Events Privacy Notice

Events Privacy Notice

Privacy Notice – Abertay University events

Abertay University follows the Information Commissioner’s guidelines to comply with data protection legislation, including the Data Protection Acts 1998 and 2018, and the General Data Protection Regulations in respect of the personal information we hold about you.  We are committed to safeguarding your privacy and maintaining the security of your personal information.  The purpose of this Privacy Notice is to explain to you what personal information we collect and how we may use it.

What information are we collecting and why?

We will collect information about you, including your name and contact details, and any requirements you may have in relation to participating in events and activities organised by Abertay .  We collect this information to provide you with a positive experience when you take part in this event.  We may also collect information from you to evaluate an event you have attended. Abertay University is the data controller for your personal information.

 

 

How do you collect this information?

We collect information which you have supplied to us directly, through our event booking systems, the Abertay University website or event delivery partners.  We do not collect information through automated processes such as online tracking, combine other data sets or profile people using algorithms or other data analysis tools.

How will this information be used?

We will only collect information which we need to plan and arrange our events and keep you up to date about events which you are attending. 

If you have provided feedback for an event evaluation, this will be anonymised – we will not store or link your name or other identifying characteristics to your responses.

If you explicitly agree when registering for an event, we will keep your name and contact details in order to communicate about relevant future events and activities organised by Abertay University.

If you have opted to sign up for the Weave by Abertay mailing list in order to hear about our future events, we will retain your contact details until the point that you choose to no longer wish to receive our emails. Within every communication with you, we will provide an easy 'opt out' link so that you can end communications from us at any time

 

 

Who will it be shared with?

 

 

We will not sell your data, share it with other third parties without your permission, and we promise to keep it safe and secure.

We currently use Eventbrite to manage our free of charge events - Eventbrite is Privacy Shield certified, which ensures the lawful transfer of personal data from the EU to their US-based servers. We use the data you give to Eventbrite to plan and deliver our events, communicate with you through email and create reports to show how effective our events are.  By signing up to an event, Eventbrite may also use your information to conduct research and analysis, improve products and features, and provide targeted recommendations. If you do not wish to use Eventbrite to register for an Abertay University event but want to attend, please email us on events@abertay.ac.uk

If the event is taking place in a venue outside of the University campus, or with external suppliers such as caterers, then we will share information relating to your requirements with them to ensure that we can meet your needs. 

For this event, these third parties will be specified in events detail page. By registering for this event, we believe that you are giving us consent to share these details with these organisations. We work with all of our suppliers to ensure that that they handle your data correctly, and will delete your data after an event in line with the contract in place between Abertay University and the third party.

Otherwise, we would only share your information with any external third party where required by law or other regulatory obligation to which we are subject.

 

 

 

 

 

 

How long will you keep my information?

We collect information and keep records solely for the purpose of running this event.  Once the event is over, these records will be deleted within 6 months unless you have given us permission to keep your data so that we can contact you about future events.

What if I don’t want you to have my information?

You have the right to object to this processing.  If you wish to do so let us know at events@abertay.ac.uk.  Please bear in mind if you object this may adversely impact our ability to carry out the tasks above for your specific benefit.

Your Rights

You have the right to ask us not to contact you or withdraw your consent at any time.

You have the right to obtain details of the personal information we hold about you by making a subject access request in accordance with the Data Protection Act and General Data Protection Regulations .  After 25 May 2018, we may only charge a reasonable fee where the request is manifestly unfounded or excessive.

You have the right to have your personal information rectified if it is inaccurate or incomplete.

You have the right in specific circumstances to have your personal information deleted.

You have the right in specific circumstances to restrict the processing of your personal information, or for it to be transferred in specific circumstances.

You can exercise these rights by contacting us at events@abertay.ac.uk

Your personal information will be kept safe and secure. We will not transfer your personal details to any third party for the purpose of direct marketing.

MailChimp will have access to your e-mail address so we can send you communication updates about the event you are attending and about future events if you have explicitly agreed to receive .  MailChimp is based in the United States, and it complies with the PrivacyShield data protection standard.

If you have any questions, comments or requests regarding your personal information, or you wish to make changes to it, or you are unhappy with how we handle your personal information you can contact us at events@abertay.ac.uk

You can also complain to the Information Commissioner’s Office if you feel we have not handled your personal data in accordance with applicable data protection laws

 

If you would like to exercise any of your rights above or if you have any questions, please
contact the University’s Data Protection Officer (“DPO”):


Data Protection Officer
Academic Registry
Abertay University
Kydd Building
Bell Street
Dundee DD1 1HG
Tel: 01382 308000 email: dataprotectionofficer@abertay.ac.uk


You will not have to pay a fee to exercise any of your rights. However, the University may charge a reasonable fee if your request for access is clearly unfounded or excessive. Alternatively, we may refuse to comply with the request in such circumstances. You are also entitled to contact the Information Commissioner’s Office (the “ICO”) (www.ico.org.uk) about any concerns about the way the University has handled your personal data. The University would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.

 

 

Future Changes

If we make changes to this Privacy Policy, it will be updated on our website.

 

We shall retain your information in accordance with the timelines outlined in the Abertay University Data Protection Policy.  If you have any questions, comments or requests regarding your personal information or are unhappy with how we handle your personal information you can contact us at events@abertay.ac.uk or write to us at

Data Protection

Kydd Building

Abertay University

Bell Street

DUNDEE

DD1 1HG

 

Version: 24/05/2018