Teesside University Privacy Notice for Users of the Website

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Lorraine Blankenship
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1 Privacy Ntice 2018 Teesside University Privacy Ntice fr Users f the Website 1. Purpse f this Ntice This Privacy Ntice tells yu hw Teeside University cllects, hlds, prcesses and in sme cases transfers yur Persnal Data. Under the GDPR (General Data Prtectin Regulatins) we are required t prvide yu with certain infrmatin abut hw and why we d this. Where yu have a chice t determine hw yur Persnal Data will be used, we will ask yu fr cnsent. Whenever yu give yur cnsent fr the prcessing f yur Persnal Data, yu als have the right t withdraw that cnsent at any time. We may amend this ntice t reflect changes t ur website, business, data prtectin law r ther legislatin. Fr this reasn, we ask that yu revisit this ntice n a regular basis. 2. Why yur Persnal Data is Cllected Yu d nt have t give us any Persnal Data in rder t use mst f this website. Hwever, if yu wish t take advantage f sme f the mre special, persnalised services that we make available, r apply fr a jb thrugh the website yu may be requested t prvide certain Persnal Data. 3. Hw Persnal Data is Cllected If yu are visiting ur website yur Persnal Data may be cllected as fllws: Autmatic cllectin when yu visit this website: as with mst websites when yu access these web pages certain infrmatin will be recrded by the University, such as yur IP address, brwser type and infrmatin abut web pages yu have visited (see Ckies in sectin 4 belw fr further infrmatin). This infrmatin is prcessed t wrk ut hw much use f the website is made by different users;and When yu are requested t prvide infrmatin n this website such as when requesting a brchure, registering fr an event, purchasing smething frm ur nline shp, applying fr a jb, adding smething t facebk, cmmenting n Yu Tube, FLKR and Twitter. 4. What Persnal Data Is Cllected Thrugh this website: yu d nt have t prvide any Persnal Data when yu visit the Teeside University website if yu are just reading and dwnlading infrmatin. We will nly cllect Persnal Data where yu knwingly supply the infrmatin thrugh using nline frms r by sending us an . Hwever, as is the case with mst web servers, ur server will autmatically cllect the fllwing infrmatin: Search engine- ur search engine is pwered by System Assciates. Search queries and results are lgged annymusly t assist us t imprve ur website and search capability. N user specific data is cllected by us r any third party; Requested URL (Unifrm Resurce Lcatr)- which identifies the web address; IP (Internet Prtcl) - yur IP address; Privacy Ntice Fr Users f the Website 2018 Dcument wner: Legal Services Page 1 f 7

2 Privacy Ntice 2018 Referring URL - when yu click n a link in a web page yur brwser mves t a specified link. When the brwser requests the new page it sends alng the URL f the previus page. The sent alng URL is called a referring URL; Dmain name - frm which yu access yur internet; Sftware (brwser/perating system) - used t access the page; Ckies - yu can read mre abut hw we use ckies by accessing ur Ckies Plicy n the University website; Ggle analytics - we use a third party service, Ggle Analytics, t cllect standard lg infrmatin and details f visitr behaviur patterns. This tells us the number f visitrs t the site. This infrmatin is prcessed in a way which des nt identify anyne; E Newsletters we use a CRM system (Micrsft Dynamics) with an add-n prvided by Click Dimensin, which allws us t check hw many s have been read and whether any attachments r links have been accessed; Online reprting tl - we use sme sftware called Inspectlet ( which prvides annymus eye-tracking heatmaps, tracking muse mvements, scrlls and clicks n ur webpages. This allws us t understand ur user behaviur in further detail; Scial Media we use a third party t help mnitr ur name/brand accrss scial media channels. They als help us t cllate perfrmance reprts and schedule ur cntent fr publishing; and Security and perfrmance - we use sftware t test security and perfrmance nne f which cllects r prcesses Persnal Data. 5. We mnitr s sent t us, including file attachments fr viruses and malicius sftware. Yu have a respnsibility t ensure that any yu send is within the the law. We may als mnitr t ensure that they are used in accrdance with the University s Plicy and t prevent and detect crime. 6. Applying fr a jb If yu are applying fr a jb with us we will need t ask yu fr certain Persnal Data and use it t assess yur suitablitiy fr emplyment. Yu d nt have t prvide what we ask fr but it might affect yur applicatin if yu d nt. The Persnal Data yu prvide us with will nly be used fr the purpse f prgressing yur applicatin, r t fufil legal r regulatry requirements. We will nt share any f the infrmatin yu prvide during the recruitment prcess with any third party fr marketing purpses. The infrmatin yu prvide will be held securely by us whether in electrnic r physical frmat. See Jb Applicants, sectin Hw Yur Persnal Data is shared with 3 rd parties The University will nly share yur Persnal Data with external third parties where: we have yur cnsent, r we are required t d s under a statutry r legal bligatin, r we are permitted t d s in accrdance with the Data Prtectin legislatin. Privacy Ntice Fr Users f the Website 2018 Dcument wner: Legal Services Page 2 f 7

3 Privacy Ntice 2018 We may pass Persnal Data t third parties in the fllwing circumstances: t suppliers (such as IT service prviders) wh prcess infrmatin n ur behalf; t independent suppliers wh are under a cntractual bligatin t assist us with ur business peratins; t law enfrcement r regulatry r prfessinal bdies if required t d s by them; if required by ur internal auditrs. Online shp: We use a 3rd party t perate ur nline shp called WPM Educatin. Sme f the Persnal Data which yu prvide us with when using the nline shp (t place an rder) will be securley passed t WPM wh act n the University s behalf t prvide the nline shp services, including payment services. The Persnal Data yu have prvded us with will be added t ur secure CRM database. Our CRM database will help us build a prfile f what yu are interested in. The CRM system will then aut generate what infrmatin we send t yu (in the future) based n the infrmatin yu have prvded us with. If yu are an internatinal student we may transfer yur Persnal Data t ne f ur verseas ffices (with a view t them cntacting yu). If we d we will ensure they are aware f their bligatins t prcess yur Persnal Data securely. 8. Marketing We like t keep yu up t date with ur news and activities. We may d this by sending yu infrmatin by , scial media, pst, telephne call r text message. In rder t d this we perate a database that cntains yur Persnal Data. Our marketing team are passed Persnal Data we btain frm: a request we may receive t rder a prspectus; n campus registratin; nline registratin t attend a curse; Internal Events: frms yu may cmplete at ne f ur events, such as talks yu may attend with ne f ur feeder institutins, n campus events, pen days, discvery days, taster sessins etc External Events such as: UCAS events where UCAS prvide an app that we use fr scanning barcdes n students name badges at the exhibitins. The app is hused n ur department ipads. Persnal Data is autmatically upladed t ur secure UCAS area. We then dwnlad this data as an excel file and imprt it int ur secure marketing database. UK University Search events UK University search prvide us with a sheet at each event f attendees which we add t ur secure marketing database. If yu register yur interest with us direct r thrugh a 3rd party wrking n ur behalf, yu will be given the pprtunity t pt in t receive future marketing cmmunicatins. This will be dne at the pint where yur Persnal Data is first cllected. If yu register t attend ne f ur events, apply fr a prspectus, r apply t us t undertake a curse, yur Persnal Data may be passed t us by a 3rd party t fulfil yur request. As part f this prcess yu can pt-in t receive marketing cmmunicatins. We may use sftware t assess if yu pen s we send yu and whether yu access links r dcuments we send. Privacy Ntice Fr Users f the Website 2018 Dcument wner: Legal Services Page 3 f 7

4 Privacy Ntice 2018 Any marketing cmmunicatins which yu receive will prvide yu with a simple and transparent way t unsubscribe. Any requests t unsubscribe will be acted upn prmptly. In the unlikely event yu have any prblems with unsubscribing, please cntact ur Data Prtectin Officer at dp@tees.ac.uk We d use a cmpany called Uniquest and they assist us with ur marketing cmmunicatins. It may be necessary fr us t transfer yur Persnal Data t them s that they can assist us with sending ut s, text messages and letters t yu. We ensure they are aware f their legal bligatins in relatin t hlding yur persnal data and they have cntractually agreed t this. Any infrmatin yu prvide us with will be added t ur secure CRM database, and may be shared with yur current schl and/r cllege fr reprting purpses, including attendance at University activities/events. Our CRM database will help us build up a prfile f what yu are interested in. The CRM system will then aut generate what infrmatin we send yu (in the future) based n the infrmatin yu have prvided us with. We d nt sell yur Persnal Data t 3rd parties. 9. Clinics The University runs a number f clinics which are serviced by students wishing t gain experience in relatin t the particular field in which the clinic perates. Members f the public are able t access these clinics and in rder t take advantage f the services ffered may need t t prvide sme Persnal Data. Each department will prvide infrmatin as t hw yur Persnal Data will be held, prcessed and in sme cases transferred, at the time they cllect the Persnal Data frm yu. Sme f the clinics ffered are Teesside Sprts Injury Centre, the Law Clinic and the Psychtherapies Clinic. 10. Jb Applicants If yu are applying fr a jb with us we will need t ask yu fr certain Persnal Data and use it t assess yur suitability fr emplyment. Yu d nt have t prvide what we ask fr but it might affect yur applicatin if yu d nt. The Persnal Data yu prvide us with will nly be used fr the purpse f prgressing yur applicatin, r t fufil legal r regulatry requirements. We will nt share any f the infrmatin yu prvide during the recruitment prcess with any third party fr marketing purpses. The infrmatin yu prvide will be held securely by us whether in electrnic r physical frmat. The fllwing demnstrates hw we g abut prcessing yur applicatin: Online applicatins thrugh this website within the nline applicatin yu will be asked t include yur name, Date f Birth, Natinal Insurance number, DFES number (if applicable), address, telephne number, , emplyment details, educatin, and qualificatins, training and staff develpment, prfessinal memberships, referees, DBS infrmatin (if relevant), eligibility t wrk in the UK and any relatinships with the University, sexual rientatin, natinal insurance number, any criminal cnvictins, and a health questinaire. Details will be kept fr a perid f 6 mnths. Privacy Ntice Fr Users f the Website 2018 Dcument wner: Legal Services Page 4 f 7

5 Privacy Ntice 2018 Yu will als be asked as part f yur applicatin t cmplete an equal pprtunities questinaire. This is nt mandatry infrmatin and if yu chse nt t prvide it, this will nt affect yur applicatin. Any infrmatin yu prvide will be used nly t prduce and mnitr equal pprtunities statistics and will nt persnally identify yu (except where it is required t make reasnable adjustments as part f the interview prcess r emplyment). Shrtlist f applicants - in rder t determine wh we wish t interview yur applicatin will be passed t the relevant hiring manager and interview panel members and tgether with the HR team they will draw up a shrtlist f candidates t interview. Assessment day - if yu have been shrtlisted fr a jb we may invite yu t an assessment day. As part f this day yu will be required t prvide prf f yur identity. During this yu may be asked further questins and we may take ntes whilst yu are ding a presentatin r being interviewed. If we dn t take yur applicatin further, we may give yu the ptin t have yur details kept n file fr the next suitable pprtunity. If yu agree, we may use yur Persnal Data t cntact yu again in the future shuld anther suitable vacancy arise. Cnditinal Offer - if this is made this will be dependent n pre-emplyment checks being carried ut. As part f this yu may be required t prvide prf f yur identity, prf f eligibility t wrk in the UK, prf f qualificatins, evidence f current/mst recent salary, cnfirmatin f membership with prfessinal bdies (if relevant), agree t us cntacting yur referees, driving licence details (if relevant) cmplete a health questinaire which may be passed t ur internal ccupatinal health service practitiner. Final ffer - if the pre-emplyment checks are acceptable yu will be made a final ffer. During this stage we will require yu t prvide yur bank details, and emergency cntact details. Yu may als be required t cmplete an HMRC starter checklist. Third Parties - we may need t use the services f a recruitment agency frm time t time, in particular, fr temprary staff and senir staff. In this instance the recruitment agency will transfer persnal details t us. Retentin: if yu are unsuccessful, the infrmatin yu have prvided us with will be held fr 6 mnths. If yu are successful the Privacy Ntice fr Staff available n the University website will detail hw we deal with yur Persnal Data. 11. Transfers f Persnal Data utside f the EEA We may pass Persnal Data t ther rganisatins within r utside the EEA wh are cntracted t prvide services t us where the transfer is necessary fr the prvisin f thse services.we may als transfer yur Persnal Details t ne f ur verseas ffice t prgress yur applicatin r t cntact yu t see if yu still wish t jin the Univseristy. Sme f these cuntries may nt have the same level f data prtectin as the UK. If we make such a transfer we will put a cntract in place t ensure the 3rd party is aware f its respnsibilites under the General Data Prtectin Regulatins. 12. Security f Persnal Data We take technical and administrative steps t prtect all f the Persnal Data we hld. Only authrised emplyees and cntractrs have access t yur Persnal Data. Despite this n system n the internet is 100% safe. Althugh we d ur best t prtect yur Persnal Data, Privacy Ntice Fr Users f the Website 2018 Dcument wner: Legal Services Page 5 f 7

6 Privacy Ntice 2018 we cannt guarantee the security f yur data transmitted ver the internet; any transmissin is at yur wn risk. Once we have received yur Persnal Data we will use strict prcedures and security features t try t prevent unauthrised access. 13. Persnal Data Retentin Perids We will retain yur Persnal Infrmatin fr the perid utlined at the time the data is cllected and nly retain the Persnal Data we hld abut yu as lng as necessary and in accrdance with the University s Retentin Plicy. 14. Yur Respnsibilities Updating yur details: GDPR requires that Persnal Data is accurate. It is essential that yu let the University knw if yur cntact details change. If the University des nt have the crrect cntact details, we cannt take respnsibility if any infrmatin yu require is sent t the wrng address. 15. Yur Rights As a data subject yu have certain rights: Data Prtectin Regulatins yu have the right t ldge a cmplaint with a supervisry authrity, f the cuntry in which yu are resident, studying r wrking. The details f the Lead Supervisry Authrity is detailed belw; Right t Erasure (Right t be Frgtten) - Yu have the right t have the Persnal Data we hld abut yu erased withut undue delay; Right t bject - Yu have the right t bject at any time t the prcessing f yur Persnal Data. T bject t r pt ut f any data prcessing r data sharing by the University please the Data Prtectin Officer at dp@tees.ac.uk. The University will cnsider yur request hwever, it may nt always be pssible t facilitate such a request. The University is required by law t cllect and prcess sme Persnal Data and it may nt be pssible fr yu t cntinue as a student f the University, if the University ceased prcessing certain data, as we wuld nt be able t carry ut ur educatinal purpse. Right t withdraw Cnsent - Where cnsent frms are the basis fr prcessing, yu have the right t withdraw yur cnsent t the prcessing at any time. Right t Data Prtability - If yu request us t we will transmit yur Persnal Data directly t anther rganisatin. Right t Rectificatin - yu have the right t ask us t rectify inaccurate infrmatin held abut yu withut undue delay. 16. Access t Persnal Data Yu can find ut what infrmatin we hld abut yu by making a subject access request. If we d hld infrmatin abut yu we will give yu a descriptin f it, tell yu why we are hlding it, tell yu wh it culd be disclsed t and let yu have a cpy f the infrmatin in intelligible frm. The request can be made free f charge, by writing t the Data Prtectin Officer, details f which are belw. Privacy Ntice Fr Users f the Website 2018 Dcument wner: Legal Services Page 6 f 7

7 Privacy Ntice Cntact Details f the Data Prtectin Officer The Data Prtectin Officer is cntactable at Teeside University, Middlesbrugh, Tees Valley, TS13BX, UK, telephne number +44 (0) , dp@tees.ac.uk Yu may cntact ur Data Prtectin Officer directly with any queries relating t Data Prtectin. 18. Name and address f the Cntrller The Cntrller is an rganisatin which determines the means and purpse f prcessing yur Persnal Data. The Cntrller is Teesside University Middlesbrugh, Tees Valley,TS13BX, UK, telephne number +44 (0) , dp@tees.ac.uk 19. Name and Address f the Lead Supervisry Authrity The Lead Supervisry Authrity verseeing the Cntrller is The Infrmatin Cmissiner s Office (the ICO ), Wycliffe Huse, Water Lane, Wilmslw, Cheshrie, SK95AF, United Kingdm, phne +44 (0) , casewrk@ic.rg.uk. Website: A cmprehensive list f the purpses fr which the University prcesses Persnal Data are ntified t the Infrmatin Cmmissiner s Office (ICO) and can be viewed n the ffice f the infrmatin Cmmissiner s Register. T view the University s registratin yu can use the search frm fr the Register and enter the University s registratin number Z Versin cntrl table Versin N Nature f change Authr Date made Date DOC accepted 1 New Versin t cmply with GDPR CJ May 2018 May 2018 Privacy Ntice Fr Users f the Website 2018 Dcument wner: Legal Services Page 7 f 7

Privacy Policy concerning the use of the website and the use of cookies

Privacy Policy concerning the use of the website and the use of cookies Privacy Plicy cncerning the use f the website and the use f ckies Agria understands the imprtance f the privacy f its custmers and the prtectin f their persnal data. Present plicy utlines the handling