Privacy notice newsletter

How University of Surrey Communication Team within Work Package 5 handles your personal data (external and internal newsletter subscription)

The University of Surrey Communication Team within Work Package 5 (WP5 – CEED; Communication, Exploitation, including Education and Dissemination) of the European Partnership on Animal Health and Welfare (EUP AH&W) is part of University of Surrey. We are registered as a data controller with the Information Commissioner’s Office (our notification number is Z6346945) and we are committed to ensuring that the personal data we process is handled in accordance with data protection legislation. We have a named Data Protection Officer, who can be contacted via dataprotection(a)surrey.ac.uk.

One of our responsibilities is to tell you about the different ways we collect and use your personal data. This statement provides details about these uses. In addition to this statement, you may be given further information about the uses of your personal data when you use certain services offered by the University of Surrey.

What information do we collect from you?

The University of Surrey Communication Team within Work Package 5 of EUP AH&W holds and processes personal data about Partnership members and external individuals who wish to receive information from the Partnership.

The personal data we hold about you consists of contact details (e.g. email address) and name. We only collect the data we need and keep that data up to date.

We receive this data from you when you complete the registration form to receive newsletters and/or information from the EUP AH&W.

We also receive names and contact details from third parties. These third parties are:

• EUP AH&W co-ordinators and other work packages (for individuals who are part of the research covered within the Partnership activities).

Why do we collect this information?

The University only collects the data that we need, and we keep the data up to date and only for as long as it is required.

We collect your personal data in order to:

• Send out regular newsletters (quarterly) providing updates on grant progress
• Provide information about relevant Summer School, conferences, and other relevant EUP AH&W events
• Provide information about forthcoming opportunities for research projects (e.g. Joint Internal Projects)
• Other EUP AH&W relevant activities not covered by the above actions.

We take our obligations for data handling very seriously and it is therefore important for you to know the lawful basis for us processing your information:

We process data to ensure that we can carry out our public role as an educational and research establishment, meeting legal, moral and contractual obligations as laid out in the University’s Charter.

We also process data to meet our contractual duties to you and provide you with EUP AH&W services as laid out in our contract with the Partnership.

We process data because you give us your consent, specifically to provide information about the activities of EUP AH&W.

We do not use the data we collect to make decisions about individuals or to analyse information on an individual level.

What do we do with your information?

The University processes personal data and special category data in accordance with data protection legislation and its own Data Protection Policy.

We track activity via hyperlink access to obtain information about the way you access information to analyse the effectiveness of our communication.

We monitor use of IT services to ensure adherence to the Acceptable Use Policy

We analyse the effectiveness of our service at an aggregate level so that no individuals are identified from the data

We collate the responses you make to this survey so that we only use the data in a way that can’t identify individuals and do not use the individual responses you make to the survey.

How long do we keep your information?

We keep your personal data in accordance with the University’s retention schedules. This means that your data is kept for the life of the EUP AH&W project (currently 7 years) and then destroyed. We will periodically ask you to confirm your registration to this service.

Who do we share your information with?

We share your personal data externally with the following third parties…

• MailChimp email marketing company (https://mailchimp.com/about/privacy-rights/)

We do this to…

• Deliver information to multiple email addresses and distribute information

We share data, but not personal email addresses or names, with the wider WP5 team to enable us to demonstrate dissemination activities and measure impact.

What rights do you have in relation to the way we process your data?

As an individual whose data we process (a data subject), you have certain rights in relation to the processing. You can find detailed information about your rights as a data subject on the University’s webpage.

You have the right to:

• withdraw your consent for us to process your personal data using the link provided on the MailChimp generated email or through contacting the University of Surrey WP5 communication team at eupahw-communications(a)surrey.ac.uk.
• to ask us to confirm that your personal data is being processed and to access (i.e. have a copy) of that data as well as to be provided with supplemental information about the processing.
• request that we rectify any inaccuracies where the data we hold on you is inaccurate or incomplete.
• to have your data erased by us, although in certain circumstances we may not be able to do this. The circumstances where this applies can be found in the data subject rights information on the University’s webpage
• to restrict the processing of your personal data in certain ways
• to obtain your personal data for reuse
• to object to certain processing of your personal data