceptance communication.
• We reserve the right to withdraw the offer of a place if payment is not received by the specified deadline.

3. Cancellation and refund policy

3.1 Cancellation by the attendee

• All cancellation notices must be sent via email to the Event Organiser.
• For all in-person Events, cancellations received more than 30 days before the Event shall be entitled to a 100% refund, which will be refunded to the card used for the initial payment. Cancellations received fewer than 30 days before the event will not be entitled to any refund. The cancellation charge will apply even if the Event is booked within 30 days of the scheduled date for the Event.
• For all virtual Events, cancellations received more than 6 days before the Event shall be entitled to a 100% refund, which will be refunded to the card used for the initial payment. Cancellations received fewer than 6 days before the event will not be entitled to any refund. The cancellation charge will apply even if the Event is booked within 6 days of the scheduled date for the Event.
• We shall use reasonable endeavours to process refunds within 48 hours from the point of approving the refund request. However, we shall have no liability to you for any delay in providing the refunds
  outside our control.

3.2 Cancellation or changes to the event by Wellcome Connecting Science 

• We reserve the right to amend the Event programme, content, location, date or any other aspect of the Event, and cancel the Event and any booking at any time and for any reason, whether or not due to a Force Majeure Event.
• Where we cancel the Event for any reason except for a Force Majeure Event, the full Event registration fee will be refunded to the card used for the initial payment.
• Where we cancel the Event due to a Force Majeure Event, the refund may be subject to deductions for costs already reasonably incurred by us in relation to the Event.
• We shall use reasonable endeavours to process refunds within 48 hours from the point at which such a refund is approved. However, we shall have no liability to you for any delay in providing the refunds outside our control.
• To the fullest extent permitted by applicable law, Wellcome Connecting Science shall not be liable to you for any loss, delay, damage or other liability incurred resulting from or arising in connection with the cancellation or date change of the Event or any venue change. Other than the refunds set out above, Wellcome Connecting Science has no liability to you in the case of Event cancellation. In particular, Wellcome Connecting Science will not be liable for any additional costs incurred by you (e.g., travel,
  accommodation, or visa expenses). Event attendees are strongly advised to book flexible travel and obtain travel insurance.

4. Travel Visas 

• Travel Visa-related costs (e.g., visa application fees, embassy travel costs) will not be reimbursed under any circumstances.
• Registration fees will not be refunded if your visa application is declined and you inform us fewer than 30 days before the event.

5. Medical Insurance 

• Attendees are required to have appropriate travel and medical insurance for the duration of the Event.
• We will not be liable for medical costs, hospital treatment, or any other associated expenses (e.g. additional travel or accommodation).

6. Damage to property 

• You will be held responsible for any damage caused to property associated with the Event, including accommodation and will be solely liable for the full cost of repair or replacement.

7. Use of personal details and data

Our Privacy Policy and Cookie Policy set out the terms on which we process any personal data we collect from you, or that you provide to us. By making a booking for the Event, you consent to such processing
by Wellcome Connecting Science, and you warrant that all data provided by you is accurate.

8. Health and Safety 

• It is your responsibility to ensure compliance with all instructions given at the Event and to comply with all applicable laws, including but not limited to health and safety laws and fire regulations.
• The Event may involve the use of laboratory chemicals, equipment, and techniques covered by appropriate Risk and COSHH assessments. Some substances may pose risks for anyone pregnant, those who have given birth in the past 6 months, or those who are breastfeeding.
• Attendees with health conditions requiring additional assessments (including pregnancy, breastfeeding, or disabilities) should notify the Event Organiser at least 1 month prior to the Event, where possible. We shall use reasonable endeavours to ensure appropriate safeguards are in place.
• In some cases, individuals may be unable to participate in certain activities or demonstrations if it is unsafe for their health to do so.

9. Attendance requirements 

• For Events with certificates of attendance, attendees are expected to participate in all sessions of the Event in order to receive a certificate of attendance.

10. Filming and photography 

• Official photography and filming conducted by Wellcome Connecting Science may be shared on public platforms.
• If you do not wish to be recorded, please notify the Event Organiser in advance. A special lanyard will be provided to indicate your preference.
• Unofficial photography and/or filming is permitted, but material may not be shared publicly without the explicit consent of all identifiable individuals featured.

11. Confidentiality 

• If attendance at the Event makes you privy to any information which is marked, or might be reasonably understood to be confidential, you shall not use such information for any purposes other than participation at the Event.

12. Limitation of liability

• To the extent permissible by law, Wellcome Connecting Science excludes all conditions, warranties, representations, or other terms which may apply to the description of the Event, or event bookings
  generally, whether express or implied.
• To the extent permissible by law, Wellcome Connecting Science excludes all liability for loss, damage, or costs of an indirect or consequential nature, or for any economic loss or loss of turnover, profits, business or goodwill arising out of or in connection with the Event or cancellation of the Event and these Terms.
• Nothing in these Terms limits or excludes our liability for death or personal injury caused by our negligence, or fraud, or any sort of liability that, by law, cannot be limited or excluded.
• Our total liability to you, whether in contract, tort (including negligence), breach of statutory duty or otherwise, arising under or in connection with these Terms shall be limited to the total fee paid by you to Wellcome Connecting Science to book the Event.

13. General 

• These Terms together with our Privacy Policy, Cookie Policy and other policies available on our website constitute the entire agreement between you and Wellcome Connecting Science, and supersede and extinguish all previous agreements, promises, assurances, warranties, representations and understandings between you and Wellcome Connecting Science, whether written or oral, relating to its subject matter.
• These Terms are governed by and construed in accordance with the laws of England, and you agree to
  accept the exclusive jurisdiction of the English courts in relation to any dispute that may arise in connection with these Terms.

All event attendees (whether participating online, in person or on campus) are expected to abide by this Code of Conduct. We aim to ensure that the ethos of the programme is followed and that no individual or groups feel harassed or uncomfortable participating in the event or at social activities, in-person or online.

Ethos

The events are a partnership between the expertise of the courses and conference team, in scientific event management and educational programme development, and the expertise of the scientists and clinicians. We support the dissemination of knowledge in an open and respectful environment. Our events support the highest academic quality and integrity and, where sponsorship has been obtained, or conflicts of interest arise, this will be open and transparent. We promote diversity and equality and do not discriminate on gender, race, age, religion, physical appearance, disability, sexual orientation or any other information provided.

We aim to provide a friendly, safe and welcoming environment for all course and conference participants. Therefore, we ask all attendees treat all speakers and participants with respect, courtesy, and professionalism.

Code of Conduct

1. Be aware that certain language and images can offend groups and cultures different to your own. If you have any doubt about whether specific language or images in your presentations could be misinterpreted, remove them.

2. We will not tolerate harassment or intimidation of any person, whether verbal, physical, or written (including on our virtual event portal, networking channels, social media, or by email).

Harassment includes, but is not limited to:
a. Offensive or unwanted comments on gender, race, age, religion, physical appearance, disability, sexual orientation.
b. Use of sexual images, inappropriate physical contact, unwelcome sexual attention or stalking.
c. Sustained interruption of speakers or those asking questions.
d. Unwanted photography or filming.

Intimidation includes, but is not limited to:
a. Making threats
b. Bullying
c. Personal attacks

3. Behaviour that results in damage to Campus property is not acceptable and you will be expected to pay for repair/replacement/cleaning.

Covid safe policy

Conference and course participants attending onsite events are expected to comply with the following policies on testing and vaccination, and the guidelines in operation at the conference centre.

We reserve the right to ask any individual to leave the event (whether in-person, on campus or virtual) if they break the Code of Conduct. They will not be given a refund of any fees, and will not be allowed to reside on Campus (if they have Campus accommodation) and will not have access to the virtual platform for the remainder of the event.

Our goal is to create an environment where individuals of all backgrounds can contribute effectively, grow professionally and be valued for their impact. A diverse and inclusive culture enhances scientific collaboration, strengthens decision-making, and enriches the learning and training experience for all attendees.

Scope

This policy applies to all formal activities within the Learning and Training programme, covering event planning, attendee selection, external partnerships, and digital learning. All staff, collaborators, and attendees are expected to uphold these commitments.

Core principles

• Equity: Ensuring fair treatment and opportunities while actively identifying and reducing barriers to participation.
• Diversity: Valuing a broad range of perspectives, backgrounds, and skills across our teams and training environments.
• Inclusion: Creating a welcoming environment where all individuals feel respected, empowered, and valued.

Additional commitments:

• Non-discrimination: We do not tolerate discrimination based on any protected characteristic.
• Equal opportunities: We ensure fair access to resources, training, and development opportunities.
• Inclusive language: All communications and materials will reflect inclusivity.
• Prevention of harassment: We maintain a Code of Conduct to ensure a safe environment, with prompt action on complaints.
• Diverse representation in decision-making: We ensure broad representation in advisory boards, committees, and training teams.
• Support for carers and neurodivergent individuals: Reasonable adjustments will be made based on individual needs.
• Gender equity: We aim for balanced representation in committees, training teams, invited speakers, and attendees, recognising that diverse perspectives lead to stronger scientific and educational outcomes. While achieving exact parity may not always be feasible, our commitment ensures that opportunities are distributed fairly and that no group is systematically underrepresented over time.

Policy implementation 

Attendees

All event attendees will have equal opportunities to participate, with measures in place to mitigate unconscious bias in attendee selection.

Contributors

To support fair and informed decision-making, selection committee members, including abstract selection committees, training teams and those involved in programme development will have access to training on recognising and mitigating bias. This training is designed to strengthen confidence in our selection processes, ensuring decisions are based on quality and fairness rather than unintentional bias.

Global training

To maximise the impact of our Global Training Teams, we prioritise regional representation where possible. This ensures local expertise, cultural relevance, and accessibility to multilingual trainers – all leading to effective engagement with attendees. While our goal is to reflect regional diversity, we also recognise that expertise and availability vary, and flexibility is built into our approach.

Digital learning

Our content will be accessible, including closed captions, digital/audio reader compatibility, and colour-contrast considerations. We will achieve this by adhering to accessibility best practices, including screen reader compatibility, captioning, and colour-blind-friendly design.

Implementation and accountability 

• The Education Developer or Scientific Programme Developer is responsible for policy oversight at the event level.
• To continuously improve our approach, we welcome feedback on accessibility and inclusion in event evaluations. This helps us refine our practices and better meet the needs of our diverse attendees.
• An annual diversity and equity review will be conducted by the Associate Director, Learning and Training. In situations where events or activities do not align with this policy, an action plan will be developed to identify and implement improvements.
• New events should consider diversity and inclusion in their planning to ensure broad accessibility and engagement. Where challenges arise, the Learning and Training Senior Management Team can provide guidance and support on addressing them.

Parents and carers 

We are committed to supporting parents and carers to attend our events. To help make participation possible we are pleased to be able to offer the following options to all attendees, including conference delegates, course participants, speakers and teaching staff.

1. Carers’ Grants

We offer Carers’ Grants of up to £500 to cover the costs of dependent care. This may include:

• Care at home whilst you attend the event
• The cost of bringing a carer and child/ dependent to the event.

Click on this link to download a copy of the Carer’s Grant Application Form 2025

We are only able to offer this grant to attendees who are not GLR employees. GRL employees should refer to the Sanger Institute’s Carers’ Grant information on FRED.

2. Attending events with children/ dependents and carers

Conferences

Children or dependents may join you in the Conference Centre meeting spaces, providing they are well behaved.

• A shared family room is available for use during the day.
• Children or dependents must be supervised at all times.

Courses on the Wellcome Genome Campus

• Due to the intensive nature of our training courses, and restricted  access in some Sanger Institute buildings, children and dependents cannot attend course meetings or enter the laboratory spaces.
• A shared family room is available for use during the day.
• Children or dependents must be supervised at all times.

For all campus-based events

• Accommodation, meals and any additional requirements (e.g. milk warmers, cots) for carers, children or dependents must be arranged directly with our conference centre at conferencereception@sanger.ac.uk.
• All attendees bringing children must complete the Conference Centre Children Policy form  – made available by contacting the conference centre team using the email address above.

Global training courses

• Children or dependents cannot attend course meeting rooms or laboratory spaces hosted by our training partners outside of the UK. This is due to the intensive nature of the training, and restricted access in some event buildings.
• If children or dependents need to travel with you, they must be accompanied by a dedicated carer (this cannot be yourself) as supervision is required at all times.
• Please contact the event organiser at courses@wellcomeconnectingscience.org to discuss your needs.

Please note: The Learning and Training Team can take no responsibility for the wellbeing, arrangements or costs associated with travelling with a child, dependent, or their carer outside of our Carers’ Grant terms and conditions.

The Wellcome Connecting Science Learning and Training team recognises and prioritises the health and wellbeing of all attendees at our events. We maintain a steadfast commitment to ensuring a safe and supportive environment.

On campus, we have qualified first aid and mental health personnel, a private space for individuals seeking respite and our catering services have been designed to accommodate a wide range of dietary requirements.

Hand sanitiser and face coverings are available at our registration desks upon request.

In the collective interest of maintaining a healthy community, we kindly request all attendees to promptly notify us if they experience any feelings of illness or exhibit symptoms indicative of illnesses such as influenza or COVID-19. In instances of mild symptoms, we may explore the possibility of facilitating virtual participation in the event as an alternative.

Your collaboration in upholding these health measures is greatly appreciated, and we reserve the right to refuse entry to an event if it is felt that other attendees will be at risk.