Swansea University is the data controller and is committed to protecting the rights of individuals in line with the General Data Protection Regulation (GDPR) and the Data Protection Act 2018. Swansea University has a Data Protection Officer who can be contacted through email@example.com
This statement explains how the University handles and uses your personal information. The University is committed to protecting your information and being transparent about what information it holds.
Swansea University has a range of data protection policies and procedures in place, which can be found here: http://www.swansea.ac.uk/the-university/world-class/vicechancellorsoffice/compliance/dataprotection/dataprotectionpolicy/.
What information do we collect about you?
The information that we may collect at events will be specific to individuals for example students, alumni, staff or visitors, and may include:
- Your name, date of birth, student number
- Contact details including address, phone number, email, social media handles
- Your study details including subject, period of study
- Career details, including current and previous employers
- Membership of Swansea University societies
- Information about an individual’s engagement with the university such as visiting events, attendance at workshops, collaborative activity and research, etc
- Photographs/Filming at our events
Why do we collect personal information and how do we use it?
If you wish to attend one of our events, you will be asked to provide your contact information to facilitate the event and provide you with an acceptable service. We also use this information so that we can respond to you. At our events we will usually have a photographer present taking general photographs used to promote the event, or if you have applied to be in formal activity of the event e.g. a competition/speaker we will usually take photos of the presentation. Photographs taken at our events or taken of individuals by prior arrangement eg student testimonials will be published externally and internally via our social media channels, on web pages, in newsletters etc
What is our legal basis for processing?
The lawful basis we rely on for collecting this information is Consent under article 6(1)(a) of the GDPR. You will be able to withdraw your consent at any time by contacting firstname.lastname@example.org. Please note that the withdrawal of your consent will not affect the previous use of any photos taken before the consent was withdrawn but relates to future use of the image.
Some processing may be necessary for the purposes of the legitimate interests pursued by the University or by a third party, except where such interests are overridden by the interests or fundamental rights and freedoms of the data subject which require protection of personal data, for example the use of photography at our events or processing your personal information for direct marketing purposes. Recital 47 of the GDPR acknowledges that processing personal data for direct marketing purposes may be regarded as carried out for a legitimate interest. Such processing will only be carried out when a legitimate interests assessment has been carried out to ensure your personal data is used appropriately and in ways you would reasonably expect and which have a minimal privacy impact, or where there is a compelling justification for the processing.
Who receives your personal information?
Your personal information will be stored on our secure electronic systems and databases and will be shared with relevant colleagues within the university to provide you services and guidance. Personal information is protected by the University and will not be disclosed to third parties without consent except when necessary as part of our contractual obligations e.g. to partners of the project supporting your interaction with us. For example, where events are co-organised by external partners, publicity photographs may be shared with those partners. Any disclosures the University makes will be in accordance with Data Protection Legislation and your interests will be considered.
How your personal information is stored.
Data Protection legislation requires us to keep your information secure. This means that your confidentiality will be respected, and all appropriate measures will be taken to prevent unauthorised access and disclosure. Only members of staff who need access to relevant parts or all of your information will be authorised to do so. Information about you in electronic form will be subject to password and other security restrictions, saved on university secure networks, while paper files will be stored in secure areas with controlled access.
How long will your information be held?
Your personal data may be held for the duration of your engagement with Swansea University and for a reasonable period of time upon its conclusion. The University may choose to hold on to photographs for longer for archive and research purposes – any information held for these purposes will be held in line with the GDPR Article 89 safeguards.
What are your rights?
You have a right to access your personal information, to object to the processing of your personal information, to rectify, to erase, to restrict and to port your personal information. Please visit the Swansea University Data Protection webpages for further information in relation to your rights. Any requests or objections should be made in writing to the University Data Protection Officer:
Mrs Bev Buckley
University Compliance Officer (FOI/DP)
If you are unhappy with the way in which your personal information has been processed, you may in the first instance contact the University Data Protection Officer using the contact details above. If you remain dissatisfied, then you have the right to apply directly to the Information Commissioner for a decision. The Information Commissioner can be contacted at: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Please advise of any changes to your name, address, contact details, etc as soon as practically possible so that we can amend our records accordingly. You should not use your relationship and collaboration with the Swansea University for any press or marketing purposes without the express consent of Swansea University.