Lancaster University’s public and stakeholder events are important to the University’s commitment to working closely with its communities.
This Privacy Notice explains how Lancaster University’s Stakeholder Relations team gathers, stores, manages and protects your data. It outlines the types of data that we collect, how we use it for the lead-up to and during events themselves, and how we use it to evaluate the successes of our events. This applies to all guests of Lancaster University’s public and stakeholder events.
The University will process your personal data in accordance with the General Data Protection Regulations (GDPR), and within the University and Department’s retention schedule.
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- Information about you including name, email address, access requirements when you register for one of our events.
- Anonymised personal data (including gender, age range and level of education) through your responses to surveys distributed following your attendance at public events.
- Personal information from:
honorary graduands in preparing for degree conferral;
stakeholders and visitors to the University or to any of its events;
information from members of the public via telephone or email in registering for an event
- Images by camera or film may also be collected of you during events. Where camera and video cameras are in operation, there will be signage present at the events to advise you of this. Where images or film are intended to be used in promotional material, you will be asked to provide your consent through a form on the day. Crowd shots may be taken at events, the lawful basis for taking these photographs is ‘legitimate interest’ (GDPR – Article 6(f)).
- Publicly accessible information such as business contact information as provided by stakeholders through public sources.
The Stakeholder Relations (SR) team may use third-party partners to support our activities. If you interact with the University through a third party (for example, registering for events through TryBooking or providing feedback via Qualtrics) then we may obtain information about you from that third party, but only once you have given your explicit consent to that third party sharing your information. The receipt of data by the SR team in this manner is subject to the third party’s own privacy policy. A list of parties with whom we collaborate in this way is available on request. Data obtained in this way is treated no differently to any other once held by the SR team, and is bound by the terms of this privacy statement as soon as it is received.
- The SR team uses the TryBooking events management system to gather and access data on individuals planning to attend events. Their privacy policy can be found here.
- We also use Qualtrics survey software to seek feedback from all public event attendees, where we ask for personal data, which is anonymised. Their privacy polic can be found here.
- Additionally, we gather a range of personal information via telephone and email, at the discretion of our honorary graduands, relating to their ceremonies to prepare for the conferral of degrees.
- Tools may be used to help us improve the effectiveness of the University’s communications with you, including tracking whether the emails we send are opened and which links are clicked within a message. We monitor website visits and use tools such as Google Analytics and Twitter Analytics to improve our website and services.
You can register for an event without using a third-party supplier such as TryBooking by contacting the Stakeholder Relations team directly by email.
We value our relationship with members of our communities, and we use your personal data to make you aware of our programme of events (after receiving consent), ensure we contact you in the most appropriate way, improve our services and to ensure we work effectively.
We use your personal data for attendance at University events, preparing for honorary graduations, for reviewing the success of our events and understand the audiences reached, and keeping you updated on any future events.
Please see our full list of all the reasons for using your personal information. This shows the legal basis that we use for processing your information.
Public events/lectures:
No
Purpose
Legal basis
1
To communicate with you as an attendee of a public event. This could include by email, third-party software or phone.
Contract
2
To receive and create a record of access requirements for you so that we can make any necessary adjustments for the lecture.
Contract
3
To contact you by email to complete a post-event feedback survey.
Legitimate interest
4
When consent is granted, to add you to our public events and/or public lectures mailing list to inform you of future events.
Consent
5
Audience shots may be taken by University staff before, during, and after the events; these may include images of you.
Legitimate interest
6
For smaller group or individual shots at an event, the photographer or University staff member will ask you to complete a consent form which is then retained by the University. If you do not wish to be photographed, please inform the photographer.
Consent
7
Appropriate photographs and films of public events may be used to promote the University and may be used in future promotional materials including in printed or electronic formats.
Legitimate interest
8
To collect information on the point of registration (TryBooking) for events (including personal data) to understand demographics.
Legitimate interest
9
To receive and process feedback via third party software (Qualtrics) to analyse demographics and success of events.
Legitimate interest
Honorary Graduands:
10
To communicate with you as an Honorary Graduand in relation to you and your guests attending your graduation ceremony. This could include by email or by phone.
Public task
11
To create a log of access requirements for you and your guests so that we can make any necessary adjustments in the ceremony.
Public task
12
Inclusion of your name, biography, and type of honorary degree received in the Graduation Programme and online content.
Public task
13
A live feed streams graduation ceremonies onto screens on campus and on the internet. This is purely a live mechanism and the filming of the ceremony is not retained by the University after the ceremony with the exception of the official DVDs supplied by the University’s appointed supplier. Students, guests and staff seated in the Great Hall should be aware that they may appear on this recording.
Legitimate interest
14
The official DVDs are available to purchase after the ceremony by graduates, honorary graduates, guests and the public. These are purchased from our official filming supplier.
Legitimate interest
15
Your photograph will be taken as you receive your honorary degree and deliver your response.
Legitimate interest
16
Crowd and audience shots may be taken by University photographers at the ceremony or around campus; these may include images of you and your guests.
Legitimate interest
17
For smaller group or individual shots at an event, the photographer or University staff member will ask you to complete a consent form which is then retained by the University. If you do not wish to be photographed, please inform the photographer.
Consent
The University will only share your personal data including name, email address, access and dietary requirements with internal colleagues at the University who are involved in the delivery of events on a need-to-know basis.
The University has robust Information Security policies in place to protect your information. All staff in the University have a responsibility to make sure that your data is handled securely. For further information please refer to the University’s Information Security Policy and Processes.
Information relating to your event attendance or relationship with the University, including any personal data, access or dietary adjustments, will be retained in line with the University’s retention schedule.
The Department’s retention periods for specific data information are as follows:
Public lecture attendance and feedback: current academic year + one year;
Public lecture feedback via third-party survey: three years (anonymised after this period);
Honorary graduand information: unlimited period (this forms part of the ‘organisational history’ of the University and is held indefinitely);
Expenses claims for honorary graduands: current academic year + one year;
Photography and film consent forms: end of relationship + five years;
TryBooking ticketing/registration information: current academic year + one year (anonymised after this period).
You have the following rights regarding your personal data:
To have access to your personal data - for further information see the Subject Access webpage;
To have inaccurate or incomplete personal data amended;
To have your personal data deleted – this will only apply when there is no legitimate reason for the University to continue to use your personal data;
To restrict the use of your personal data;
To request personal information in a digital form so that you can provide to other organisations;
To object to automated decision making and profiling;
To withdraw consent when we have used consent as the basis for using your information.
If you wish to exercise your rights you are advised to first read this information as there are some exceptions to using your rights.
Any requests to use your rights over your personal data should be made to the University’s designated Data Protection Officer.
You are required to read this Privacy Notice so you understand how we use your personal information and your rights, and check periodically for updates to this Notice.
Lancaster University’s designated Data Protection Officer is:
Contact Mike if you have any concerns or complaints about this Notice, or about the way your personal data is being used.
Lancaster University is the Data Controller for the personal data that it holds about you. The University’s contact details are:
Lancaster University Bailrigg Lancaster LA1 4YW United Kingdom
If you are not happy with the way the University has handled your concern or complaint then you may submit a complaint to the Information Commissioner’s Office.
This Notice has been developed to be compliant with GDPR. The Notice is reviewed on a regular basis, and is sometimes updated. It is important that you check for updates to this Notice. Updates can be made at any time, and the most up-to-date version of this Notice can be found on the Lancaster University website. If we make any significant changes, we will contact you to inform you of this.
