About this Notice
We ask that you read this privacy notice carefully as it contains important information on who we are, how and why we collect, store, use and share personal data, your rights in relation to your personal data and on how to contact us and supervisory authorities in the event that you have a query or complaint.
The University of Warwick (“UoW”) is committed to protecting the privacy and security of personal data. The purpose of this notice is to promote transparency in the use of personal data, and to outline how UoW collects and uses personal data during and after your educational relationship with us, in accordance with the General Data Protection Regulation 2016 (“GDPR”) and the Data Protection Act 2018 (“DPA 2018”).
The UoW collects, uses and is responsible for certain personal data about you. This is known as “processing”. When we do so we are regulated under the GDPR and DPA 2018 which applies across the European Union and we are responsible as ‘data controller’ of that personal data for the purposes of those laws.
The purpose of this notice is to explain how the University of Warwick (“UoW”) will collect and use (process) your personal data, what rights you have in relation to that data and to provide transparency about the data collected about you.
The UoW is the data controller under the GDPR and the DPA 2018 and we will process your personal data in accordance with the GDPR and DPA 2018 at all times. You, as a ‘data subject’, therefore have specific rights to the data that we hold, collect and process.
The personal data we may collect and use
* Your Name
* Your Email
* Your Department
* Vehicle Registration
* University ID number
* Your line of work/Employment
* Address
* Telephone number
* Date of Birth
* Date of studying
* Nationality
* Gender
* Next of kin
* Your photo
How the University of Warwick obtains your personal data
We may collect your personal data in a number of ways, for example:
* When you register and access the Warwick Innovation platform: https://myinnovationcollective.online/, powered by Hexitime, for the purposes of enabling you to share your responses to challenges, ideas for innovation and comments with others on the platform, and for the University of Warwick to provide you with a digital space to collaborate on innovation and entrepreneurship, access resources, advice and apply for support.
* Through communication to or from you by telephone, email, or via the website. For example, when you call to make enquiries about the Warwick Innovation Platform or when you are raising concerns.
* From the Contact Us form you fill in on the Warwick Innovation District website.
* From any information provided to us by yourself when making enquiries.
* From independent agents, for example, University contracted agents or applicant appointed agents.
* Information you provide through UCAS and other admission procedures.
* From your attendance at open days, events, seminars, webinars, fairs or our offices.
* We may also obtain your personal data from third parties, for example, from references, information from your sponsor and information from your previous educational establishments.
* From your previous your employer, other relevant parties authorised to provide us with your information.
Purpose and associated lawful basis
Your personal data will be processed by the UoW for the purposes detailed below.
Lawful bases for processing your personal data under the GDPR and DPA 2018
Personal data will only be processed when the law permits this to happen. Most commonly personal data will be processed in the following circumstances:
See here for guidance: https://warwick.ac.uk/services/sim/privacynotices/enquiryandapplicant/#secure
* Where you have given us your consent. Please note that you have the right to withdraw consent at any time.
* In order to fulfil UoW’s obligations to you as part of any contract we have with you.
* Where UoW needs to comply with a legal obligation.
* Where it is necessary for UoW’s legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests. Our interests are the effective and efficient operation of the University.
* To protect the vital interests of you or of another person (for example, in the case of a medical emergency.)
* In order to perform a task carried out in the public interest
Special category data
We may only process special category personal data in the following circumstances where, in addition to a lawful basis for processing, there exists one of the following grounds:
* Explicit consent – where you have given us explicit consent.
* Legal obligation – where the processing is necessary for us/ you to carry out/ exercise obligations and rights of a legal nature.
* Vital interests – where the processing is necessary in order to protect the vital interests of you or another individual where you are physically or legally incapable of giving consent. This is typically limited to processing needed for medical emergencies.
* Not for profit bodies – where the processing is carried out in the course of the legitimate activities of a not-for-profit body and only relates to members or related persons and the personal data is not disclosed outside that body without consent.
* Public information – where the processing relates to personal data which is manifestly made public by you.
* Legal claims – where the processing is necessary for the establishment, exercise or defence of legal claims or whenever courts are acting in their judicial capacity.
* Substantial public interest – where the processing is necessary for reasons of substantial public interest, on the basis of Union or Member State law.
* Healthcare – where the processing is necessary for healthcare purposes and is subject to suitable safeguards.
* Public health – where the processing is necessary for public health purposes and is based on Union or Member State law.
UoW will only use personal data for the purposes for which it was collected unless it is considered reasonably that it is needed for another purpose and the reason is compatible with the original purpose. If the University needs to use your personal data for an unrelated purpose, it will notify you and will explain the legal basis that permits it to do so. The University may process your personal data without your knowledge or consent where this is permitted by law.
Retention of your personal data
The GDPR and DPA 2018 require that personal data should be kept for no longer than is necessary for the purposes for which the personal data are processed (except in certain specific and limited instances).
The University’s Record Retention Schedule (RRS) is a tool that enables the University to transparently demonstrate how the organisation complies with its data protection obligations by making provision for the time periods for which common classes of record are retained by UoW.
Full details of the retention periods of records can be found by viewing the records management page and selecting the University’s Record Retention Schedule (RRS), which is kept up to date separately.
Transfers outside the European Economic Area (EEA)
If we have to transfer any of your personal data outside the EEA we will let you know if the receiving country or organisation is deemed to have adequate data protection provision. Where a country or organisation does not have adequate protections we will put safeguards in place. Details of these safeguards can be provided to you upon request to Legal and Compliance Services.
Data subject rights
Under the GDPR and DPA 2018 you have a number of important rights free of charge.
You have the right to:
* Be informed of how we collect and use your personal data
* Access your personal data
* Require us to correct any mistakes in the data we hold on you
* Require the erasure of personal data concerning you in certain situations
* Restrict our processing of your personal data in certain circumstances
* Receive your personal data, in a structured, commonly used and machine-readable format and have the right to transmit those data to a third party in certain situations
* Object in certain situations to our continued processing of your personal data or at any time to processing of your personal data for direct marketing; and have the right to transmit those data to a third party in certain situations
* Object to decisions being taken by automated means which produce legal effects concerning you or similarly significantly affect you.
To exercise any of these rights please find out more here If a subject access request is made and the request for access is clearly unfounded or excessive, the University reserves the right to refuse to comply with the request in these circumstances.
Keeping your personal data secure
The UoW keeps your personal data secure at all times using organisational, physical and technical measures.
Where appropriate, we also take measures such as anonymisation to ensure data cannot be used to identify you and/or encryption to ensure that the data cannot be accessed without the right security accesses and codes.
Where UoW engages a third party to process personal data it will do so on the basis of a written contract which conforms to the security requirement of the GDPR.
UoW takes measures to enable data to be restored and accessed in a timely manner in the event of a physical or technical incident.
UoW also ensures that we have appropriate processes in place to test the effectiveness of our security measures.
How to Contact us
We hope that our Data Protection Officer (DPO) can resolve any query, concern or complaint you may raise about our use of your personal data on the contact details below:
The DPO can be contacted via email at: dpo@warwick.ac.uk
Or write to:
The Data Protection Officer
Legal and Compliance Services
University of Warwick
University House
Kirby Corner Road
CV4 8UW
The GDPR and DPA 2018 also gives you the right to lodge a complaint with the Information Commissioner who may be contacted at https://ico.org.uk/concerns/ or telephone: [0303 123 1113].
Changes to this Privacy Notice
This privacy notice was published on 24/06/2020 and last updated on 05/09/2022
How we process your personal data
Personal information is neither captured nor stored through the Warwick Innovation District web site without the prior consent of users. Where we ask you for some personal information (e.g. if you fill in an online form to give us feedback, or ask us to send you some information, etc.), we will tell you what we intend to do with the information you’ve given us.
Any personal information that you provide to us will be used only for the purpose stated at the time we request it. We will not sell, license or trade your personal information to others. We do not provide your personal information to direct marketing companies or other such organisations.
We maintain logs of our web servers’ activity. These log files include the IP address of every computer used to access the Warwick Innovation District web site, and we use them to help us analyse usage of the Warwick Innovation District web site.
We also use Google Analytics, a web analytics service provided by Google. Google Analytics uses cookies, which are small text files placed on your computer, to help us analyse how users use our site. More information about Google Analytics (and other cookies used on our site) can be found on our cookies page, including details of how to opt out from Google Analytics if you prefer.
When you register with us
The University of Warwick will process your personal data provided on registering for the purpose(s) of administering your registration and payment for the parking permit. The legal basis for processing this personal data is necessary for the performance of a contract.
Your personal data will not be shared or disclosed to any third parties external to the University of Warwick.
Your personal data will not be transferred outside of the EEA, will be kept securely by the University of Warwick and will be retained for up to 2 years after you leave employment with the University of Warwick, or cease to be a student or active alumnus of the University, or are no longer active on the https://myinnovationcollective.online/ platform, powered by Hexitime.
The University of Warwick is the Data Controller of this information and is committed to protecting the rights of individuals in line with Data Protection Legislation. Please visit the University’s https://warwick.ac.uk/services/idc/dataprotection/ Data Protection webpages for further information in relation to your rights and how the University processes your personal data. The University of Warwick will process your personal data when you register and access the Warwick Innovation platform https://myinnovationcollective.online/, powered by Hexitime, for the purposes of enabling you to share your responses to challenges, ideas for innovation and comments with others on the platform, and for the University of Warwick to provide you with a digital space to collaborate on innovation and entrepreneurship, access resources, advice and apply for support.
The legal basis for processing this personal data is consent. Where personal data is processed with your consent, you have the right to withdraw your consent at any time by contacting: innovate@warwick.ac.uk
The minimum data collected by the platform
* Warwick email address, gained by your entry to the site through single sign-on from the Innovation Management Pages: https://warwick.ac.uk/services/innovate
* Your email address is used to attribute the idea or comment on the site; to correspond with you, and to alert you to any comments or activity on ideas you may have posted, or requested to follow.
* Name: To allow us to communicate with you, and introduce you to other members of the platform / support resources.
* Year of Study: To provide metrics on the reach and success of innovation activity
* Department: To provide metrics on the reach and success of innovation activity
When in Warwick Innovation, there are optional additional fields for completion to enhance your profile. It is not necessary to complete them in order to use the site. If they are completed, they will be used in the analysis of idea generation and community engagement.
Your personal data will not be shared with any third party external to the University except Hextime and we refer you to Hexitime’s privacy notice by clicking onto the following link – https://myinnovationcollective.online/privacy-policy. Your personal data will be retained for up to 2 years after you leave employment with the University of Warwick, or cease to be a student or active alumnus of the University or are no longer active on the https://myinnovationcollective.online/ platform. After this period your personal data will be anonymised. Anonymised data will be used in the collation of metrics and analytics for innovation.
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