This privacy notice explains how the University of Strathclyde will use your personal information and your rights under data protection legislation when you attend an event organised, run or hosted by the University. It is important that you read this notice prior to providing your information. If there are any specific data protection implications relating to the event you are attending, you will be advised of these separately.
Who we are
The University of Strathclyde is the organisation responsible for your personal data in terms of data protection legislation (the data controller). If you have any questions regarding the handling of your personal data, or your rights, please contact the University’s Data Protection Officer at dataprotection@strath.ac.uk.
Information we collect and use about you
We will collect information necessary to manage your booking/attendance for an event. This will consist of information you provide to us when registering. The information required will be clearly set out in the registration and depends on the event you are attending. At a minimum we will require your name and contact information. Depending on the event, we may ask for some additional information (where relevant).
Photography/filming
Photography and/or filming may take place at our events. If this is the case you will be advised in advance and at the event. Where necessary we will obtain consent.
Video Conferencing
When events are held using video conferencing applications, some personal data may be collected by the companies who own these applications. This may include your name, username, email address, your computer’s IP address and device name. For further information about how third-party applications may use your data, please read the privacy policy of the relevant video conferencing application.
Why we require this information and our lawful basis
We require information to:
- manage your booking and attendance (including access and dietary requirements);
- to comply with legal obligations, e.g. health and safety, public health, equality requirements and/or licensing requirements
- to communicate with you after the event or about future events (depending on your marketing preferences).
We process your information on the basis that:
- it is necessary to fulfil a contract with you;
- it is in the legitimate interests of the University to process your information
Depending on the event this may include:
- managing registration and attendance and delivering the conference/event (which can involve a variety of tools, including online and video-conferencing tools), group photography and post-event feedback
- it is necessary in order to protect your or another person’s vital interests (emergency situations)
- we have a legal obligation, e.g. health and safety legislation or equality monitoring
- it falls within the University’s public task (events relating to our learning/teaching/research activities)
- we have your consent to process the information (e.g. marketing; sharing contact information; or photography/filming where you are clearly identifiable and the focus of the image).
Disclosing your information
Your information may be shared with third party agents appointed by the University to provide event services. These agents will only have access to your information if required to provide that service, they will use your personal data only under instruction from the University.
Transferring data internationally
Your data will not be shared outside the United Kingdom, unless it is to a country covered by the UK ‘adequacy regulations’ (declaring the recipient country as a 'safe' territory for personal data) or by another safeguard, as set out in applicable data protection legislation.
How long your information is retained
Your personal data will only be retained for as long as is required. This may vary depending on the purpose of the event and if there are to be any follow-up events, for example. Information may be retained to manage marketing lists, if you have been asked for and have provided your consent.
Your rights
Under data protection legislation, you have a number of rights* including the right to:
- withdraw consent, at any time, where that is the lawful basis of our processing
- access your personal data and obtain a copy, free of charge
- rectify inaccuracies in personal data that we hold about you
- erasure, that is have your details removed from systems that we use to process your personal data
- restrict the processing in certain ways
- obtain a portable copy of data you have given to us in a commonly used electronic form; and
- object to certain processing of your personal data by us.
*Please note that the ability to exercise these rights will vary and depends on the lawful basis under which the processing is being carried out. Please contact dataprotection@strath.ac.uk if you wish to exercise/enquire about any of these rights.
Complaints
If you wish to make a complaint about how we have handled your personal data, you can contact the Data Protection Officer at dataprotection@strath.ac.uk. If you are not satisfied with our response or believe we are not processing your personal data in accordance with the law, you also have the right to complain to the Information Commissioner’s Office (https://ico.org.uk/concerns/).
