Your personal data
information for ALL SPEAKERS, VISITORS AND ATTENDEES to PANMURE HOUSE Events and Public engagement activities
PLEASE FOLLOW THIS LINK TO VIEW ALL HERIOT-WATT UNIVERSITY PRIVACY POLICIES
introduction
Your personal data and privacy are important to Panmure House. We cannot deliver our programmes without collecting, holding and using your personal data. This guide explains what we do with your personal information and why, the type of information we gather, how the information is used, and when and why we share information with others.
This Guide applies to:
- All speakers, visitors and attendees participating in a lecture series or event
- Anyone who uses our website or completes and submits their details to log in or purchase items
- All members of the Society of Panmure House
- Any attendees physically attending lectures or other activities at Panmure House
- Any users of the Smith Schools' Series including school teachers and students
AGE APPROPRIATE DESIGN CODE
We acknowledge the Age Appropriate Design Code code and endeavour to ensure our website is a safe and privacy-friendly place for individuals under 18. A child as defined by code is someone under 18, therefore, the users of the Smith Schools' Series website fall into scope. Accordingly, our settings are privacy-friendly by default and this policy documents how you can exercise your information rights.
Who is the Data Controller?
Heriot-Watt University Group is the Data Controller for personal data we hold about you and is subject to the University Data Protection Policy. Where we use the term ‘University’, this includes all members of the Heriot-Watt University Group. We hold your personal data securely and restrict access to personal information to people who need to use it in the course of their duties. When collecting and processing information about you, we must comply with the UK Data Protection Act, 2018, the European Union General Data Protection Regulation (GDPR) and other relevant privacy laws.
what personal information we collect and use
We gather Personal Information from you when you speak at, or attend an event at Panmure House, physically or virtually via a webinar streaming platform. “Personal Information” means any information that may be used to identify an individual, including, but not limited to: a first and last name; e-mail address; a work, postal or other physical address (when using services designed to deliver or send items to you); cookies or other contact information necessary to provide a service that you requested.
We collect and hold personal information in all formats for the purposes set out in this guide and where people have opted-into our mailing lists and marketing:
Name and delivery address
Organisation
Email address
If you email us directly via an email or contact form to provide us with feedback or to ask us a question regarding the site, we will record any information contained in such email.
Where this is necessary to meet a legal obligation, or with your consent, we may also process sensitive information, also known as special categories of data under GDPR, or protected characteristics under UK human rights law which may include disability.
why we collect and use your personal data
We collect information about you in order to:
- hold a record of contact details for marketing purposes where we have your explicit consent to do so
- to advertise an event where a specific speaker is delivering a lecture or you are attending
- to ensure efficient functioning of this website
- deliver the online learning activities in the Smith Schools' Series
- for recording purposes to support the University’s academic mission, promoting and sharing knowledge, especially if it is made available via our website.
For example: post-lecture, we will commission the video for editing and subtitles will be added, the lecturers/ speakers name, job title or profession will be added to so that audiences can identify who the speaker is and their credentials.
What is our legal basis?
· We need to process your data in order to manage participation in the lecture series or activity
· If anyone registers their interest in receiving information and invitations to future events held at Panmure House, they can opt into communication about this and withdraw consent to them at any time
· Where necessary for our public interests to support our Academic mission and to improve and promote our services as long as this does not compromise your rights to data protection
To promote the university group
What is our legal basis?
· Where we have your consent;
· Where necessary for archiving purposes in the public interest
We may take photographs, and other images and recordings of guests at our events for possible use in our publicity and promotional material in print and online on our websites and social media. We always inform people when filming and will only feature you in such promotional material with your consent. We keep copies of promotional material in the University Archive as a record of University life down the years.
For public safety and the prevention and detection of crime
What’s our legal basis?
- Where this is necessary for the prevention, investigation, detection or prosecution of criminal offences, including the safeguarding against and the prevention of threats to public security.
Processing for these purposes includes:
- Use of CCTV systems to monitor and collect visual images;
- Monitoring use of IT facilities;
- Applying security, welfare and other procedural measures where necessary for the safety and security of students and the wider University community under health and safety and other relevant laws.
FOR ARCHIVING AND RESEARCH PURPOSES
What’s our legal basis?
· Where this is necessary for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes
While always protecting your rights to privacy we will:
- Retain copies of promotional material and other records of Panmure House events and lecture series and activities that may include images, video footage and other data about you;
- We keep copies of some promotional material in the Panmure House Archive as a record of our events and lecture series
- Produce management and statistical information to monitor and improve our performance and our services to you and inform long term strategic planning, e.g. for events
who yoUr information may be shared with and why
We may appoint people and organisations to work for us and contract with them to act as data processors on our behalf for any of the above purposes. We have contracted with Intuit Mailchimp as a data processor to provide email campaign services, an American company on the UK-US Data Bridge which ensures the safe exchange of personal information.
If there is an occasion on which we would like to share your personal data with a third party for any other reason, except where we are required to do so by law, we will always let you know and will obtain your consent before doing so.
How long we keep your personal data
We keep information about you in accordance with the University’s retention schedules. In the case of speakers and guests supporting our academic activities, for as long as you agree to participate in Panmure House events (plus 1 year). We keep a limited record of our activities for archival purposes. We will contact you on an annual basis to confirm whether or not you intend to continue as a participant. Where there has been no contact for 3 years all your personal data is destroyed securely.
your Rights
You have the right to:
- Find out what personal data we process about you and obtain a copy of the data, free of charge within one month of your request at dataprotection@hw.ac.uk
- We may make a charge for additional copies of the same information;
If you think, we are acting unfairly or unlawfully you can:
- Object to the way we are using your data;
- Complain to the UK Information Commissioner’s Office.
Under certain conditions, you also have the right to ask us to:
- Restrict the use of your data e.g. if you have raised issues about the accuracy or use of your personal data, until we have investigated and responded to your concerns;
- Erase your information or tell us to stop using it to make decisions about you;
- Comply with your wishes where you have previously agreed to us processing your data for a particular purpose and have withdrawn your consent to further processing;
- Provide you with a portable electronic copy of data you have given us.
data protection officer and COntact details
Data Protection Officer,
Heriot-Watt University,
Edinburgh EH14 4AS, UK
Email: dataprotection@hw.ac.uk
Find out more about your rights under privacy law:
In our Data Protection Policy and our Information Governance webpages, or on the website of the UK Information Commissioner’s Office.
Updated: 13 September 2021