This Notice explains how we will collect and use your personal data.
We are the data controller for personal data that we process about you.
Throughout this Notice, “University”, “we”, “our” and “us” refers to the University of Leeds. Nexus is a wholly owned subsidiary of the University of Leeds. “You” and “your” refers to those expressing an interest in becoming a part of the Nexus community (both prior to and at formal application stage), together with those who later become a member (Resident, Community or Virtual Member) of the Nexus community and other individuals involved in Nexus community activity.
If there is anything you are unclear about, please contact firstname.lastname@example.org.
A member of the Nexus community is someone who:
- Is a Resident Member (rents office or laboratory accommodation in the Nexus building) or;
- Is a Community Member (subscriber to the Nexus community package) or;
- Is a Virtual Member (subscriber to the virtual Nexus package) or;
- Is a member of the University Research & Innovation Service and has access to some Nexus services or;
- Is an individual who has been granted access to Nexus services (e.g. Propel@YH cohort) or;
- Is a member of the University of Leeds community and has access to some Nexus services or;
- Is a partner organisation (e.g. KPMG) and has access to some Nexus services.
We obtain personal data about you from the following sources:
The University of Leeds:
- via transfer from existing University databases (e.g. Microsoft Dynamics).
Data you provided when you:
- Joined the Nexus community;
- Provided your contact details on the enquiry form on our website;
- Signed up to our e-newsletters;
- Shared it with a member of the Nexus team (e.g. the Collaboration Manager);
- Completed and returned surveys or forms (by mail, email or via the website);
- Registered to attend a Nexus related event.
Third party sources:
- Organisations that assist us with recruiting new members (e.g. Cushman & Wakefield, Beauhurst, Leeds Local Enterprise Partnership (LEP));
- Open source information including media articles, company filings or social networking posts.
When we obtain personal data from third party sources, we will ensure that the third party has lawful authority to provide this.
The data we may process includes:
- Your title, name (including former name or alias), gender, date of birth;
- Your contact information (including address, telephone, email, social media accounts)
- Your business details (including positions, organisation, professional memberships and qualifications);
- Your bank account details, passport or driving license and household bills;
- Your career history and other achievements;
- Information from articles in the media about you;
- Nexus events you have been invited to and whether or not you have responded or attended;
- General information that you have decided to share with us.
We will keep a record of interactions with you for future reference and to help tailor further communications with you. As part of this, some emails sent by us may record whether the email has been opened and whether any links have been clicked on.
Occasionally we may process special category personal data (that which relates to racial or ethnic origin, religious beliefs or other beliefs, physical or mental health or other conditions and information concerning any criminal offences or criminal proceedings). We will only do this where:
- You have directly provided it yourself with your consent, (e.g. during one-to-one conversations with our representatives) or collected for event management purposes (e.g. for assessing access requirements arising from a disability) or;
- It has been sourced from information that we believe you have clearly made public (e.g. company filings, media articles and social networking posts).
- Essential: to allow our website to function
- Non-essential: to improve the experience for the user on website, track how it is used and help us make improvements
We will use your data to help us maintain an engaged Nexus community. Please see the “Communications” section for information on the communication that we may have with you.
We may also process your personal data for the following purposes:
- Administration of events
- Due diligence
The University has a legitimate interest in conducting due diligence checks on its partners, which may involve the processing of personal data.
We will update the data we hold on you from time to time (e.g. if you provide us with new contact details). We will respond to requests for your data to be updated.
If you would like your data to be updated, please email email@example.com.
Nexus (The University of Leeds)
Your data is held securely within the University. Access is strictly controlled and staff receive training on data protection.
We may employ a third party to help us keep our data up to date. In addition, we may employ IT experts from outside of the University to aid with the development of our systems. These experts will provide their services in accordance with the strict instructions of the University.
Nexus Leeds Limited is a wholly owned subsidiary of the University for the purpose of managing the property, facilities and services of Nexus.
The University will share your data with Nexus Leeds Limited for the following purposes:
- For the fulfilment of meeting and events hire and delivery (e.g. registration data, access requirements);
- To enable tenancy screening processes to be initiated (e.g. anti-money laundering checks);
- To enable tenancy (Resident, Community or Virtual Member) contracting processes to be started;
- To enable you to join the Nexus community;
- To enable billing of additional charges (e.g. events management services).
We will not sell or share your data to third parties for their commercial purposes.
We will from time to time communicate with you by email, post and telephone. In particular, we regularly communicate with people for the following purposes:
- Share news about the University (including its research) and Nexus (including promotion of discounts and services available to the Nexus community);
- Invite you to Nexus or partner events;
- Marketing of Nexus services.
You can unsubscribe from any non-essential communications at any time. If you are unable to unsubscribe from our communications and remain concerned, please contact firstname.lastname@example.org.
If the telephone number we have for you is registered with the Telephone Preference Service (TPS), we will only contact you on that number for administrative purposes unless you have given us permission to contact you on this number for other purposes.
Sharing your data involving other countries
Sometimes to achieve the purposes for which we are processing your personal data we may need to share your personal data with other organisations based within the European Union or, if outside the European Union, based in countries that have comparable levels of protection.
When it is necessary to share your data with organisations outside of the European Union, we will ensure that there are appropriate safeguards in place.
We will keep your data for as long as you remain a member of the Nexus community and for a period of time after you leave it. For example, we will keep financial records (e.g. financial documents and money laundering checks) for up to 7 years. Personal emails will be kept while you are still a member of the Nexus community and for up to 1 year afterwards.
The Data Protection Act 2018 affords individuals a number of rights:
- Withdraw consent where that is the legal basis of our processing. Please note that withdrawing your consent will have an impact on your ability to engage with our community;
- Access your personal data that we process;
- Rectify inaccuracies in personal data that we hold about you;
- Be forgotten, that is your details to be removed from systems that we use to process your personal data;
- Restrict the processing in certain ways;
- Obtain a copy of your data in a commonly used electronic form;
- Object to certain processing of your personal data by us.
In some instances these rights are not “absolute”, for example, where an organisation has an overriding legal requirement to retain some data. Please see https://ico.org.uk/ for further information. You may also contact the University’s Data Protection Officer (email@example.com).
You have a right to complain to the Information Commissioner’s Office about the way in which we process your personal data. Please see https://ico.org.uk/.
- You have given consent to the processing of your personal data for one or more specific purposes;
- The processing is necessary for the performance of the contract to which you have entered with Nexus.
- The processing is necessary for compliance with our legal obligations;
- We have a legitimate interest to process the data of Nexus members.
If you have any concerns with regard to the way your personal data is being processed that has not been resolved by the Nexus Team (firstname.lastname@example.org), please contact our Data Protection Officer, Alice Temple at email@example.com.
Our general postal address is University of Leeds, Leeds LS2 9JT, UK.
Our postal address for data protection issues is University of Leeds, Room 11.72 EC Stoner Building, Leeds, LS2 9JT.
Our telephone number is +44 (0)113 2431751.
Our data controller registration number provided by the Information Commissioner’s Office is Z553814X.
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