PRIVACY POLICY

Last Updated: Monday 20 January 

Introduction

PETRAS at UCL Department of Science, Technology, Engineering and Public Policy (“we” “us”, or “our”) respects your privacy and is committed to protecting your personal data.  

Please read this Privacy Notice carefully – it describes why and how we collect and use personal data and provides information about your rights.

About us 

PETRAS is a consortium of 12 research institutions and is led by UCL Department of Science, Technology, Engineering and Public Policy is part of the Faculty of Engineering at University College London (UCL). 

Personal data that we collect about you 

Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).  

We may collect, use, store and transfer different kinds of personal data about you. This may include:  

• Your name and contact details;  
• Job title and organisation  
• The names and other details about third parties who are involved in the issues we are helping you with 

How we use your personal data 

We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:  

• To register you as a client and to manage our relationship with you 
• To help you with your enquiry. Depending on the circumstances, this may include special category personal data. Here, the processing of your information is carried out on the basis of your explicit consent 

• For PETRAS marketing purposes. Depending on the circumstances, we may include details for marketing material and websites 
• To inform you of future events. Depending on the circumstances, we may contact you to keep you informed of future PETRAS events 

We may also use anonymised data, meaning data from which you cannot be identified, for the purposes of:  

• Service evaluation; 
• Education and research; or  
• Promotional purposes 
• Anonymised data may also be used in published reports or journals and at conferences 

Who we share your personal data with 

Your personal data will be collected and processed primarily by PETRAS staff and UCL (Access to your personal information is limited to staff who have a legitimate need to see it for the purpose of carrying out their job at UCL.). We may have to share your personal data with the parties set out below for the purposes outlined in section 4:  

Mailing Lists:  

If you sign up to our mailing list, these are usually managed by third parties and the personal details you provide in order to receive these communications will be processed by them. These include:  

• Mailchimp (please see their privacy policy here) 
• Hubspot (please see their privacy policy here)  

If you book tickets for our events, these are usually managed by third parties and the personal details you provide when booking tickets will be processed by them. These include:  

• Eventbrite (see their privacy policy here) 

Lawful basis for processing 

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 “lawful basis” for the processing. The basis for processing will be as follows:  

• Public task. The processing of your personal data may be necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in us  

Where your personal data is being used in PETRAS marketing material, our lawful basis will be as follows:  

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 

International transfers 

We do not transfer your personal data outside the European Economic Area (EEA), except when using mailing lists managed by Mailchimp and Hubspot, or ticketing managed by Eventbrite. 

Information security 

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. 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. 

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 legislation 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.  

Contacting us  

You can contact us at petras@ucl.ac.uk 

Complaints 

If you wish to complain about our use of personal data, please send an email with the details of your complaint to petras@ucl.ac.uk so that we can look into the issue and respond to you.  

You also have the right to lodge a complaint with 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.