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Privacy Policy

INTRODUCTION

Welcome to the privacy notice for users of the VOICE Digital Platform. The University of Newcastle upon Tyne, trading as Newcastle University, is host organisation for VOICE. We respect your privacy and are committed to protecting your personal data. This privacy notice will inform you as to how we look after your personal data when you visit the VOICE Digital Platform (regardless of where you visit it from) and tell you about your privacy rights and how the law protects you. Please also use the Glossary to understand the meaning of some of the terms used in this privacy notice.


1. IMPORTANT INFORMATION AND WHO WE ARE

PURPOSE OF THIS PRIVACY NOTICE
This privacy notice aims to give you information on how Newcastle University collects and processes your personal data through your use of this website, including any data you may provide through this website when you sign up to participate in VOICE activity. It is important that you read this privacy notice so that you are fully aware of how and why we are using your data. This privacy notice supplements the other notices and is not intended to override them.

CONTROLLER

DATA CONTROLLER AND DATA PROTECTIN OFFICER
The University of Newcastle upon Tyne (the University) is the Data Controller for personal data described in this notice. The contact details of the University’s Data Protection Officer and the relevant supervisory authority are available at: http://www.ncl.ac.uk/data.protection/PrivacyNotice.htm. If you have any questions about this privacy notice, including any requests to exercise your legal rights, please contact the DPO using the details within the University’s privacy notice.

CHANGES TO THE PRIVACY NOTICE AND YOUR DUTY TO INFORM US OF CHANGES
This version was last updated on 21.01.2019. It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.

THIRD-PARTY LINKS
This website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy notice of every website you visit.

2. THE DATA WE COLLECT ABOUT YOU
Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data). We may collect, use, store and transfer different kinds of personal data about you which we have grouped together follows:

a. Identity Data includes first name, last name, username or similar identifier, date of birth and gender.
b. Contact Data includes address, email address and telephone numbers.
c. Technical Data includes internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform and other technology on the devices you use to access this website].
d. Profile Data includes your username and password, your interests, preferences, feedback and survey responses, comments and material uploaded to the VOICE Digital Platform.
e. Communications Data includes your preferences in receiving notification of events and opportunities relating to VOICE from us and VOICE collaborators and your communication preferences.

We also collect, use and share Aggregated Data such as statistical or demographic data for as part of opportunity management and as part of our recruitment process in accordance with ICO guidance. Aggregated anonymised data may be derived from your personal data but is not considered personal data in law as this data does not directly or indirectly reveal your identity. For example, we may aggregate your Usage Data to calculate the percentage of users accessing a specific website feature. However, if we combine or connect Aggregated Data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this privacy notice.

We may from time to time collect Special Categories of Personal Data about you (Special Categories includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and genetic and biometric data) this will only be in relation to one or more specified purposes and these data will only be processed for the stated purpose with your explicit consent. We do not collect any information about criminal convictions and offences.

3. HOW IS YOUR PERSONAL DATA COLLECTED?
We use different methods to collect data from and about you including through:

  • Direct interactions. You may give us your identity and contact details by filling in forms or by corresponding with us by post, phone, email or otherwise. This includes personal data you provide when you:
    • register online to participate in VOICE activities;
    • request details of opportunities to be sent to you;
    • respond to a notice of an event or opportunity to participate;
    • provide feedback, submit comments or upload material.
  • Automated technologies or interactions. As you interact with our website, we may automatically collect Technical Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies. Please refer to Clause 14 for further details.

4. LEGAL BASIS

We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:

  • Where you have consented to the processing
  • Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests

HOW WE USE YOUR PERSONAL DATA
We have set out below, in a table format, a description of all the ways we plan to use your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate. Note that we may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data. Please contact us at voice@newcastle.ac.uk if you need details about the specific legal ground we are relying on to process your personal data.

Purpose/Activity

Type of data

Lawful basis for processing including basis of legitimate interest

To register you as a new member of VOICE.

(a) Identity

Consent

To manage our relationship with you which will include notifying you about changes to our terms or privacy policy.

(b) Contact

Consent

To administer and protect our business and the VOICE digital platform (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data).

(c) Technical

Legitimate interests

To deliver relevant web platform content and notifications of opportunities to you either directly or through a third party partner organisation.

(d) Profile

Consent

To make suggestions and recommendations to you about opportunities and events that may be of interest to you, including relevant opportunities organised by third parties.

(e) Communications

Consent

VOICE COLLABORATORS
Subject to your prior consent given at the point of registration and agreement to the VOICE Member Terms and Conditions, the University may collaborate with selected partner organisations (“VOICE Collaborators”) in order to broaden the reach of the VOICE Programme and increase the number and breadth of opportunities for VOICE members. In such cases, opportunities will appear on the VOICE digital platform and may be included in notification messages. We will aim to make it as clear as possible which organisation is responsible for each opportunity and therefore who you would be sharing your Personal Data with to the extent necessary in order to enable VOICE Collaborators to contact you about the selected opportunity. All personal data is protected and secure and is not shared with Collaborators without your express permission, for example, when you apply to take part in an opportunity. All VOICE Collaborators have agreed to strict obligations in advance to ensure any Personal Data they do collect is protected and secure at all times in accordance with the General Data Protection Regulations (GDPR). Further information regarding VOICE Collaborators can be found on our About Us pages or by contacting VOICE Head Office.

OPTING OUT
You can ask us to stop contacting you at any time by changing your notification preferences or unsubscribing through the web platform at www.voice-global.org/logged-in/my-profile/settings/ or contacting us at voice@newcastle.ac.uk

COOKIES
Cookies are text files placed on your computer to collect standard internet log information and visitor behaviour information. 

CHANGE OF PURPOSE
We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason compatible with the original purpose. If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so. Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, but only where this is required or permitted by law.

5. DISCLOSURES OF YOUR PERSONAL DATA
We may have to share your personal data with the parties set out below for the purposes set out in the table in section 4 above.

  • Internal Third Parties as set out in the Glossary.
  • External Third Parties as set out in the Glossary and including VOICE Collaborators as detailed within Section 4.
  • Third parties to whom we may choose to sell, transfer, or merge parts of our business or our assets. Alternatively, we may seek to acquire other businesses or merge with them. If a change happens to our business, then the new owners may use your personal data in the same way as set out in this privacy notice, however, you would be notified in advance. We would require all third parties to respect the security of your personal data and to treat it in accordance with the law.

6. DATA SECURITY
We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality. We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

7. DATA RETENTION
We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements. To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements. All personal data stored on the VOICE Digital Platform will be reviewed annually, members who have not accessed the service for a period of 2 years or more will have accounts suspended and all personal data which is not related to a specific opportunity removed. Details of retention periods for your personal data in relation to specific opportunities are available on request from the VOICE collaborator or owner listed within the specific opportunity web page. You can delete your account and any personal data at any time at www.voice-global.org/logged-in/my-profile/settings or by contacting us from your registered email address at voice@newcastle.ac.uk. In some circumstances we may anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes in which case we may use this information indefinitely without further notice to you.

8. YOUR LEGAL RIGHTS
Under certain circumstances, you have rights under data protection laws in relation to your personal data. If you wish to exercise any of the rights set out below, please contact us at voice@newcastle.ac.uk. Where the request relates to a specific opportunity, in the first instance, contact should be made with the VOICE collaborator or owner listed within the opportunity web page.

You have the right to:

  • Request access to your personal data (commonly known as a “data subject access request”). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.
  • Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.
  • Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.
  • Object to processing of your personal data where we are relying on a task in the public interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.
  • Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios: (a) if you want us to establish the data’s accuracy; (b) where our use of the data is unlawful but you do not want us to erase it; (c) where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or (d) you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.
  • Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.
  • Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.

WHAT WE MAY NEED FROM YOU
We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

9. TIME LIMIT TO RESPOND
We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.

10. GLOSSARY

LAWFUL BASIS
The lawful bases for processing are set out in Article 6 of the GDPR. VOICE processes personal data under (a) the data subject has given consent to the processing of his or her personal data for one or more specific purposes and (f) processing is necessary for the purposes of the legitimate interests pursued by the controller or by a third party, except where such interests are overridden by the interests or fundamental rights and freedoms of the data subject which require protection of personal data, in particular where the data subject is a child.

Special categories of data are also occasionally collected where these are relevant and proportional to the purpose, the lawful bases for processing are set out in Article 9 of the GDPR. VOICE processes special categories of data under 2 (a) the data subject has given explicit consent to the processing of those personal data for one or more specified purposes

INTERNAL THIRD PARTIES
Other entities in the Newcastle University group acting as joint controllers or processors and who are based in the UK.

EXTERNAL THIRD PARTIES

  • Selected partner organisations “VOICE Collaborators” involved in VOICE as detailed in Section 4 under the Title “VOICE COLLABORATORS”.
  • Service providers acting as processors based within the EEC who provide IT and system administration services.
  • Professional advisers acting as processors or joint controllers including lawyers, bankers, auditors and insurers based within the EEC.
  • HM Revenue & Customs, regulators and other authorities.
  • Health authorities or associated regulatory bodies.

VOICE MEMBER TERMS AND CONDITIONS
The terms and conditions which you are requested to confirm agreement to at the time of registering to be a member of the VOICE programme. A copy of the ‘VOICE Membership Terms and Conditions’ can be accessed here.

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