Privacy notice for environment.leeds.ac.uk.
This privacy notice has been updated in line with the General Data Protection Regulation. You can manage your cookie settings here.
1. Purpose of this Notice
This Notice tells you how the University of Leeds (University) will collect and use your personal data when you access this website. The University is a “controller” of this personal data for the purposes of the data protection legislation.
Note that additional information will be provided where you are requested to enter personal information and this will vary between our various websites. [Information will be provided through the relevant privacy notice for that website].
It is important that you read this Notice together with any other privacy notice we provide on specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your data. This Notice supplements the other notices and is not intended to override them.
2. Changes to this Notice
We keep the information provided in this Notice under review. This Notice may be updated from time to time. If we make any substantial updates, we will draw these to your attention.
We will not use your personal data in any manner that is incompatible with the purpose for which the data were collected originally, unless we have obtained your consent to that additional use.
3. Anything you are not clear about
If there is anything you are unclear about, please contact our Data Protection Officer, who shall be happy to answer any queries you may have concerning this Notice or the way in which we process your personal data.
The Data Protection Officer's contact details are provided at the end of this Notice.
4. Purpose of processing your data
Where we request personal data from you on our website you will be informed at that time of the purpose for which the data will be processed and how it will be processed, its legal basis for processing as well as any transfers to third parties.
5. Purpose of processing - automated collection of personal information
When you access our web pages certain information your browser provides, including your IP address at the time, browser type, and potentially the address of the page you last visited, will be automatically recorded by the University. This data may be used to aid detection in the event of a security breach. The legal basis for this processing is necessity to pursue our legitimate interests to keep our website secure. The University retains this data in a form from which you may be identifiable for a period of up to one month.
6. Third-party access
Your personal data that you have provided will not routinely be sent to third parties (unless notified - see 4. above).
Exception - 100 % online distance learning postgraduate courses
The University works with third party partners (Pearson PLC, Hunterlodge Advertising) who handle admissions enquiries and recruitment for some of our 100% online distance learning postgraduate courses. If you submit an enquiry through the online form published on the associated course pages, our partner organisation will use your personal data to respond to your enquiry. If you choose to apply for the course, your data will be entered into the University’s application system so we can consider your application. These partners are only allowed to use your data in accordance with the strict instructions of the University. Neither partner will use your data in any other way nor will they share it with any other organisation.
7. Data retention
The University’s policies on retaining data for prospective and current students, staff and job applicants are detailed in our data retention policy.
In other cases, for example, if you subscribe to news or events, any retention of data will be made clear at the point of collection.
CPD, Conference and Events Unit (Institute for Transport Studies) – Where we get your personal data from
- You will be asked to provide personal data when you enquire about the services or book an event or accommodation via the CPD, Conference and Events Unit. This may be face to face, over the telephone, at a course/event, via email or direct contact through our social media platforms. The personal data requested may also pertain to your attendance at an event organised by the University of Leeds CPD, Conference and Events Unit. The personal data will likely include name, email address and postal address.
From external sources
- Where there is a legitimate reason for us to collect or process your personal data from an external source it will be clear at the point of collection how your data will be processed.
The University of Leeds Online Store
- The CPD, Conference and Events Unit can use the University online store to obtain and process personal data as it relates to an event booking at the University of Leeds or your attendance at an event organised by CPD, Conference and Events Unit. Their privacy notice can be found here: https://store.leeds.ac.uk/help/privacy-notice. The privacy notice for WPM Education Limited, who run the payment platform on store: http://www.wpmeducation.com/policies/privacy-policy/
CPD, Conference and Events Unit (Institute for Transport Studies) – The purposes for which we process your personal data and the legal basis for that processing
The processing of your personal data is necessary for the performance of the contract or enquiry that you have entered into with the University to access the CPD, Conference and Events Unit provision – this includes course/event bookings, accommodation bookings, venue hire, conference management services, and catering orders.
If you do not want your personal data to be used in the manner described, then you will need to terminate your contract with the University of Leeds. Should we need to update you on information as it pertains to your event or booking with us, we will do so using the details you have provided.
- If you opt in at the time of booking, your details will be added to our customer database for us to keep in touch with details of relevant upcoming courses/event. You can unsubscribe at any time.
CPD, Conference and Events Unit – Who might we share your data with?
- The information that you provide to the University will be stored securely and access will be restricted to those members of staff who need it. The University will not share your personal data with third parties other than those listed below.
- Where credit/debit card details have been requested as part of a transaction between you and us, the details will be encrypted and handled by a secure web server using SSL, the standard security technology for establishing an encrypted link between a web server and a browser.
- If a course/event is not held at the University of Leeds we may be required to provide your name and contact details to external venues on rooming lists for example for external accommodation bookings.
- Your personal data that you have provided will not routinely be sent to third parties (unless notified - see 4. above).
- The University’s policies on retaining data for prospective and current students, staff and job applicants are detailed in our data retention policy.
- In other cases, for example, if you subscribe to news or events, any retention of data will be made clear at the point of collection.
CPD, Conference and Events Unit – Data retention
- We will retain your information provided on our secure servers for a maximum of 6 years (this is because you may wish to re-contact us at any time to make another booking, update your personal data, or access your historic booking data) unless you request deletion in line with your rights. If you opt in to receive information from us at the time of booking, your details may be processed for a maximum of 6 years for marketing purposes of relevant CPD short courses, conferences and events.
- You can unsubscribe at any time by emailing email@example.com
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9. Your duty to inform us of changes
It is important that the personal data the University holds about you is accurate and current. Please keep us informed if the personal data you have provided to us needs to be updated.
10. Your rights as a data subject
Under the GDPR, in certain circumstances, you have the right to:
- withdraw your consent to our processing of your personal data where that is the legal basis for such processing
- access any of your personal data which we hold
- have your personal data which we hold corrected if it is inaccurate
- have any of your personal data which we hold erased
- restrict the ways in which we process your personal data
- object to our processing of your personal data
- receive a copy of any of your personal data which we hold in a structured and commonly used machine-readable format
- in certain cases not be subject to a decision based solely on automated decision making
- lodge a complaint with a supervisory authority
11. Queries and complaints
If you have any queries or concerns relating to this privacy notice or the way your data is being processed through this website then please contact the University’s Data Protection Officer, David Wardle on firstname.lastname@example.org or by post to University of Leeds, 11.72 EC Stoner Building, Leeds LS2 9JT, UK.
The University’s main telephone number is +44 (0) 113 2431751.
The UK’s regulator for the DPA and GDPR is the Information Commissioner’s Office (ICO). The University is registered as a Data Controller with the ICO
Should you be dissatisfied with our handling of your concerns you have the right to complain to a supervisory authority. In the case of the UK this is the Information Commissioner’s Office and details can be found at https://ico.org.uk.