Scottish Graduate School for Arts & Humanities

This privacy notice explains how we use your data in relation to your registration and attendance of an event hosted by SGSAH. Occasionally you may be asked if you would like to stay in touch with us and consent for your personal details to be retained and used to communicate with you (in accordance with your stated preferences). The processing of your personal data for this type of further communication is covered in our Privacy Notice for Email Marketing.

The personal data we process will be:

• The information you provide in the form to register for an event or by other means such as in an email:
• your name, email or telephone contact details;
• dietary needs.
• Where relevant, limited special categories data such as disability, ethnicity, other health data in order to ensure you are provided with all the necessary information and support you will require to attend our training.

When using video conferencing applications such as Zoom or Microsoft Teams, your name, user name, email address, your computer’s IP address, MAC address and device name may be collected.

We will frequently take still and moving images of events we fund and may use these in social media/advertising and/or publicity material and/or formal reports to funders.  We will ask you to sign a media consent form, however you may opt out or update your permissions at any time.

We ask for your consent to process your personal data for the purposes set out above, and you can withdraw your consent at any time, except as set out below.

When we use your data we do so on the basis that this is necessary:

• In the public interest; or
• For scientific or historical research or statistical purposes; or
• For the purposes of the University’s legitimate business interests (for example, in order to manage and develop its business).

We will only process your Special Category data (sensitive information about you, for example any allergies or other dietary requirements) with your explicit consent or if it is necessary:

• For the establishment, exercise or defense of legal claims;
• Very occasionally, when it is needed to protect your or another person’s vital interests and you are not capable of giving your consent (for example, in an emergency);
• Archiving purposes in the public interest, scientific or historical research purposes or statistical purposes.

Within SGSAH/University of Glasgow, your data is shared only with those departments and staff who need access for the processing purposes set out above.

In addition, for bookings, we may use Eventbrite, a third-party service which is not operated by the Universities. You should refer to Eventbrite’s terms and conditions of privacy policy as we do not accept any responsibility or liability for their policies. For further information, please see the Eventbrite privacy policy. Should you not wish to use Eventbrite to register for your place at any of our events, please email admin@sgsah.ac.uk instead.

Correspondence from us will be information sharing about the SGSAH event you have registered for. We will ask for your feedback on our events, which will be a quick and easy evaluation process that will gather relevant information that will only be used to improve future provision. We may correspond with you after the event to send you resources relating to the event (e.g. powerpoint slides). 

We may share some of the information with external organisations providing services for the event you are attending, in particular we may share your information (including dietary requirements) with catering service if you are attending an event where catering is offered. The information shared will only be used to provide the service required and will not be retained by these external organisations after the event is concluded.

The information you provide when you register for an event will be kept for 6 months after the event has occurred. After this time, data will be securely deleted. However, some images, recordings or written comments may be kept permanently once they are published and be kept as an archive of SGSAH life.

If you consent to stay in touch with us, essential information to communicate with you will be kept until you withdraw your consent or unsubscribe to specific communication as explained in the Privacy Notice for Email Marketing.

You can request access to the information we process about you at any time.  If at any point you believe that the information we process relating to you is incorrect, you can request to see this information and may in some instances request to have it restricted, corrected or, erased. You may also have the right to object to the processing of data and the right to data portability.

Where we have relied upon your consent to process your data, you also have the right to withdraw your consent at any time.  If you wish to exercise any of these rights, please submit your request via admin@sgsah.ac.uk or dp@gla.ac.uk. For further information about your data subject access rights, please see: https://www.gla.ac.uk/myglasgow/dpfoioffice/gdpr/datasubjectrights/

*Please note that the ability to exercise these rights will vary and depend on the legal basis on which the processing is being carried out. 

Complaints about how we have handled your data or any aspect of GDPR should be directed to the University Data Protection Officer (dataprotectionofficer@glasgow.ac.uk) who will investigate the matter.  If you are not satisfied with our response or believe we are not processing your personal data in accordance with the law, you can complain to the Information Commissioner’s Office (ICO) https://ico.org.uk/

This webpage is effective from 31 March 2022. It is reviewed when necessary and at least annually. Any changes will be published here and you will be notified by email or as appropriate.