Privacy Policy

The CPD (Continuing Professional Development) Unit is part of the Department of Research, Innovation and Knowledge Exchange within the University of York. We organise corporate training courses, equipping delegates with a mixture of strategic and practical skills to take back to the workplace. We also support internal departments with their CPD provision.

This privacy notice is for businesses and individuals who the CPD Unit holds data for, and partners who work with us to deliver our services. It sets out the ways in which the CPD Unit at the University of York gathers, uses, stores and shares your data. It also sets out how long we keep your data and what rights you have in relation to your data under the General Data Protection Regulation (GDPR).

For the purposes of this privacy notice, University of York is the Data Controller as defined in the General Data Protection Regulation. We are registered with the information Commissioner’s Office, and our registration number is: Z4855807.

Where do we get your data from and what data do we collect?

We collect personal data about you when you register for one of our online courses via our online booking system or when you consent to receiving marketing information. We typically collect the following data for the purposes of liaising with you about the course you have chosen to book on:

• Name
• Company name
• Email address

The University of York CPD Unit does not have its own box office to sell tickets and uses Eventbrite (a third-party service) for ticketed events organised by us.

Please note that Eventbrite is a third-party service that is not owned or managed by the University of York. You should also review Eventbrite’s terms and conditions and privacy policy as we do not accept any responsibility or liability for the policies:

• Eventbrite terms of service
• Eventbrite Privacy Policy

At the time of booking all users of Eventbrite must confirm that they accept the Eventbrite terms and conditions and Privacy Policy. Additionally, they must agree to their details being shared with the Event Organiser (University of York CPD Unit). Customers who do not agree to the terms are advised not to proceed with their booking. If you wish to attend one of our events but do not wish to use Eventbrite to book a place, please cpd@york.ac.uk . 

When you book tickets on Eventbrite, we ask that you provide your name and email address for all bookings. This event is free of charge so we never take any payment information.

This information is used to issue the tickets for which you are applying. We also use the information to manage the event or activity for which you have ordered tickets, e.g. to produce an attendance list, to email you to give you important information about the events you have booked or to tell you about any changes.

Your data is always held securely. Access to customer information is strictly controlled and the Eventbrite account can only be accessed by people who need to do their job – it is only made visible to members of staff who have a reason to work with it.

How do we use your data?

The University may process your personal data for the following purposes:

• to process your booking and to liaise with you about the course logistics e.g. issue joining instructions, course material etc.;
• to provide you with and manage your use of University facilities and services and your participation at events;
• (if you have consented) to send marketing once a course is completed. If you no longer wish to be contacted for marketing purposes, you can either contact us at cpd@york.ac.uk and request to be removed or simply click the ‘unsubscribe’ button at the bottom of our marketing e-mails.

Who do we share your data with? 

The University may share your data with:

• third parties that process data on behalf of the University to support it in fulfilling its obligations and responsibilities to and relationship with you providers including but not limited to MailJet and Formstack

The University of York will not share your information externally for any other purposes without your consent unless exceptional circumstances apply. Any such disclosures will be made in full accordance with the data protection legislation and only where necessary.

How do we keep your data secure?

The University takes information security extremely seriously and has implemented appropriate technical and organisational measures to protect personal data and special category data. Access to information is restricted on a need-to-know basis and security arrangements are regularly reviewed to ensure their continued suitability. For further information please see our IT Security webpages.

How long will we keep your data?

The University will retain your data in line with legal requirements or where there is a business need. Retention timeframes will be determined in line with the University’s Records Retention Schedule.

What rights do you have in relation to your data? 

Under the General Data Protection Regulation, you have rights in relation to your data, including a right of access to your data, a right to rectification, erasure (in certain circumstances), restriction, objection or portability (in certain circumstances). You also have a right to withdraw consent.

If you would like a copy of some or all of your personal data held by CPD Unit, please email us or write to us at the contact addresses below.

There may be circumstances in which we are unable to erase data held about you, in which case we will notify you. For example, if you have entered into a funding contract with us, we may be contractually required to keep records for a specified time period for reporting and audit purposes.

Photography and Video

The University of York’s Marketing team captures photography and video for marketing purposes. These photos and videos are used to provide information about and promote the University’s courses, research and other activities to audiences including potential UK and international students, parents, the public, policy-makers, benefactors and other stakeholders.

If photography and video capture will be taking place at an event that you attend, you will be informed beforehand and will have the right to opt out. Additionally, you will receive a full Photography and Video privacy notice and be required to complete a form confirming you have received and understand this full privacy notice.

Questions or concerns

If you have any questions about this privacy notice or concerns about how your data is being processed, please contact the CPD Unit at cpd@york.ac.uk or the University’s Data Protection Officer at dataprotection@york.ac.uk. 

 

Right to complain

If you are unhappy with the way in which the University has handled your personal data, we ask that you contact us in the first instance, to enable us to resolve your concerns. If you remain dissatisfied, you have a right to complain to the Information Commissioner’s Office.