This privacy notice sets out the ways in which SEI York (the Stockholm Environment Institute’s York centre), 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).
Subscribing to our mailing list
When registering to join the mailing list you will be asked to provide your name, email address, job title and organisation.
The information provided will be used by the SEI York, University of York, to send you a newsletter roughly every two months about our latest research, publications, news and relevant upcoming events. We will also send a quarterly newsletter with updates about SEI York research and news. Occasionally we may also send you SEI York event invitations and seasonal messages.
You are free to change your mind at any time by clicking the unsubscribe link in the footer of any email you receive from us, or by contacting us directly at firstname.lastname@example.org.
Your data will not be shared or used for any additional purpose. Your data is always held securely. Access to subscriber information is strictly controlled and the Mailjet 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. We may download the mailing list occasionally to assess our audience demographics. This will be stored in the SEI York University Drive which is only accessible to those who need the information to do their job.
Booking tickets on Eventbrite
When registering for a ticket you will be asked to provide your name, email address and organisation/department. We may also enquire about your travel arrangements and dietary requirements if parking and food is being organised by SEI York.
The information provided will be used by the SEI York, University of York, to issue your ticket. We also use the information to manage the event you have registered for, e.g. to produce an attendance list, to book catering/travel arrangements, to email you important information about the events you have booked or to tell you about any changes.
Your data will not be shared or used for any additional purpose. 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. We may download an attendee list to assess our audience demographics. This will be stored in the SEI York University Drive which is only accessible to those who need the information to do their job.
Event feedback form
You may receive a feedback form from us, either at an event as a hard copy, or via Google Forms to enquire about your experience during the event.
The information provided will be used by SEI York to evaluate the success of the event, identify potential future events and to see how SEI York can support you going forwards (if applicable).
Completing the feedback form is optional and you can choose if you wish to remain anonymous. Event attendees are contacted by email and in the message we explain the reason for the survey and at the event we will explain the survey in more detail.
Your data is always held securely. The information you provide will be stored in the Google Form and on the SEI York University drive, which is only accessible to those who need the information to do their job - it is only made visible to members of staff who have a reason to work with it. The hard copy forms will be kept in a locked room and will be transferred to the SEI York drive and then destroyed.
What is our legal basis for processing your data?
The legal basis we rely on for processing your personal data is one of the below:
- Consent of the data subject (Article 6 (1) (a) of the GDRP).
- Processing is necessary for the performance of a contract with the data subject or to take steps to enter into a contract (Article 6 (1) (b) of the GDPR)
Sharing your information
We do not sell your information.
We do not share the information provided to us except:
With third party service providers, such as hosting providers or an email service provider, who provide services to us so that we are able to fulfil our obligations to you or, where we are able to send you marketing information, to do so.
If we have a legal obligation to disclose your information (for example, if a court orders us to)
If you have given permission to share the information
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 see, https://www.york.ac.uk/it-services/security/.
How do we transfer data safely internationally?
If it is necessary to transfer your Personal Data (including Special Category Data) outside the European Economic Area we will comply with our obligations under Data Protection Law and ensure an adequate level of protection for all transferred data.
How long do we keep your personal information?
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 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. See https://www.york.ac.uk/records-management/generaldataprotectionregulation/individualsrights/.
Questions or concerns
If you have any questions about this privacy notice or concerns about how your data is being processed, please contact the University’s Data Protection Officer at email@example.com.
Right to complain
If you are unhappy with the way in which SEI York has handled your personal data, you have a right to complain to the Information Commissioner’s Office. For information on reporting a concern to the Information Commissioner’s Office, see www.ico.org.uk/concerns.
For further details please visit the University of York's general Privacy Notice