Privacy Policy

INTRODUCTION

This is the privacy policy for the COLO-SPEED website. This privacy policy will explain how our organization uses the personal data we collect from you when you use our website. The University of Newcastle upon Tyne, trading as Newcastle University, is the host organisation for COLO-SPEED . We respect your privacy and are committed to protecting your personal data. This privacy policy will inform you as to how we look after your personal data when you visit the COLO-SPEED website (regardless of where you visit it from) and tell you about your privacy rights and how the law protects you.

1. IMPORTANT INFORMATION AND WHO WE ARE

PURPOSE OF THIS PRIVACY POLICY

This privacy policy aims to give you information on how COLO-SPEED collects and processes your personal data through your use of this website. It is important that you read this privacy policy so that you are fully aware of how and why we are using your data. This privacy policy supplements the other notices and is not intended to override them.

DATA CONTROLLER AND DATA PROTECTION OFFICER

The University of Newcastle upon Tyne (the University) is the Data Controller for personal data described in this notice. The contact details of the University’s Data Protection Officer and the relevant supervisory authority are available at: http://www.ncl.ac.uk/data.protection/PrivacyNotice.htm. If you have any questions about this privacy policy, including any requests to exercise your legal rights, please contact the DPO using the details within the University’s privacy policy.

CHANGES TO THE PRIVACY POLICY AND YOUR DUTY TO INFORM US OF CHANGES

This version was last updated on 17 August 2020. It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.

This website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy policy of every website you visit.

2. THE DATA WE COLLECT ABOUT YOU

Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data). We may collect, use, store and transfer different kinds of personal data about you which we have grouped together follows:

a. Identity Data includes first name, last name, username or similar identifier, date of birth and gender.

b. Contact Data includes address, email address and telephone numbers.

c. Communications Data includes your preferences in receiving notification of events and opportunities relating to COLO-SPEED from us and COLO-SPEED collaborators and your communication preferences.

3. HOW IS YOUR PERSONAL DATA COLLECTED?

We use different methods to collect data from and about you including through:

Direct interactions. You may give us your identity and contact details by filling in forms or by corresponding with us by post, phone, email or otherwise. This includes personal data you provide when you:

  • register on the COLO-SPEED website for one of our studies;

  • sign up on the COLO-SPEED website to receive news and updates;

  • send us a message via the “Contact Us” page on the COLO-SPEED website.

We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:

  • Where you have consented to the processing

  • Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests

HOW WE USE YOUR PERSONAL DATA

We have set out below, in a table format, a description of all the ways we plan to use your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate. Note that we may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data. Please contact us at [email protected] if you need details about the specific legal ground we are relying on to process your personal data.

  • Activity: To register you as a new member of COLO-SPEED

    • Type of data: Identity
    • Lawful basis for processing: Consent

  • Activity: To manage our relationship with you which will include notifying you about changes to our terms or privacy policy

    • Type of data: Contact
    • Lawful basis for processing: Consent

  • Activity: To administer and protect our business and the COLO-SPEED digital platform (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data)

    • Type of data: Technical
    • Lawful basis for processing: Legitimate interests

  • Activity: To make suggestions and recommendations to you about opportunities and events that may be of interest to you, including relevant opportunities organised by third parties

    • Type of data: Communications
    • Lawful basis for processing: Consent

OPTING OUT

You can ask us to stop contacting you at any time by contacting us at [email protected]

CHANGE OF PURPOSE

We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason compatible with the original purpose. If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so. Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, but only where this is required or permitted by law.

5. DATA SECURITY

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality. We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

6. DATA RETENTION

We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements. 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. All personal data stored on the COLO-SPEED databases will be reviewed annually. Members who have not accessed the service for a period of 2 years or more will have accounts suspended and all personal data which is not related to a specific opportunity removed. Details of retention periods for your personal data in relation to specific opportunities are available on request from the COLO-SPEED team at [email protected]. You can delete your account and any personal data at any time by contacting us from your registered email address at [email protected].

Under certain circumstances, you have rights under data protection laws in relation to your personal data. If you wish to exercise any of the rights set out below, please contact us at [email protected].

You have the right to:

  • Request access to your personal data (commonly known as a “data subject access request”). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.

  • Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.

  • Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.

  • Object to processing of your personal data where we are relying on a task in the public interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.

  • Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios: (a) if you want us to establish the data’s accuracy; (b) where our use of the data is unlawful but you do not want us to erase it; (c) where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or (d) you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.

  • Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.

  • Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.

WHAT WE MAY NEED FROM YOU

We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

8. TIME LIMIT TO RESPOND

We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.

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