We want you to know exactly what will happen with your data if you attend our events or sign up to our newsletter.
Information about you: how we use it and with whom we share it
The information you provide will be used by the University to deliver and improve the services and events we provide in a personalised manner, to ensure that you receive relevant information, and to ensure that we use resources in the most efficient and effective way. Your information will be processed by the University to:
- Provide you with any programmes you are participating in (such as the Sustainable Campus Fund, Sustainability Awards, etc) or support you have requested
- Administer your attendance at our events, send you a thank you email and a post-event survey, and to monitor their popularity
If you opt-in to newsletters
We only send marketing emails to people who asked for them. If you have opted-in to receive our newsletters, we will also use your personal data to:
- Keep you up-to-date with news about the University’s social responsibility and sustainability programmes and relevant activities
- Promote public and invitation-only events, activities and programmes
Using existing information about staff and students
If you sign-in to one of our events, or log in to one of our websites, with a University email address or username, we will look up your email address, name and department in the University’s user account database.
We do this to save time, ensure the accuracy of the data we hold about you, and to make sure that our online services and your data are accessed securely.
Using our websites and online services
When you use our websites, we collect information where available about your IP address, operating system and browser type. This is data about users' browsing actions and patterns. It is used to inform improvements to the website, for system administration, and to report aggregate information to third parties – such as the number of website visitors per month.
Filming and photography
We will always ask for your consent if we would like to photograph or film you in a way that you can be recognised. For event recordings, we will either use the University's Media Hopper system, which records events from the back of the room or film it professionally. In both cases, the faces of those in the audience will not be captured, and only the audio is recorded from members of the audience asking questions.
The images we have consent to use may be used for promotion internally and externally, in print and digitally, e.g. on websites, e-marketing, posters, banners, advertising, film, and social media. Videos may appear on the Media Hopper platform, our YouTube channel or on social media.
When you email us at one of our email addresses – such as SRS.Department@ed.ac.uk - we use a contact relationship management system to keep track of your communication with us. If we have an existing relationship, and your email is not confidential, we will automatically store the subject of the email and the name of the person in our department you were contacting.
This is done by the University and we do not give this data to any third parties or rely on any third party data processors for this function.
We do this to make sure that we answer questions and support requests in a timely manner, and to ensure that we use resources in the most efficient and effective way. We also use this information to follow our data retention schedule.
The University will use one or more external companies to process information about you on the University’s behalf. The University remains responsible for the information and will ensure it is kept securely.
We use the following companies to process your information:
- Salesforce: to safely store your contact details (as of November 2021)
- Dotmailer: to send newsletters
- Sendgrid: to send transactional emails and post-event surveys
- Eventbrite or BookItBee: to allocate tickets at public events
- Bristol Online Surveys: to provide and receive responses to surveys
Our legal basis
For our newsletters, we are using information about you because you have given us your consent.
We use information about you related to your attendance at our events, participation in our programmes or requests for support because it is in the legitimate interest of the University. If we did not use your information we would not be able to provide the events and programmes you are participating in, and it would be much harder to efficiently answer thousands of support requests.
How long will we keep your data?
We will hold the personal data you provided us in accordance with our data retention schedule. If you do not opt-in to receive emails about future events and activities, we will delete your data one year after the last time you came to an event or participated in one of our programmes, or if you ask us to remove it.
We use an automated tool to ascertain your predicted level of interest in our programmes and events. We use this information to monitor the success of our work.
If you have any questions, or if you'd like your data to be deleted, please contact us: