Privacy notice for businesses, organisations and other external stakeholders

What information does the university collect?

The university collects and processes a range of information about you. It is likely that you will give us information when you make an enquiry to the University, share a business card or if you book to attend an event. In some cases this information will be in the public domain – for example company, organisation or public office websites/directories.

This includes:

• your name, email address, a contact telephone number and on occasion, your business address;
• details of your engagement or nature with the University, and details of other organisations that you may have represented while engaging with the university.

We do not process "special categories" data.

Why do we collect your data?

We use your data so that we can deliver the services you have accessed, to engage with you or to respond to your issue – this could include:

• To invite you to an event or conference on a topic you have expressed interested in/have an associated interest in
• To send you communications about the work of the University as it relates to the topic you have expressed an interest in/have an associated interest in
• To seek your official support or opinion on matters related to the University and Higher Education
• To respond to requests for further information

How your data is held?

Your personal data is held within our content management system, our CRM system (including ThankQ data base) and our email system. It is accessed by staff within the University who manage areas your details are attached to.

The apprenticeships team uses MS Forms to process their enquiry form data.

How we track our emails

Our emails may contain a single pixel to tell us whether our emails are opened, which device is used to view the email and verify any clicks through to links within the email.

We may use this information for purposes including determining which of our emails are more interesting to prospective students and to ensure our emails are optimized for different devices.

The pixel will be deleted when you delete the email. If you do not wish the pixel to be downloaded to your device, you can disable image loading in your email client.

Who has access to data?

Your information will be shared internally to enable us to best deliver the services you have enquired about, to monitor our engagement and manage relationships.

The University will not share your data with third parties, unless you are a member of the Green Growth Platform.

• If you are a member of the university’s Green Growth Platform, the University may share personal data about you with third parties, specifically the University of Portsmouth’s Greentech South, and Liverpool John Moores University’s Eco Innovatory as part of the Clean Growth UK network 

Where is your data held?

Your data is held on our CRM system and our email system, it may also be held on our Content Management System if you have provided your information via a web form on the University’s website.

How long will we keep your data?

We will retain your data for two years from the last point of activity with us, after which point it will be deleted.

For engagement in an official public capacity, we will retain your data for as long as you are in office – after which data will be transferred to incoming officials.

Whether providing personal data is a statutory or contractual requirement and the consequences for failing to provide the data

There is no statutory or contractual requirement to provide your personal data to us, we are processing it under legitimate interest as you have indicated that you are interested to receive information on one of our business services.

The existence of automated decision making, including profiling, information about the logic involved, including the significance and the envisaged consequences of such processing for the data subject

We will not use your personal data for automated decision making / or profiling about you as an individual.

Privacy notices

Changes to this notice

We keep our privacy notices under regular review. This privacy notice was last updated in February 2021.

Other privacy notices

We do our utmost to protect your privacy. Please be aware that other privacy notices exist within the university in respect of data held, including but not limited, to activities in relation to your enquiries, application, current students, alumni and use of our website.