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.

 

Payments

Payment can only be taken online with a credit or debit card.  It is not possible to register and pay on site. If you have any difficulties with the payment site please contact the event organiser.

Online payments are subject to the following payment conditions:

For conference registrations (i.e. where places are offered on a first come first served basis). Payment must be received as detailed on the event webpage before registration is confirmed.  Admittance to the event without prior payment/proof of payment will not be permitted.

For events requiring an application (i.e. the majority of courses), payment will be requested after a candidate has been selected and invited to register fully.  The acceptance and payment for events must be received no later than 10 working days after the invitation has been issued.  The programme reserves the right to withdraw the offer of a place should payment not be received by the due date.

If you have any difficulties please contact the event organiser.

Cancellation and refund policy

Cancellation by the attendee – onsite registration

All notices of cancellation must be sent by email to the event organiser.  Cancellations with less than 30 days’ notice prior to the event will incur 100% of the fee.

Cancellation by the attendee – virtual registration

All notices of cancellation must be sent by email to the event organiser.  Cancellations with less than 6 days’ notice prior to the event will incur 100% of the fee.

Cancellation of, or changes to, the Event

We reserve the right to amend the  event programme.

If the event has to be cancelled due to circumstances beyond the control of the event organiser, the full registration fee will be refunded.  All refunds will be made to the credit or debit card used for the initial payment.

WCS  will not be liable for any extra costs incurred by delegates, such as those associated with travel, accommodation or visa applications, etc.

Health and Wellbeing

Cancellation by the attendee – for onsite registration type

In the event that an attendee is unable to attend in person due to a medical reason, please contact the event organiser.

All refunds will be made to the credit or debit card used for the initial payment. 

WCS  will not accept liability for other costs associated with attending an event such as travel, external accommodation etc.  We suggest booking flexible travel and take out travel insurance that covers for these eventualities.

Travel visas

Visa-related costs will not be reimbursed (e.g. visa application fee or embassy travel costs, etc.) under any circumstances.  Please note that a refund of registration fees will not be given to those whose visa application is declined if you inform us less than 30 days prior to the event (see cancellation by attendee above).

Medical insurance

Attendees must have appropriate travel and medical insurance for the duration of the event.  The Learning and Training programme will not be liable for any medical costs should the attendee require hospital or medical attention not any associated costs (travel, extra accommodation, etc.).

Damage to property

If an individual causes any damage to any property relating to the event (including accommodation) they will be liable to pay the full cost of repair or replacement.

Your details and your data

By registering/applying for a learning and training event, you have agreed that we will contact you about logistical and other information related to the event itself.  We will share relevant details with instructors or programme committees, when appropriate. For example, but not limited to, selecting applicants for a course or choosing abstracts for a conference, bursary application or poster prize.

For events that are co-organised with partners, we may share your contact details with them. We will not share your details with third parties unconnected to the event you have attended.

You have the option to share your details in the attendee list featured in the event materials, which will be circulated to our our attendees.

You can sign up to our marketing list to hear about future events in our programme.  Please note you can unsubscribe from our marketing emails at any time.

Data will be held by us internally for a maximum of five years.

Any data held outside of our registration system will be de-identified.

Health and Safety for Laboratory Training Courses

These courses uses a range of laboratory chemicals, equipment and techniques, for which we have the appropriate Risk and COSHH Assessments. Some of these chemicals could be hazardous for pregnant women, those who have given birth within the past 6 months, or who are breastfeeding.

The Genome Campus is a large site, and there is a reasonable amount of walking between the labs, lecture theatre, accommodation and restaurant.

If you have any health issues for which you would be required to have additional Risk Assessments or COSHH assessments, including a disability, please advise your Event Organiser who will arrange for our Laboratory Manager to contact you in confidence, at least 1 month before the course commences where possible, so we can ensure that the appropriate safeguards are in place, or provide assistance where required. Under some circumstances individuals will not be able to carry out every part of each experiment or may not be allowed to attend demonstrations where it is not safe for their health to do so, however these form a minimal part of the course.

Attendance at Learning and Training Events

We expect attendees to participate in all sessions of a course to receive the certificate of attendance.

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.