Durham University's responsibilities under data protection legislation include the duty to ensur that we provide individuals with information about how we process personal data. We do this in a number of ways, one of which is the publication of privacy notices. Our privacy notice comprises two parts - a generic part and a part tailored to the specific processing activity being undertaken.
The Data Controller is Durham University. If you would like more information about how the University uses your personal data, please see the University’s Information Governance webpages or contact Information Governance Unit:
Telephone: +44 (0) 191 334 6246 or +44 (0) 191 334 6103
The Data Protection Officer is responsible for advising the University on compliance with Data Protection legislation and monitoring its performance against it. If you have any concerns regarding the way in which the University is processing your personal data, please contact the Data Protection Officer:
Kristina Holt, email: email@example.com
You have the right to be provided with information about how and why we process your personal data. Where you have the choice to determine how your personal data will be used, we will ask you for consent. Where you do not have a choice (for example, where we have a legal obligation to process the personal data), we will provide you with a privacy notice. A privacy notice is a verbal or written statement that explains how we use personal data.
Whenever you give your consent for the processing of your personal data, you receive the right to withdraw that consent at any time. Where withdrawal of consent will have an impact on the services, we are able to provide, this will be explained to you, so that you can determine whether it is the right decision for you.
You have the right to be told whether we are processing your personal data and, if so, to be given a copy of it. This is known as the right of subject access. You can find out more about this right on the University’s Subject Access Requests webpage.
If you believe that personal data we hold about you is inaccurate, please contact us and we will investigate. You can also request that we complete any incomplete data.
Once we have determined what we are going to do, we will contact you to let you know.
You can ask us to erase your personal data in any of the following circumstances:
Once we have determined whether we will erase the personal data, we will contact you to let you know.
You can ask us to restrict the processing of your personal data in the following circumstances:
Once we have determined how we propose to restrict processing of the data, we will contact you to discuss and, where possible, agree this with you.
The University keeps personal data for as long as it is needed for the purpose for which it was originally collected. Most of these time periods are set out in the University Records Retention Schedule.
If you are unsatisfied with the way in which we process your personal data, we ask that you let us know so that we can try and put things right. If we are not able to resolve issues to your satisfaction, you can refer the matter to the Information Commissioner’s Office (ICO). The ICO can be contacted at:
Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Telephone: 0303 123 1113
Website: Information Commissioner’s Office
This section of the Privacy Notice provides you with the privacy information that you need to know before you provide personal data to the University Secretary’s Office for the particular purpose(s) stated below.
The University Secretary’s Office will collect and store data relating to your membership of Council and its sub-committees. This will include:
This information will be collected in a variety of ways such as initial application and through correspondence with you.
The University has a legitimate interest in processing personal data to facilitate your role as Council / Sub-Committee member.
Processing data allows the University to ensure compliance with legal obligations.
In limited circumstances, we may approach you for your written consent to allow us to process certain particularly sensitive data. If we do so, we will provide you with the details of the information that we would like and the reason we need it, so that you can consider whether you wish to consent.
Data will be stored in a range of different places, including in your electronic and hard copy file within the University's document systems and other IT systems (including the University's email system).
The University has a legitimate interest in processing personal data about Council members to ensure legal compliance and processing for legitimate purposes. Special categories of personal data require higher levels of protection. We may process such data in the following circumstances:
1.In limited circumstances, with your explicit written consent;
2. Where we need to carry out any legal obligations;
3. Making statutory or external returns for example to the Higher Education Statistics Agency (HESA) and the Office for Students (OfS).
The University will not use your data for any other purpose than in respect of being a Council / sub-committee member at Durham University.
We will process your data to:
Monitor your use of our information and communications systems to ensure compliance with our IT policies and to ensure network and information security including preventing unauthorised access to our computer and electronic communication systems and preventing malicious software distribution.
Your name, biographical detals and Register of Interest will be published on the University website.
Organisations stated in your Register of Interest with which the University transacts will be listed alongside your name in the University's Annual Report.
Special categories of personal data require higher levels of protection. We may process such data in the following circumstances:
We will use information about your racial or ethnic origin to ensure meaningful equal opportunity monitoring and reporting.
The University Secretary's Office will share your personal data with Durham University staff / departments required to deliver our services:
The University will share data with third party agencies such as the Higher Education Statistics Agency (HESA) and the Office for Students (OfS).
Further information about Disclosures to HESA: Every year, the University sends some data to HESA. The data is sent in coded form and names are not given.
The University takes the security of your personal data seriously. The University has internal policies and controls in place to try to ensure that your data is not lost, accidentally destroyed, misused or disclosed and is not access except by our employees legitimately in the performance of their duties or by third parties as outlined in this Privacy Statement.
The University keeps personal data for as long as it is needed for the purpose for which it was originally collected. Time periods are set out in the University Records Retention Schedule.
Please contact the University Secretary's Office at firstname.lastname@example.org or +44 (0) 191 334 6115
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This privacy notice does not cover the links within this site linking to other websites. We encourage you to read the privacy notices on the other websites you visit.
We regularly review our privacy information to ensure that it remains accurate and current. We will review and update this privacy information whenever we plan to use personal data for any new purpose. Any changes to this privacy information will be communicated to you.
If you have any questions which you feel have not been covered by this Privacy Notice, please contact us:
Information Governance Unit, University Secretary’s Office, Durham University, The Palatine Centre, Stockton Road, Durham DH1 3LE