SPEERI Privacy Notice

Introduction

The Scottish Partnership in Energy and Engineering Research & Innovation (SPEERI) is committed to protecting your privacy regarding personal data and complying with its responsibilities under data protection legislation. This privacy notice sets out important information regarding how we will user your information and your rights under the legislation. It is important that you read this notice prior to providing your information.

Who We Are

SPEERI is hosted by the University of Strathclyde. As the host organisation for SPEERI, the University of Strathclyde is the data controller under data protection legislation and is responsible for your personal data in terms of data protection.

Any enquiries regarding data protection should be made to the University’s Data Protection Officer at dataprotection@strath.ac.uk.

Information about your rights

You have a right to be informed of how we are using your data. This document should address this for you but if you have any other questions, please email contact@speeri.ac.uk.

  • You have a right to object at which point we will stop all activities involving your data immediately.

  • All contacts held within the SPEERI database are entitled to receive a copy of the information that is held on them at any time. There will be no charge for this service. You will be asked to provide suitable proof that you are the contact before any details are disclosed.

  • All contacts held within the SPEERI database are entitled to amend the information held at any time. There will be no charge for this service. You will be asked to provide suitable proof that you are the contact before any changes are made.

  • All contacts held within the SPEERI database are entitled to have their records removed from SPEERI at any time. There will be no charge for this service. You will be asked to provide suitable proof that you are the contact before any changes are made.

  • If you need your data in a format that can be transferred into another system or media, we are able to provide this in the almost universally accepted format of CSV. You will be asked to provide suitable proof that you are the contact before any information is released.

  • If you don’t like how we are using your data, you can contact us at any time to tell us to restrict processing. In these circumstances, your data would be held but not used for any purposes you object to. You are still within your rights to have your details removed entirely if you choose. You will be asked to provide suitable proof that you are the contact before any changes are made.

Please note that the ability to exercise these rights will vary and depend on the lawful basis under which the processing is being carried out.

Please contact dataprotection@strath.ac.uk if you wish to exercise/enquire about any of these rights.

What information does SPEERI collect?

We want to provide you with full visibility to the types of personal data we collect from you. Information SPEERI will process includes:

  • Identification details (first name, surname)

  • Contact information (email addresses, phone numbers)

  • Employment details (job title, company, sector of employment, workplace address, education, expertise, and professional affiliations)

  • Academic profile (education and research interests)

  • Technical information (this could include internet protocol (IP) address, browser type and version, time zone settings, and location, browser plug-in types and versions, operating system and platform, and other technology on the devices you use to access our website)

  • Usage information (including information relating to how you use our website, newsletter, and social media, as well as other services)

  • Marketing and communications data (including your preferences in receiving marketing from us and our third parties, and your communications preferences)

  • Information to manage events/meetings

We may also collection information:

  • From publicly accessible sources

  • Directly from third parties who deliver services on our behalf

  • From third parties, with your consent

  • From your employer or professional body

  • Via our website (we use cookies on our website)

  • Via our information technology and other systems

The purposes for which we use this information

The personal data that we collect is used for the purpose of (but not limited to):

  • Contacting subscribers in order to inform them of events, services and other activities of interest

  • Enabling us to develop, improve and manage SPEERI activities by better understanding our users

  • Facilitate collaboration between members within the SPEERI network

  • Manage and deliver events/meetings (see more below)

  • Comply with legal obligations (e.g. health and safety, equality requirements and/or licensing requirements relating to events)

  • Manage and respond to enquiries

  • Maintain our records

Events

In addition to the purposes stated above, SPEERI may also process the following personal data to manage and deliver an event or conference:

  • Dietary requirements

  • Accessibility requirements

For an event organised with another partner where your personal data may be shared with the partner, you will be advised of this when booking the event.

For events that include networking, we may want to share your contact details with other attendees. We will ask for your consent upon registration for an event where this is the case.

Photography and/or filming may take place at our events. If this is the case, you will be advised in advance and at the event, and where necessary, we will obtain consent.

For events/meetings where video conferencing applications are used, personal data may be collected by the companies that own these applications. This data may include your name, username, email address, your computer’s IP address, and device name. For meetings recorded by or on behalf of the University of Strathclyde, recordings will only be retained for as long as is necessary. If recording is taking place, you will be notified before the event, and it will be clearly visible during the event.

Further information regarding data use for third-party applications can be found in the privacy notice for the relevant video conferencing applications.

Lawful Basis for Processing

SPEERI requires a lawful basis for processing personal data. In some cases, more than one lawful basis may apply. The following lawful bases may be relied on, depending on the circumstances:

  • Consent

  • Public task

  • Legitimate interest

  • Justification for Processing

Contact information is stored for the reasons stated above.

Your personal data

Personal data will only ever be share where necessary. Depending on why you engage with SPEERI, your personal data may be shared with the following third parties:

  • Third party product and service provider

  • Other members of the SPEERI network

  • Funding bodies

  • Events organisations

  • Research organisations

  • Educational institutions

Retention of data

SPEERI will hold contact data only for as long as the information is relevant to SPEERI activities.

Security

SPEERI stores data using approved secure procedures. The SPEERI website is hosted by the University of Strathclyde using their own server security. We also have our own internal security software installed and use a password system for individual access. All computer equipment used by SPEERI is secured with passwords, firewalls, anti-virus/malware software and other measures in place. All data recorded on third party systems is protected with their own security systems and each service maintains their own privacy policies. If you require more detail on all third-party systems used by SPEERI, please email us at contact@speeri.ac.uk.

Newsletter

SPEERI sends out regular newsletters and communications to subscribers, listing upcoming events and other items of interest. These are sent via Mailchimp and use their own systems for security. All our newsletters will have an unsubscribe option if you would like to opt out.

Accuracy

SPEERI takes all reasonable measures to ensure that the information held is accurate and relies on subscribers to keep us up to date with contact details. SPEERI cannot take responsibility for errors related to information that has not been passed on.

Email enquiries

Data received via email enquiries will be used solely to follow up your enquiry.

Cookies

Our sites use one essential cookie and one cookie for Google Analytics. This will not collect any personal information on visitors to the site and will only be used for statistical purposes.

When you visit one of our sites, a Google Analytics cookie will be written to your computer. We use the statistical information to improve the site and see which areas are of most interest to our visitors.

If you do not wish to be included, please disable cookies and clear all temporary internet files from your browser.

Please note, this may result in loss of some functionality of this site and others.

Complaints

If you wish to make a complaint about our handling of your personal data, you can contact the Data Protection Officer at dataprotection@strath.ac.uk.