What information do we hold?
We collect information about you when you visit our website for the first time, and when you interact with our pages. We also collect information when you voluntarily complete contact forms, provide feedback and submit queries. When you register for an account we collect your name, a username you choose, your email address, and (optionally) the name of an existing anti-slavery partnership you are a member of. If you sign up for our email newsletter we collect your email address. Website usage information is collected using cookies.
How do we use it and why?
We use your information collected from the website to personalise your repeat visits to our website, and to help us understand what works and what doesn’t on our website. We’ll use information you submit through our contact forms and other ways of giving feedback to help you with your specific issues. We use information gathered during account registration to authenticate you on repeat visits, and monitor how our resources are used to improve the user experience. If you sign up for email newsletters, we use your email address to send them.
Under the GDPR we must establish a legal basis for processing your personal data and let you know what this is. It is in the University’s legitimate interest to process your personal data for the outline above. This processing shouldn’t impact on you negatively and is necessary for our website to function correctly.
Who do we share it with?
We use several different third-party services to process your data, which allow us to give you the best possible experience. If we do want to collect personally identifiable information through our website, we will be up front about this. We always make clear when we collect personal information and explain what we intend to do with it.
We can’t take responsibility for the behaviour of sites linked to or from our website. You should consult their individual privacy policies for more information.
Cookies are text files placed on your computer to collect standard internet log information and visitor behaviour information. This information is used to track visitor use of the website and to compile statistical reports on website activity. For further information visit www.aboutcookies.org or www.allaboutcookies.org.
You can set your browser not to accept cookies and the above websites tell you how to remove cookies from your browser. However, in a few cases some of our website features may not function as a result.
Sometimes we’ll embed content in our pages that we don’t control or operate. This is common for social media sites such as Facebook and Twitter. When you interact with these elements, which are always marked clearly, you’ve not interacted with our website but instead the service embedded, and we can’t guarantee what data is collected.
We use a third-party service, Google Analytics, to collect standard internet log information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to various parts of the site. This information is only processed in a way which does not identify anyone. We do not make, and do not allow Google to make, any attempt to find out the identities of those visiting our website.
How long do we keep your data?
Personally identifiable data that’s used at a top level for the maintenance and upkeep of the website is held in your browser in the form of cookies, which you have control over. You may delete them at any time.
Data collected through contact forms, feedback and queries will be held for a variable amount of time depending on exactly what it’s being used for, but it’ll usually be in line with our retention policy. We’ll always tell you at the point when this data is going to be collected if it’s not.
Where can I get more information?
If you have any questions about the website please email email@example.com.
We will keep this privacy notice under regular review and we will place any updates on this web page. This privacy notice was last updated on 15 May 2018.
How the University of Nottingham processes your personal data
The University of Nottingham, University Park, Nottingham, NG7 2RD (0115 951 5151), is committed to protecting your personal data and informing you of your rights in relation to that data.
One of our responsibilities as a data controller is to be transparent in our processing of your personal data and to tell you about the different ways in which we collect and use your personal data. The University will process your personal data in accordance with the General Data Protection Regulation (GDPR) and the Data Protection Act 2018 and this privacy notice is issued in accordance with the GDPR Articles 13 and 14.
The Data Protection Officer
The University has appointed a Data Protection Officer. Their postal address is:
Data Protection Officer,
A5, Trent Building,
University of Nottingham,
They can be emailed at firstname.lastname@example.org.
Your personal data and its processing
We define personal data as information relating to a live, identifiable individual. It can also include “special categories of data”, which is information about your racial or ethic origin, religious or other beliefs, physical or mental health, the processing of which is subject to strict requirements. Similarly information about criminal convictions and offences is also subject to strict requirements. “Processing” means any operation which we carry out using your personal data, for example obtaining, storing, transferring or deleting.
We only process data for specified purposes and if it is justified in accordance with data protection law. Details of each processing purpose and its legal basis is given in each privacy notice listed below – please consult the one more relevant to your relationship to the University.
How long we keep your data for
Unless specific time periods are given, your data will be kept in line with the University’s Records Retention Schedule.
To determine the appropriate retention period for personal data, we consider the amount, nature and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.
If you need more detailed advice on how long your data will be kept for, please email email@example.com.
Your rights as a data subject
You have the following rights in relation to your personal data processed by us:
Right to be informed
The University will ensure you have sufficient information to ensure that you’re happy about how and why we’re handling your personal data, and that you know how to enforce your rights.
The University provides information in the form of privacy notices, and the relevant information can be found on this page.
Right of access / right to data portability
You have a right to see all the information the University holds about you. Where data is held electronically in a structured form, such as in a database, you have a right to receive that data in a common electronic format that allows you to supply that data to a third party – this is called “data portability”.
To make a request for your own information please email firstname.lastname@example.org..
Right of rectification
If we’re holding data about you that is incorrect, you have the right to have it corrected.
Right to erasure
You can ask that we delete your data and where this is appropriate we will take reasonable steps to do so.
Right to restrict processing
If you think there’s a problem with the accuracy of the data we hold about you, or we’re using data about you unlawfully, you can request that any current processing is suspended until a resolution is agreed.
Right to object
You have a right to opt out of direct marketing.
You have a right to object to how we use your data if we do so on the basis of “legitimate interests” or “in the performance of a task in the public interest” or “exercise of official authority” (a privacy notice will clearly state to you if this is the case). Unless we can show a compelling case why our use of data is justified, we have to stop using your data in the way that you’ve objected to.
If we are relying on your consent to process your data, you may withdraw your consent at any time.
Exercising your rights, queries and complaints
For more information on your rights, if you wish to exercise any right, for any queries you may have or if you wish to make a complaint, please contact our Data Protection Officer.
Complaint to the Information Commissioner
You have a right to complain to the Information Commissioner’s Office (ICO) about the way in which we process your personal data. You can make a complaint on the ICO’s website.