Falmouth University is committed to protecting the personal data of individuals involved in our business engagement and knowledge transfer projects. This notice outlines how we collect, use, store, and protect your personal information in accordance with the UK General Data Protection Regulation (UK GDPR).

How does this privacy notice relate to other privacy notices?

If you engage with the University as part of a Business or Research Engagement this privacy notice will apply. If you provide us with your email address, then the Email Subscribers Privacy Notice will also apply. This notice will still apply to your data which we process as part of your enquiry and this notice will still be relevant even after you engaged with us.

What personal data will be processed?

The personal data we process will be:

The information you provide to register your interest in collaborating with Falmouth University, event attendance, or by other means such as in an email or over the telephone may include:

  • Contact details: Name, email address, phone number, postal address.
  • Professional information: Job title, role within your organization, area of expertise, previous collaborations with Falmouth University.
  • Key biographical information about your business, organisation or project, for the purposes of providing bespoke support, measuring and evaluating interventions provided to your business.
  • Project-related information: Communication records (emails, meeting notes, feedback), research interests and expertise, financial information (if relevant).
  • Marketing information: Preferences for receiving updates and news about Falmouth University and possible knowledge transfer or collaboration opportunities (with your consent).
  • Any other details specifically provided through our forms, eg. dietary needs for event.
  • Records of communications sent to you by the University or that we receive from you.
  • Any other information you provide to the University either in person or other means.

During a collaboration or project, Falmouth University may also collect appropriate biographical information about you from publicly available sources and this may include photographs, or publications you have made in both online and offline media. This is known as data enrichment and includes sources such as LinkedIn,

Meta (Facebook / Instagram), X formerly known as Twitter and other publicly available sources.

Why are you processing this personal data?

The University will process your personal data for the following purposes:

  • To engage with you in a professional / business capacity. Including to manage project communication and collaboration: Facilitate effective communication, share project updates, and organise meetings and workshops.
  • To provide you with information about events or activities you may be interested in and support knowledge transfer and research activities. For example connecting you with relevant academics and researchers, facilitate knowledge exchange, and support collaborative projects.
  • To provide you with information about the event(s) for which you have registered, that includes event updates, and possible changes, cancellation or similar information
  • Monitor and evaluate project progress: Track project milestones, measure outcomes, and identify areas for improvement.
  • Share project outcomes with stakeholders: Disseminate research findings and project results with appropriate anonymisation to protect your privacy.
  • Send you relevant news and updates: Keep you informed about business engagement opportunities and university initiatives (if you have consented).
  • To provide you with information about accessibility, transportation, parking, etc. where you may be visiting the University.
  • To fulfil and monitor our legal responsibilities, for example, under public safety legislation.
  • In accordance with your preferences, to communicate with you about other events, news, and opportunities at the University.
  • To fulfil and monitor our legal responsibilities, for example, under equalities, immigration and public safety legislation.

What is your legal basis for this processing?

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
  • For scientific or historical research or statistical purposes
  • 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 defence 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

We rely on the following legal bases to process your personal data:

  • Contractual necessity: When your data is necessary for fulfilling the objectives of a business engagement or knowledge transfer project.
  • Legitimate interests: When processing your data is in the legitimate interests of Falmouth University and your organisation, such as promoting research collaboration and innovation.
  • Consent: For specific purposes like sending you marketing materials, we will only process your data with your explicit consent.

Will any data be shared with a third party?

Your information will be used throughout the University with only those staff who need to process your personal data for the purposes set out above.

It is also sometimes necessary for us to share personal data with third parties as follows:

  • Providers as agreed within project engagement paperwork
  • For the purposes of contracting multi-party collaborative project, Non Disclosure Agreements and registering intellectual property as agreed in project engagement paperwork.
  • For the purposes of developing new products or processes where third party services are required as per the project agreement.
  • Event venue providers – names and accessibility and assistance requirements and related information
  • Occasionally and when necessary, internal and external auditors or regulators
  • The Department for Education (DfE) - if we should add this under 'Relevant Government Departments'
  • Education and Skills Funding Agency (ESFA) - if we should add this under 'Relevant Higher Education bodies'

We will never share your personal data with external organisations for marketing their products or services. We do not sell your personal data and never will, to anyone, under any circumstances.

How long is my personal data kept by the University?

The information you provide to the University will be kept for up to 6 years after your last engagement with us or until you tell us you no longer want the University to hold your personal data.

Data provided to Government Departments under the University’s legal obligations may be kept for longer periods of time for statistical analysis. We will securely delete or anonymise your personal data once complete.

Your rights under the UK GDPR

You have the following rights under the UK GDPR:

  • Access to your personal data: You can request a copy of the personal data we hold about you.
  • Rectification of inaccurate data: You can request us to correct any inaccurate or incomplete information about you.
  • Erasure of your data: You can request us to delete your personal data in certain circumstances. Where funded activity has occurred records will be kept in requirement with reporting and as identified in engagement agreements.
  • Data portability: You can request to receive your personal data in a portable format.
  • Right to object to processing: You can object to the processing of your personal data in certain circumstances.

How to exercise your rights

To exercise any of your rights under the UK GDPR, you can contact our Data Protection Officer at:

Falmouth University Data Protection Officer

DPO@Falmouth.ac.uk

01326 211077

Complaints

If you are not satisfied with how we have handled your personal data, you have the right to lodge a complaint with the Information Commissioner's Office (ICO).

Changes to this Notice

We may update this privacy notice from time to time. We will notify you of any changes by posting the new notice on our website.

Contact us

If you have any questions about this privacy notice, please contact our Data Protection Officer at the email address or phone number provided above.

Effective date: January 16, 2024