This statement explains how the Marketing Section within the Marketing, Recruitment & International Department of Swansea University will handle and use your personal information during and after our relationship completes.
Collecting personal data from you will enable us to process your competition entry and will allow us to keep in touch with you in order to keep you informed of our activities, opportunities and developments.
We are committed to protecting your information and being transparent about the information we hold. If however you would like to read more about the University’s commitment to protecting your personal information and being transparent as a whole, please visit the University Data Protection webpages.
Using Your Personal Information
Swansea University is the data controller and is committed to protecting the rights of clients and partners in line with the new General Data Protection Regulation (GDPR). Swansea University has a Data Protection Officer who can be contacted through dataprotection@swansea.ac.uk
What information do we collect about you?
The University is required to collect the following information in order to process your nomination for the ‘Navy Plaque’s competition:
- Name (of all individuals featured in the competition entry)
- Date
- Details of memory
- Email address
How will your information be used?
The information you provide will be used by the University to process your nomination and keep you informed of developments with the ‘Navy Plaque’ competition.
The information you provide to be displayed on the plaque will be visible, including names and dates, both on the plaque and on our dedicated Centenary webpages on the University website, and may be featured in any promotional marketing of the ‘Navy Plaques’ initiative.
What is our legal basis for processing your data?
Processing your personal data is necessary for the purposes of the legitimate interests pursued by the University in order to administer the competition and to keep you informed of developments with the ‘Navy Plaque’ competition.
Where we use your information for our legitimate interests, we make sure that we take into account any potential impact that such use may have on you. Our legitimate interests don’t automatically override yours and we won’t use your information if we believe your interests should override ours unless we have other grounds to do so (such as your consent or a legal obligation).
Who receives your information?
Information which you supply to us will be held by Swansea University.
Your personal information will be stored on our secure electronic systems and databases and can be accessed by colleagues within the University who have appropriate permissions. Personal information is protected by the University and will not be disclosed to third party organisations without explicit consent.
Information is made available to personnel requiring access in limited circumstances for the reasons outlined above. These include University administrative and marketing staff.
How is your personal information stored?
Data Protection legislation requires us to keep your information secure. This means that your confidentiality will be respected, and all appropriate measures will be taken to prevent unauthorised access and disclosure.
Only members of staff who need access to relevant parts or all of your information will be authorised to do so. Information about you in electronic form will be subject to password and other security restrictions, saved on university secure networks while paper files will be stored in secure areas with controlled access.
The University will use third-party content management systems that use cloud services to process personal data to send out direct electronic marketing in accordance with EU/EEA data processing agreements.
There may be times where your personal data may reside on servers outside the EU. Where there is processing outside of the EU, Swansea University will ensure then any transfers are lawful and justified in line with the GDPR.
How long will your information be held?
We will retain the data submitted to administer the competition for two years from the Announcement Date of the competition.
The information used on the Navy Plaques and associated webpages and campaign marketing will be retained for five years.
We will publish on our website any changes we make to this privacy notice and notify you by other communication channels where appropriate.
Your responsibilities
Please advise the Marketing team via marketing@swansea.ac.uk of any changes to your name or contact details as soon as practically possible so that we can amend our records accordingly.
Withdrawing consent
Should you receive any unwanted messages, you will be able to unsubscribe at any point from any of our emails.
If you have provided consent to Swansea University to process any of your data, then you also have a right to withdraw that consent and ask for your data to be erased when you no longer wish to receive marketing information.
In line with legislation we will always give you the opportunity to opt out of future relevant marketing communications.
Please advise the Marketing team via marketing@swansea.ac.uk if you would like to be removed from our marketing communications database.
What are your rights?
You have a right to access your personal information, to object to the processing of your personal information, to rectify, to erase, to restrict and to port your personal information (please note however that this is likely to affect our ability to provide support to you in the most effective way, if at all).
Please visit the Swansea University Data Protection webpages for further information in relation to your rights.
Any requests or objections should be made in writing to the University Data Protection Officer:-
Bev Buckley
University Compliance Officer (FOI/DP),
Vice-Chancellor’s Office,
Swansea University,
Singleton Park,
Swansea,
SA2 8PP
If you are unhappy with the way in which your personal information has been processed, you may in the first instance contact the University Data Protection Officer using the contact details above.
If you remain dissatisfied, then you have the right to apply directly to the Information Commissioner for a decision. The Information Commissioner can be contacted at: -
Information Commissioner’s Office,
Wycliffe House,
Water Lane,
Wilmslow,
Cheshire,
SK9 5AF