TrustGov Project Privacy Policy

Introduction

This privacy policy will inform you as to how we look after your personal data when you register for our newsletter, to become a project partner and/or apply to one of our calls and tell you about your privacy rights and how the law protects you.

Everyone has rights with regard to the way in which their personal information is handled. During the course of the Project, we will collect, store and process personal information and we recognise that the correct and lawful treatment of this data will maintain confidence in our process. It sets out the basis on which any personal information we collect from you, or that you provide to us, will be processed by us. Please read the following carefully to understand our views and practices regarding your personal information and how we will treat it. For the purpose of UK data protection laws, the data controller is University of Southampton, RC000668, established in Highfield, Southampton SO17 1BJ, United Kingdom, represented by a TrustGov Project Representative who can be contacted by email trustgov@soton.ac.uk.

The Data Protection Officer for the University of Southampton can be contacted by email on data.protection@soton.ac.uk.

Data protection principles

When processing your information, we must comply with the following principles of good practice. These provide that your personal information must be:

  • processed lawfully, fairly and in a transparent manner;

  • processed for specified, explicit and legitimate purposes;

  • adequate, relevant and limited to what is necessary;

  • accurate and kept up-to-date;

  • kept for no longer than is necessary;

  • processed in a manner than ensures appropriate security; and

  • accountability of the data controller.  

Information you give to us

We may collect, use, store and transfer different kinds of personal information about you, including:

  • Identity Data, such as your name, username or similar identifier, marital status, title, date of birth, gender, place of employment,

  • Contact Data, such as your work address, email address and telephone numbers,

  • Technical Data, including IP addresses, your log-in data, browser type and version, time-zone setting and location, browser plug-in types and versions, operating system and platform and other technology on the devices you use to access our website,

  • Profile Data, such as your username, password, feedback and survey responses

  • Usage Data, including information about how you use our website, products and services, and

  • Marketing Data, such as your preferences in receiving marketing from us and our third parties, and your communication preferences. 

‘Special category’ data

Information relating to your racial or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, health, criminal convictions, sex life or sexual orientation, or certain types of genetic or biometric data is known as ‘special category’ data. During the course of dealing with you, we do not expect to collect any ‘special category’ data about you.

How we collect your personal information

We may obtain personal information by directly interacting with you, such as you:

  • registering your interest for one of our calls;

  • downloading datasets for analysis;

  • submitting an application for one of our calls;

  • participating in discussion boards or other social media functions on our website;

  • providing us with feedback on a promotion or survey organised by us;

  • subscribing to our services or publications, or otherwise requesting marketing material to be sent to you; or

  • corresponding with us by phone, email, letters or otherwise.

We may obtain personal information via automated technology when you interact with our website by using cookies (for more information see our Cookie Policy), server logs and other similar technologies. We may also collect personal information about you from third parties or publicly-available sources, such as:

  • analytics providers (such as Google Analytics),

  • advertising networks,

  • search information providers 

How we use your personal information

We will only use your personal information when the law allows us to. Most commonly, we will use your personal information in the following circumstances:

  • you have given us consent;

  • we need to perform a contract we are about to enter into, or have entered into, with you;

  • where it is necessary for our or a third party’s legitimate interests, and your interests and rights do not override those interests; or

  • where we need to comply with a legal or regulatory obligation.

We will only use ‘special category’ information:

  • provided we have your explicit consent to use it;

  • where we believe that we need to use that data to protect your vital interests where you are not able to provide us with your explicit consent;

  • where it is necessary for reasons of substantial public interest;

  • where you have previously made that data public knowledge; or

  • if we need to use that data to establish, exercise or defend legal claims.

How we store your data

The TrustGov project will store your data on a secure University of Southampton Sharepoint and within its MailChimp account for the duration of the project, until the end of February 2022. Please note that MailChimp have their own Privacy policy, which you can find on their website

After this time period is over, we will destroy your data using secure deletion software and close the Project’s MailChimp account, which will result in permanent deletion of all the data held in the account.

What are your data protection rights?

The TrustGov project would like to make sure you are fully aware of all of your data protection rights. Every user is entitled to the following:

The right to access: you have the right to request TrustGov for copies of your personal data.

The right to rectification: you have the right to request TrustGov correct any information you believe to be inaccurate. You also have the right to request TrustGov to complete information you believe is incomplete.

The right to erasure: you have the right to request that TrustGov erase your personal data, under certain conditions.

The right to restrict processing: you have the right to request that TrustGov restrict the processing of your personal data, under certain conditions. 

The right to object to processing: you have the right to object to TrustGov’s processing of your personal data, under certain conditions.

The right to data portability: you have the right to request that TrustGov transfer the data the we have collected to another organisation, or directly to you, under certain conditions.

If you make a request, we have one month to respond to you. If you would like to exercise any of these rights, please contact us at our email trustgov@soton.ac.uk.

Privacy policies of other websites

The TrustGov website contains links to other websites. Our Privacy policy applies only to our website, so if you click on a link to another website, you should familiarise yourself with their privacy policy.

Changes to our privacy policy

TrustGov keeps its privacy policy under regular review and places any updates on this web page. This privacy policy was last updated on 13 August 2019.

How to contact us

If you have any questions about TrustGov’s privacy policy, the data we hold on you, or you would like to exercise any one of your data protection rights, please do not hesitate to contact us by email at trustgov@soton.ac.uk

How to contact the appropriate authority

Should you wish to report a complaint, or if you feel that TrustGov has not addressed your concern in a satisfactory manner, you may contact the University of Southampton’s Data Controller by email on data.protection@soton.ac.uk, or the Information Commissioner’s Office.