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PRIVACY POLICY
SETsquared is committed to protecting and respecting your privacy. This Privacy Policy sets out how we collect and store any personal data.
1 SETsquared is a collaboration between the University of Bath, the University of Bristol, Cardiff University, the University of Exeter, the University of Southampton and the University of Surrey (we or us). Our address is SETsquared, University Road, Southampton SO17 1BJ, the best way to contact us is by email at: [email protected]
2 What is the purpose of this document?
2.1 We are committed to protecting and respecting your privacy. This transparency notice sets out the basis on which any personal data we collect about all users of our site (you), or that you provide to us through (http://www.setsquared.co.uk/), will be processed by us.
2.2 We are a data controller. This means that we are responsible for deciding how we collect and use personal information about you, and for explaining this clearly to you.
2.3 Please read this transparency notice carefully to understand what we do with your personal information and what rights you have in relation to our activities.
2.4 This transparency notice applies to visitors to our site who do not sign up with SETsquared as well as to those who do.
3 Information we collect from you and about you and how our use complies with the law
| 1 | Information we collect from you | |
| Information | How we use your information | How our use complies with the law |
| Fist name, last name, email address, phone number, company details, business summary and description. | To consider whether you meet the entry criteria to join a SETsquared centre. | It is necessary to perform the contract we have agreed with you to join a SETsquared centre. |
| First name, last name and email address. | To respond to your queries, register you for events and provide you with information on SETsquared services that are of interest to you. | It is necessary for the legitimate interest of us providing our services to you.
We are allowed to do this as long as we do not disproportionately intrude your privacy. |
| To sign you up to our monthly newsletter, notify you of our free events and business programmes. | We will send you e-marketing with your consent.
You can unsubscribe from this at any time. |
|
| The town or city you live in and the town or city you work in. | To enable us to inform you about training programmes that are near you. | It is necessary for the legitimate interest of us providing our services to you.
We are allowed to do this as long as we do not disproportionately intrude your privacy. |
| 2 | Sensitive information we collect from you | |
| Dietary requirements that are associated with your religious beliefs | To make catering arrangements for your attendance at SETsquared events. | We will only process this information with your consent. |
| Access requirements / Disability information | To make reasonable adjustments for your attendance at SETsquared events. | We will only process this information with your consent. |
| EDI information about the individuals that work in your organisation (e.g. gender, race, age, health) | This information is anonymised and aggregated to allow us to review, maintain and promote diversity and inclusion across the SETsquared ecosystem. In smaller organisations, individuals may be identifiable from the initial data, but we are not collecting names or other identifiers alongside this data. | This purpose is permitted as being in the “substantial public interest” as long as there is no detriment to individuals, and no decisions are made about individuals based on this information. |
| 3 | Information we collect about you | |
| Information about your preferences and the types of services you are interested in via the cookies on our website. | To improve the services we offer to you and others.
To provide you with information about other products and services which we think may be of interest to you. For example, events or start up business resources. |
It is necessary for our legitimate interests for creating a better user experience and ensuring the smooth running of our website.
We are allowed to do this as long as we do not disproportionately intrude your privacy. You can disable cookies on your browser. |
| Technical information, including the Internet protocol (IP) address used to connect your computer to the Internet, your login information, browser type and version, time zone setting, browser plug-in types and versions, operating system and platform via cookies on our website. | To improve the services we offer to you and others; and
To provide you with information about other products and services which we think may be of interest to you. For example, patch updates relevant to your browsers and plug-ins. |
It is necessary for our legitimate interests to ensure the smooth running of our website and our business.
We are allowed to do this as long as we do not disproportionately intrude your privacy. You can disable cookies on your browser. |
| Information about your visit, including the full Uniform Resource Locators (URL) clickstream to, through and from our site (including date and time); products you viewed or searched for; page response times, download errors, length of visits to certain pages, page interaction information (such as scrolling, clicks, and mouse-overs), and methods used to browse away from the page. | To improve the services we offer to you and others. | It is necessary for our legitimate interests to ensure the smooth running of our website.
We are allowed to do this as long as we do not disproportionately intrude your privacy. You can disable cookies on your browser. |
| 4 | Information we receive from third parties | |
| Information that is publicly available on LinkedIn which might include your current job title and previous titles, interests and connections | It is necessary for our legitimate interests for creating a better user experience and tailoring our work to suit your needs.
We are allowed to do this as long as we do not disproportionately intrude your privacy. You can disable cookies on your browser. |
4 Sharing your information
4.1 We share your information with third parties as follows:
4.1.1 the Universities that are part of SETsquared to encourage new business creation, support high-tech start-ups companies and enterprise activity;
4.1.2 venues and caterers for to manage your requirements at SETsquared events;
4.1.3 professional advisers including lawyers where their expertise may assist your business or idea;
4.1.4 if we have a legal obligation to do so.
EDI information will always be fully anonymised before it is shared.
If you object to our sharing or continuing to use your personal data with any specific third party please contact us at [email protected]
5 If you fail to provide personal information
5.1 You are required to provide the personal information set out in section 1.
5.2 If you do not provide the information, we will not be able to provide our services to you.
Your duty to inform us of changes
5.3 We want to be sure that the personal information we hold about you is accurate and current.
To change any of your details, please contact us by email on [email protected]
6 Change of purpose
6.1 We only use your personal information for the purposes for which we collect it, unless we reasonably consider that we need to use it for another purpose that is compatible with the original one.
6.2 If we want to use your personal information for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.
6.3 We may process your personal information without your knowledge or consent but only where this is required or permitted by law.
7 Automated decision-making
7.1 We do not currently use automated decision making and you will not be subject to decisions that will have a significant impact on you based solely on automated decision-making unless we have a lawful basis for doing so and we have first notified you.
8 Where will we store your personal information?
8.1 Any personal information that you submit to us will be held on secure servers, based within the UK or European Economic Area (EEA).
8.2 Our website is hosted by Recognition Creative who have confirmed their compliance with the GDPR.
Transferring information outside the EEA
8.3 We use a number of software tools that are based outside the EEA to support our work, we may transfer information about you outside the EEA for when using them. We will only do so where permitted by law. These include:
8.3.1 Google Analytics to evaluate the performance of our site and improve the service we offer you. They are based in the USA.
8.3.2 HubSpot for managing our marketing, events and sales leads. They are based in the USA.
8.3.3 MailChimp for large mail outs.
8.4 Google, MailChimp and HubSpot comply with the EU-US Privacy Shield Framework as set out by the US Department of Commerce regarding the collection, use and retention of personal information from European Union member countries. It is subject to enforcement by the Federal Trade Commission. This decision includes all their wholly-owned US subsidiaries.
9 Data security
9.1 We have put in place:
(a) appropriate security measures to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed.
(b) procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.
10 How long will we keep your personal information for
10.1 We will keep your personal information in our database for up to 24 months after your last interaction with SETsquared, to allow us to securely review and delete inactive records.
11 Your rights
11.1 You have the following rights:
- to be told what we are doing with your personal information. We do this by providing you with this transparency notice;
- to correct or update the personal information we hold about you;
- to object to the processing of your personal information;
- to request a copy of the personal information we hold about you;
- to ask us to delete the information that we hold about you where there is no good reason for us continuing to process it;
- to ask us to stop processing your personal information where we are relying on a legitimate interest and there is something about your particular situation which makes you want to object to processing on this ground;
- to ask us to restrict how we use your personal information for a period of time if you claim that it is inaccurate and we want to verify the position or in some limited other circumstances;
- to ask us to send your personal information to another organisation in a computer-readable format;
- to complain to the Information Commissioner’s office if you are unhappy with our use of your personal data: you can do this at https://ico.org.uk/concerns/. Do contact us straight away if you consider that we are not handling your personal information properly so we can try and sort the problem out.
11.2 If we delete your personal information or restrict our use of it, we will not be able to provide our services to you.
If you want to exercise any of your rights, please contact [email protected]
11.3 We may need to request specific information from you to help us confirm your identity and ensure your right to access the information (or to exercise any of your other rights).
12 Cookie policy
12.1 Our website uses cookies to distinguish you from other users of our website. This helps us to provide you with a good experience when you browse our website and also allows us to improve our site.
Information about our use of cookies
12.2 A cookie is a small file of letters and numbers that we store on your browser or the hard drive of your computer if you agree. Cookies contain information that is transferred to your computer’s hard drive.
12.3 You block cookies by activating the setting on your browser that allows you to refuse the setting of all or some cookies. However, if you use your browser settings to block all cookies (including essential cookies) you may not be able to access all or parts of our site.
12.4 Please note that third parties (including, for example, advertising networks and providers of external services like web traffic analysis services) may also use cookies, over which we have no control. These cookies are likely to be analytical/performance cookies or targeting cookies.
12.5 We use the following cookies:
12.5.1 To identify your location so we can provide you with relevant information;
12.5.2 To manage your login to the website;
12.5.3 To optionally remember your username, and
Data Protection Officer
Karen Brooks ([email protected]) is the Chief Data Protection Officer for the SETsquared Partnership.
