The processing of your data is necessary for the purposes of the legitimate interests of the University Geoscience UK (UGUK). This privacy statement outlines what this means in practice and explains how UGUK collects, stores, manages and protects your data.
As a user of this website we will communicate with you in order to provide important messages relating to your enquiry to us.
Who are we and what do we do?
University Geoscience UK (UGUK) is the subject association of geoscience departments/schools based within universities in the British Isles (including geology, applied geology, Earth science, geophysics, geochemistry and some environmental science). We promote discussion and exchange of information between departments/schools, and provide a point of contact between these and professional, government and quality control agencies. Membership is at departmental/school rather than individual level and all heads of department/school, or their nominees, are ex officio departmental/school representatives.
How have we obtained your data?
As a user of this website, we will have obtained the data we hold on you directly from you via the this website.
If you provide your email address by using our FAQ forms or sending feedback, enquiries or requests by email, the personal information you provide (including your email address) will be used only to respond to your message or deliver the requested service(s).
The collection of personal data based on consent from the you (data subject) will be done by using “Consent Forms” that will store documentation related to the consent given by the individual.
Individual consents will always be stored and documented in our systems.
On occasion you may be asked to provide some limited personal information (such as name, postal address, email address), when requesting publications, information or services via the University Site or at an event through completion of a form.
When providing this information, you may also be asked whether you wish to receive any further communication from us thought relevant to you.
Who has access to your personal data?
Within the UGUK, access to your Personal Information is restricted to members of the group and the Geological Society of London on a need-to know basis or as required by law.
What we use your data for
Unless you have requested otherwise, the information you provide is used by us to communicate with you to:
- Provide you with the services and information you asked for;
- Promote UGUK outreach events including those hosted online;
- Invite you to give feedback on events, resources and services to help us improve what we offer.
How long is personal data held?
Any personal information you provide will be held in accordance with the provisions of the Data Protection Act 1998 and The EU General Data Protection Regulation (GDPR). The data we be used only for the reason specified at the point of collection. We will not sell, licence or trade your personal details to any third party.
The UGUK Team considers its relationship with stakeholders using its site to be life long, giving you access to selected UGUK services. This means that we will maintain a stakeholder record for you until such time as you notify us that you do not wish us to keep in touch. In this instance, we will delete most of the personal data that we hold for you but will maintain basic personal data to ensure we do not inadvertently create a new record in the future
Your right to make changes or to ask us to stop using your data
It is important that you understand your rights in relation to your Personal Information and how you can contact us if you have questions or concerns.
If you have any questions, comments or concerns about how we handle your Personal Information, then you may contact us by sending an email to firstname.lastname@example.org.
You have the right to tell us if you:
· Don’t want to be contacted in the future by us
· Would like a copy of the Personal Information which we hold about you
· Would like us to correct, update, or delete your Personal Information in our records
· Wish to report any misuse of your Personal Information
· Want to withdraw your consent to receiving marketing information and event invitations
To help us to deal with your request, please always provide your full name and contact information.
To help us to maintain accurate Personal Information, you must advise us of any changes to your Personal Information. If the UGUK Team becomes aware of any inaccuracy in the Personal Information that the Team has recorded, the Team will correct that inaccuracy at the earliest practical opportunity. If you become aware that data which we hold about you is incorrect, please contact us at: email@example.com and we will correct the information where appropriate.
You also have the right to request copies of the data we hold about you. To do so, please submit a ‘Subject Access Request’.
If you have a concern about how your data is being handled
You may contact us at: firstname.lastname@example.org
You can also contact the Geological Society of London’s Data Protection Officer.
In addition, you may raise any concerns directly with the Information Commissioner’s Office (ICO) at: https://ico.org.uk/concerns
Your right to complain
If you are unhappy with the way in which your personal data has been processed, in the first instance contact us by email at email@example.com or by post: The Geological Society, Burlington House, Piccadilly, London, W1J 0BG.
If you remain dissatisfied, then you have the right to apply directly to the UK national supervisory authority for a decision. The supervisory authority for the United Kingdom can be contacted at: Information Commissioner’s Office (ICO), www.ico.org.uk
The Geological Society,
+44 (0)20 7434 9944