1. PURPOSE OF THIS NOTICE
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. “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 (physical or virtual) of the Nexus community and other individuals involved in Nexus community activity.
2. CHANGES TO THIS NOTICE
Prior to the implementation of GDPR, we are likely to make changes to this Notice. We shall inform you of any changes to this Notice. Notification will be through the appropriate medium of communication e.g. where our main contact with you is by email we will email you.
3. ANYTHING YOU ARE NOT CLEAR ABOUT
If there is anything you are unclear about, please contact firstname.lastname@example.org , and we will be happy to answer any queries you may have concerning this Notice or the way in which we processes your personal data.
4. THE NEXUS COMMUNITY
A member of the Nexus community is someone who:
- is a physical tenant (rents office or laboratory accommodation) of the Nexus building or
- is a virtual tenant (subscribing to the virtual Nexus package) or
- is a member of the University Research & Innovation team and has access to some of Nexus’ services or
- is an individual who has on an ad hoc basis been granted access to Nexus’ services or
- is a member of the University academic community and has access to some of Nexus’ services
- is a partner organisation and has access to some of Nexus’ services
5. WHERE DOES THE UNIVERSITY GET YOUR PERSONAL DATA FROM?
We obtain personal data about you from the following sources:
- via transfer from existing University databases (for example Kristal)
Data provided when you:
- joined the Nexus community
- provided your contact details on the enquiry from on our website (data captured via Mailchimp and SendGrid)
- signed up to our e-newsletter (data captured via Mailchimp and SendGrid)
- discussed it with a member of the Nexus team (for example with the Nexus director or Research and innovation team representative)
- completed and returned surveys or forms (by mail, email or via the website)
- registered to attend a Nexus related event (data captured via eventbrite)
Third party sources
- from third party sources , Creative Space Management (letting agent) and Leeds Innovation Centre. When we obtain personal data about you from third party sources, we will look to ensure that the third party has lawful authority to provide us with your personal data.
- from third party sources such as organisations that assist us with pursuing our purposes described below, media articles, company filings or social networking posts or other public sources for example the world wide web.
6. CATEGORIES OF PERSONAL DATA BEING PROCESSED
We will collect and process personal data about you.
Personal data may contain “sensitive personal data” as described under the DPA and “special categories of data” as described under the GDPR. Such “sensitive personal data” or “special categories of data” is information about your racial or ethnic origin, religious beliefs or other beliefs, physical or mental health or, in relation to DPA only, other conditions and information concerning any criminal offences or criminal proceedings. This data would only be used if (i) you have directly provided it yourself (with your consent), for example 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 (ii) it has been sourced from information that we believe you have clearly made public, for example details of patrons/trustees/society websites.
The data we may process includes:
- your title, name (including former name or alias), gender, date of birth
- your contact information (address, telephone, email, social media)
- your business details including positions, organisation, professional memberships and qualifications
- your bank account details, passport or driving license and household bills
- your career highlights and other lifetime achievements
- your outside interests and membership of groups
- information from articles in the media about you
- events you have been invited to and whether or not you have responded or attended
- 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 the University may record whether the email has been opened and whether any links have been clicked on
- general information that you have decided to share with us
Cookies are small text files that are placed on your device by websites that you visit. They are widely used in order to make websites work, or work more efficiently, as well as to provide information to the owners of the site.
Our website nexusleeds.co.uk uses first party cookies which are set by our web server as opposed to a different web server. They are categorised as strictly necessary, which are essential to the operation of the website, and performance cookies which collect anonymous information about the usage of our website. By using our website you agree that we can place these types of cookies on your device.
Cookies we use and why:
Google Analytics (including Google Tag Manager) These cookies are used to collect information about how visitors use our site. We use the information to compile reports and to help us improve the site. These cookies are also used to track users’ interests and then provide targeted advertising on other websites. The cookies collect information in an anonymous form, including the number of visitors to the site, where visitors have come to the site from and the pages they visited. You can learn more about Google Analytics tracking or opt out across all websites if you wish.
The only custom cookie on our site (cookies_accepted) is used to record that the cookie notice has been dismissed. This cookie tracks data anonymously.
The videos on our site are hosted by YouTube. The YouTube player is used to anonymously track data to capture the number of total views and number of video playbacks.
8. THE PURPOSES FOR WHICH WE PROCESS YOUR PERSONAL DATA
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:
- event registration
- to process information you provide for use on the Nexus and any other University website, for example company biographies or testimonials
- to keep a record of communications between you and us
If you prefer for us not to conduct the above activity please email email@example.com or call 0113 34 36541
- your data may when anonymised and no longer constituting personal data be used to support Nexus activities.
- please note that if you wish to work with the University in a Research and Innovation capacity we may process your personal data, including information from the public domain, for due diligence purposes, in accordance with our Due Diligence Policy.
9. KEEPING YOUR DATA UP TO DATE
We will update the data we hold on you from time to time. For example if you provide us with new contact details or change your details on social media sites such as LinkedIn. We will respond to your request for your data to be updated.
If you would like your data to be updated please either email firstname.lastname@example.org or call 0113 343 6541.
10. WHO CAN SEE YOUR DATA?
Your data is held securely within the University. Access is strictly controlled and staff receive training on data protection.
In addition to third parties helping us keep your data up to date, in order to boost functionality and efficiency, we may employ IT experts from outside of the University to aid with the development of our systems. They may have access to information which is necessary to complete the specific task for which they are appointed. These experts will provide their services in accordance with the strict instructions of the University. In particular they must respect confidentiality and to the extent they do need to temporarily hold any data, that data must be held securely, strictly used only for the agreed purpose, kept for only as long as necessary and then destroyed.
11. NEXUS LEEDS LIMITED
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 Ltd for the following purposes:
- for the fulfilment of events delivery, for example for registration
- to enable tenancy screening processes to be initiated
- to enable tenancy (physical or virtual) contracting processes to be started
- to enable you to join the Nexus community
- to enable billing of additional charges, for example events management services
We will not sell or share your data to third parties for their commercial purposes.
Nexus Leeds Limited’s data controller registration number provided by the Information Commissioner’s Office is ZA341532. A copy of of the Nexus Leeds Limited Privacy Notice is available on request from email@example.com
We will from time to time communicate with you by email, post and telephone to pursue the purposes mentioned above. In particular we regularly communicate with people for the following purposes:
- share news about the University (including its research) and the Nexus (including promotion of discounts and services for the Nexus community)
- invite you to events
- marketing of Nexus services
If you prefer not to have your personal data used for any or all of the above purposes, please email firstname.lastname@example.org or call 0113 343 6541.
If the telephone number we have for you is registered with the Telephone Preference Service (TPS) we would only contact you on that number for administrative purposes unless you have given us permission to contact you on this number for other purposes.
If you are unsuccessful in unsubscribing from our communications and/or remain concerned, please contact email@example.com or call 0113 343 6541.
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.
If you decide that you no longer wish to receive communication from the University please be aware that we still need to retain a minimal amount of personal data on our database so that we can keep a record that you have asked us not to contact you.
14. YOUR RIGHTS AS A DATA SUBJECT
Under GDPR you have the right to:
- withdraw consent where that is the legal basis of our processing;
- 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; and
- object to certain processing of your personal data by us. Please see https://ico.org.uk/ for further information on the above rights. You may also contact the Data Protection Officer for further information.
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/.
15. LEGAL BASIS FOR PROCESSING YOUR DATA UNDER GDPR
The legal basis for the University processing your data under Article 6 of the GDPR ruling is:
- the data subject has given consent to the processing of his or her personal data for one or more specific purposes;
- processing is necessary for the performance of a contract to which the data subject is party or in order to take steps at the request of the data subject prior to entering into a contract;
- processing is necessary for compliance with legal obligation to which the controller is subject.
16. CONCERNS AND CONTACT DETAILS
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, Adrian Slater 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.