General Privacy Notice

Introduction

UCLPartners respects your privacy and is committed to protecting your personal data.

This privacy notice describes why and how we collect and use personal data and provides information about your rights. It applies to personal data provided to us, both by individuals themselves or by third parties.

Last updated September 2018.

Who we are

UCLPartners is an academic health science partnership that brings together people and organisations to transform the health and wellbeing of the population. With more than 40 partners from the NHS, social care and academia, we support improvements in discovery science, innovation into practice and population health and focus where the need and benefit is greatest. Our local focus is to support health and care improvements for a population of six million people in north east and north central London, south and west Hertfordshire, south Bedfordshire and south west and mid Essex. Beyond serving the local population, healthcare solutions developed by members are also applied across the UK and globally.

UCLPartners, a company incorporated in England and Wales (06878225), is the entity that determines how and why your personal data is processed. This means that UCL Partners is the ‘controller’ of your personal data for the purposes of data protection law.

UCLPartners’ registered address is 170 Tottenham Court Road, W1T 7HA

Our purpose

Our purpose is to translate cutting-edge research and innovation into measurable health and wealth gain for patients and populations – in London, across the UK and globally.  Our vision is to create a world leading centre for research, healthcare and education to deliver solutions to address the most pressing healthcare challenges for the health of our population.

For more information visit www.uclpartners.com.

Personal data that we collect about you

We may collect certain information or data about you in various ways.  The main circumstances we do so are below;

• When you submit enquiries or feedback through one of our website forms, leave a comment or sign up for email newsletters, or book a place at a UCLPartners event (via our third-party booking platform EventBrite) we may collect your name, email address, telephone number and other information.
• When you apply for our courses, awards or programmes we may collect your name, email address, role, organisation and other information.
• When you use our website we will collect:

o   Your IP address, and details of web browser and which version of it you used

o   Information on how you use our website, using cookies, that will help us improve the website

o   Details of transactions you carry out through our website including training and events

o   When you participate in any of our projects or programmes we may collect your name, contact and other details.

o   When you attend a course or conference we may collect images of you in films or photographs or, in respect of contributions you may make, audio recording.

o   When you contact us directly, we may keep a record of that correspondence.

How we use your personal information

We may use your personal information:

• To provide you with information, products or services that you request from us, or to process your booking in relation to an event or course we are organising
• To make you aware of related opportunities (but only with your consent where required)
• To notify you of any changes
• To assist with any contractual obligations between us
• To administer a project or programme you participate in
• To administer any courses or awards that you participate in
• To provide a record of, or to promote and market a course, conference or award using images and film taken on the day.
• Conduct surveys and process your response to any survey you participate in for research, evaluation and statistical purpose
• To communicate with you regarding our aims and activities

Special categories data

We do not collect any special categories data through your use of our website. There may be additional services on our website which may collect special categories data, and where this is the case a separate privacy notice will be provided detailing what information is collected and why. Please ensure that you review these notices at the time.

The basis for processing your personal information

Data protection legislation requires that we meet certain conditions before we are allowed to use your data in the manner described in this notice, including having a “legal basis” for the processing. These bases are explained below.

Consent: When you have given us your consent to process your personal data.

Legitimate interests:  The processing of your personal data may be necessary for the purposes of the legitimate interests pursued by us or by a third party, except where such interests are overridden by your interests or by fundamental rights and freedoms which require protection of personal data.

Some of the ways we process your data are explained below:

Information and Services: We need to process your personal data when we provide you with information and services that you have requested from us. We do so because it is necessary for our legitimate interests and/or because it is necessary for the performance of a contract to which you are a party or to take steps at your request before entering into a contract.

Marketing: When we send marketing communications to you at a business email address, we do so because it is necessary for our legitimate interests. Our legitimate interests include disseminating highlights of what has been happening within the partnership, as well highlighting job vacancies and funding opportunities and relevant courses and conferences, in order to fulfil our purpose. You can request that we stop sending you marketing communications at any time.

In respect of personal email addresses, we only send you marketing with your explicit consent and you can opt out at any time.

Publicly available sources: We may gather limited personal data from publicly available sources, so we can contact individuals who we think will be interested in our events or publications. We do so in connection with our legitimate interests.

Filming and photography at events: We (or a third party) sometimes carry out filming or photography at events as part of our publicity/marketing output. We do so because it is necessary for our legitimate interests in promoting the work we do. We make delegates aware of this in advance, through an additional notice which outlines opt-out procedures.

Other bases for processing: We may need to process your personal data for compliance with our legal obligations, including where it is necessary for the prevention and detection of crime, or for the establishment, exercise or defence of legal claims.

Cookies

A cookie is a small text file that a website saves on your computer or mobile device when you visit the site. It enables the website to remember your actions and preferences (such as login, language, font size and other display preferences) over a period of time, so you don’t have to keep re-entering them whenever you come back to the site or browse from one page to another. You can find more detailed information about cookies and how they work at ww.aboutcookies.org.

Overall, cookies help us provide you with a better website, by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any other personal information about you, other than the data fields listed above or personal data which you choose to share with us. The tables below further explain which cookies UCLPartners uses and why.

Internal cookies

Google Analytics use traffic log cookies to gain information about the use that is made of pages on our website. We use the information from cookies to generate reports on the usage of our website which are used for evaluation and analysis. The purpose is to improve our website by tailoring it to the needs of users.

test

Cookies	Name	Purpose
User Preferences Cookie	.ASPXANONYMOUS	Used to identify users’ choices in form fields and show them as options the next time the user logs in.
Stats cookie	Is unique	Used by statcounter.com to count the number of unique visitors to the page.
Style	style	Enables correct page display.
Text size	textsize	Enables correct text size display.
PASS	_nac_session_id	Used for user identification and tracking of authorisation attributes for user sessions.
WebGuardian	_WebGuardian_session	User for user identification and tracking of authorisation attributes for user sessions.

External cookies

Cookies	Name	Purpose	More information
Google Analytics	_utma, _utmb, _utmc, _utmz, PREF, NID, Rememberme, UA-1580171-1, UA-34489726-1	These cookies are used to collect information about how visitors use our site. We use the information to compile reports and to help us improve the site. The cookies collect information in an anonymous form, including the number of visitors to the site, where visitors have come to the site from and the pages they visited.	Overview of privacy at Google
Twitter	guest_id, pid	A Twitter widget in the footer of some pages enables visitors to tweet about the page.	Twitter privacy policy
YouTube	Enablesapps.uploader, HSID, login_info, sid VISITOR_INFO1_LIVE, PREF, use_hitbox, demographics, watched_video_id_list_nLYix, itsessionid1000571795845, itvisitorid1000571795845	Enables users to view embedded YouTube video.	Information of privacy at YouTube

Turning off cookies

You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer.  If you are unsure how to do this, use your favourite search engine to look this up using the term ‘declining cookies’ with your browser name. You should be aware that this may prevent you from taking full advantage of UCLPartners website.

Keeping your personal data safe

We do our utmost to protect your privacy. In line with Data Protection Legislation we have implemented industry-standard security systems and procedures to protect information from unauthorised disclosure, misuse or destruction.  We have established procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

Principles

We will handle your personal data in accordance with the principles set out below.

Principle	Personal data shall be:
Lawfulness, fairness and transparency	processed lawfully, fairly and in a transparent manner in relation to the data subject.
Purpose limitation	collected for specified, explicit and legitimate purposes and not further processed in a manner that is incompatible with those purposes.
Data minimisation	adequate, relevant and limited to what is necessary in relation to the purposes for which they are processed.
Accuracy	accurate and, where necessary, kept up to date.
Storage limitation	kept in a form which permits identification of data subjects for no longer than is necessary for the purposes for which the personal data are processed.
Integrity and confidentiality	processed in a manner that ensures appropriate security of the personal data, including protection against unauthorised or unlawful processing and against accidental loss, destruction or damage, using appropriate technical or organisational measures
Accountability	able to demonstrate compliance with the above principles

Who we share your personal data with

We may have to share your personal data with the parties set out below for the purposes outlined above:

• External third-party service providers: there may be times when external organisations use your personal information as part of providing a service to us or as part of checking the quality of our service, such as our auditors;
• Law enforcement or other government and regulatory agencies: we may be required by law to disclose certain information to the police or another relevant authority in circumstances e.g. where we think you or someone else is at serious risk of harm.

International transfers

If you choose to accept external cookies then your data will be shared with the third parties identified in the cookies section above, and the data may be transferred outside of the EU/EEA.

Data retention

We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

Your rights

Under certain circumstances, you may have the following rights under data protection laws in relation to your personal data:

• Right to request access to your personal data
• Right to request correction of your personal data
• Right to request erasure of your personal data
• Right to object to processing of your personal data
• Right to request restriction of the processing your personal data
• Right to request the transfer of your personal data, and
• Right to withdraw consent.

If you wish to exercise any of these rights, please contact us using the details set out below.

How to contact us or raise a concern or complaint

If you have any concerns about this Privacy Notice, or how your personal data is being collected and processed, including any requests to exercise your legal rights, please contact us using the details set out below:

UCLPartners Data Protection Officer
UCLPartners
170 Tottenham Court Rd
W1T 7HA
Email: gdpr@uclpartners.com
Telephone: 0203 108 2065

Contacting the Information Commissioners Office

If you have wider concerns about how UCLPartners manages information or wish to make a complaint, please contact the Information Commissioner’s Office (ICO) (the UK data protection regulator).  For further information on your rights and how to complain to the ICO, please refer to the ICO website at https://ico.org.uk.