Panmure House Prize Privacy Policy

Panmure House Prize Privacy Notice 

Heriot-Watt University is the Data Controller for the personal data that we hold about you for the purposes of the Panmure House Prize, both in judging submissions and in conferring and managing the award of the Prize.  We collect and hold personal data in all formats for this purpose:

• Name
• Institution
• Job title
• Email address
• Country of Residence
• Links to LinkedIn profile, professional profile or website
• ORCID iD
• Professional Curriculum Vitae
• Peer Reviewed publications/results
• Written Supporting Reference from your Institution
• Supporting Submission Answers
• Shortlist Interview Questions Answers
• Biography
• Visual images, including video and photographic
• Social media handles and tags
• Statements or quotes in relation to the Prize
• Research project/s progress report/s

Where this is necessary to meet a legal obligation, or with your consent, we may also process sensitive information, also known as special category data, which may include:

• Racial or ethnic origin
• Trades Union membership
• Religious or other similar beliefs
• Physical or mental health details
• Sexual life
• Offences and alleged offences
• Criminal proceedings, outcomes and sentences

What’s our legal basis?

We collect and use your personal data to allow us to select the shortlisted submissions and the winning submission from those shortlisted.  Those selected for shortlisting will be required to agree to the use of their promotional materials in order to be considered for the Panmure House Prize and its conferral and management, and accordingly, we will be processing your personal data as prior steps to, and in fulfilment of, that contract.

If you are not selected for shortlisting, or if you are shortlisted but your institution is not awarded the Prize, your name, institution and project title will be retained for 3 years as part of our Public Task under our Charter and Statues to monitor the effect of the Prize on the encouragement of research. Previous applications, or the fact that a re-application has been made, do not form part of the assessment.

Who your information may be shared with and why

We will share the following information: Name, Institution, Job Title, Links to LinkedIn profile/professional profile/website, ORCID iD, Professional CV, Peer Reviewed publications/results, Written Supporting Reference and Supporting Submission Answers

with

• Our shortlisting panel which includes a UK-based external judge
• Our Judging Panel

We may appoint people and organisations to work for us and contract with then to act as data processors on our behalf under a duty of confidentiality to ensure the security of your data for the purposes of the Panmure House Prize, e.g. email service providers, media and communications consultants.

We may provide limited information necessary to an organisation with a statutory function, e.g. Government Department or Agency, or police, where this is necessary for law enforcement.

International data transfers

Our Judging Panel is made up of a number of individuals who are based outside the UK and the EEA, in countries without adequacy status, namely the USA, Japan, South Africa and Nigeria. You can read more about our Judging Panel. We will be making your personal data available on the basis that it is necessary for the fulfilment of your agreement to the use of your promotional materials in order to be considered for the Panmure House Prize, and its conferral and management.

How long we keep your data

If you are not selected for shortlisting, or if you are shortlisted but your institution is not awarded the Prize, your name, institution and project title will be kept for 3 years.

If your institution is awarded the Prize, your data will be kept for 10 years, following which your name and biography will be kept as a permanent archival record. Our legal basis for retaining an archival record is that it is necessary for archiving purposes in the public interest.

Your rights

You have the right to:

• Find our what personal data we process about you and obtain a copy of the data, free of charge within one month of your request. We may make a charge for additional copies of the same information
• Ask us to correct inaccurate or incomplete data
• Provide you with a portable electronic copy of the data you’ve given us

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
• Object to the processing of your personal data

If you think we are acting unfairly or unlawfully you can complain to the UK Information Commissioner's Office

Data Protection Officer and contact details:

Ann Jones
Heriot-Watt University,
Edinburgh EH14 4AS, UK

Email: dataprotection@hw.ac.uk

If you have any further questions about any matters related to the Prize awards cycle, please contact Panmure House by completing the CONTACT US FORM.