About this notice

We ask that you read this privacy notice carefully as it contains important information on who we are, how and why we collect, store, use and share personal data, your rights in relation to your personal data and on how to contact us and supervisory authorities in the event that you have a query or complaint.

The University of Warwick (“UoW”) is committed to protecting the privacy and security of personal data. The purpose of this notice is to promote transparency in the use of personal data, and to outline how UoW collects and uses personal data during and after your educational relationship with us, in accordance with the UK General Data Protection Regulation 2016 (“UK GDPR”) and the Data Protection Act 2018 (“DPA 2018”).

The UoW collects, uses and is responsible for certain personal data about you. This is known as “processing”. When we do so we are regulated under the UK GDPR and DPA 2018 and we are responsible as ‘data controller’ of that personal data for the purposes of those laws.

The purpose of this notice is to explain how the University of Warwick (“UoW”) will collect and use (process) your personal data, what rights you have in relation to that data and to provide transparency about the data collected about you.

The UoW is the data controller under the UK GDPR and the DPA 2018 and we will process your personal data in accordance with the UK GDPR and DPA 2018 at all times. You, as a ‘data subject’, therefore have specific rights to the data that we hold, collect and process.

Throughout this notice, “University”, “we”, “our”, and “us” refer to the UoW; “you” and “your” refer to those being photographed, filmed or having their image otherwise recorded at any of our events.

If you would like this notice in another format (for example: audio, large print, braille), please contact us (see ‘How to contact us’ below).

The personal information we collect and use

We collect the following personal information to manage our photographs, videos and recordings, when you provide it to us:

• Full Name
• Email address
• Residential address
• Phone number
• Signature
• Social media profile where you have provided it
• Warwick ID
• Image
• Video images
• Audio recordings

How we obtain your personal data

We will obtain your personal data when you:

• attend our events
• participate in video or photo shoots
• take part in audio recorded sessions / interviews

Purpose and how we use your personal data

We will publish your image in any appropriate manner for the following purposes:

• Digital communications
  Publications on websites, digital screens, and other online platforms (including social media platforms Facebook, Twitter, and Instagram; iTunes U, YouTube). These generally include photographs, articles, interview transcripts, podcasts, videos, film and broadcast media.
• Print publications
  Publications such as magazines, reports, postcards, envelopes, leaflets, prospectuses, and outdoor promotional material (including lamp-post banners and posters). These generally include photographs and edited articles, and promotion of digital materials.
• Other types of communication
  Publications on news platforms, such as newspapers, magazines, television and radio shows, and/or any other media or distribution channel now known or to be invented.

We process this personal data on the basis of your consent.

How we share your personal data

We will publish your image for the purposes set out above and we may share your image with our partners (e.g. exchange institutions) and the media for the same purposes.

Retention of your personal data

We will securely store your images for five years, after which point it will be archived and only be used for historical purposes (such as within a communication looking back at the history of the University).

From time to time we may wish to continue to use your image in current communications for more than five years, if this is the case we will contact you at that time to request your renewed consent for use in publications after 5 years.

Transfer of your information out of the United Kingdom

Your images may be available in publications on the internet or publications distributed worldwide.

Please note some countries do not have the same data protection laws as the United Kingdom.

If you would like further information, please contact our Data Protection Officer (see ‘How to contact us’ below).

Your rights

Under the UK GDPR you have a number of important rights including the right to:

• Be informed of how we collect and use your personal data
• Access your personal data
• Require us to correct any mistakes in the data we hold on you
• Require the erasure of personal data concerning you in certain situations
• Restrict our processing of your personal data in certain circumstances
• Receive your personal data, in a structured, commonly used and machine-readable format and have the right to transmit those data to a third party in certain situations
• Object in certain situations to our continued processing of your personal data or at any time to processing of your personal data for direct marketing; and
• Object to decisions being taken by automated means which produce legal effects concerning you or similarly significantly affect you.

You have the right to withdraw your consent at any time.

To exercise any of these rights please find out more here. If a subject access request is made and the request for access is clearly unfounded or excessive, the University reserves the right to refuse to comply with the request in these circumstances.

Keeping your personal information secure

We have appropriate security measures in place to prevent personal information from being accidentally lost, or used or accessed in an unauthorised way. We limit access to your personal information to those who have a genuine business need to know it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.

We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.

If you want detailed information from Get Safe Online on how to protect your information and your computers and devices against fraud, identity theft, viruses and many other online problems, please visit www.getsafeonline.org. Get Safe Online is supported by HM Government and leading businesses.

How to contact us

Please contact our Data Protection Officer by email at infocompliance@warwick.ac.uk if you have any questions about this privacy notice or the information we hold about you.

We hope that our Data Protection Officer can resolve any query or concern you raise about our use of your information.

The UK GDPR and DPA 2018 also gives you the right to lodge a complaint with the Information Commissioner who may be contacted at https://ico.org.uk/concerns/ or telephone: 0303 123 1113.

Changes to this privacy notice

This privacy notice was published on 24 May 2018 and last updated on 03 February 2023.

We may change this privacy notice from time to time, when we do we will inform you by putting a message on our website or by informing you.