Notification of Intention to Attend ‘virtual’ Annual General Meeting (AGM) and Special General Meeting (SGM)
Use this form to tell us that you will attend our AGM and SGM on Thursday 10 September 2020 at 6pm. The meeting will be held virtually and you must tell us if you plan to attend by close of business on Friday 28 August 2020 so that we can provide you with the details that you need to join the online meeting, i.e. meeting invitation and password to access.
We require your name* and address* to confirm your eligibility to attend the meeting. It will not be used for other purposes. We require your email address** in order to send you the relevant ‘zoom’ invitation link and access password. Thereafter, it will not be used for any other purposes (unless we already hold it for other purposes, i.e. newsletters or a preferred method of communication etc.)
We will retain copies of these notification forms for a period of 3 years to record meeting attendance and verification of signature / email address in the event of a future issue or question regarding the meeting.
We are obliged to maintain minutes of our AGM and SGM. Therefore, we will use the recording facilities within ‘zoom’ to ensure the accuracy of the minutes. As ‘zoom’ also incorporates a chat facility, we will retain the log of any chat recorded within the meeting. The audio recording and chat logs will be retained for 6 months, or until converted into formal documented and agreed minutes.
We reserve the right to either ‘mute’ the microphone of, or close the connection to, any disruptive meeting attendees.
For further details as to how ‘zoom’ may process your personal data, please visit: https://zoom.us/privacy
Please return this form by close of business on Friday 28 August 2020 so that we can get your invitation out to you in good time.