Introduction and definitions
The University of Southampton Science Park Ltd ("we", "our" and "us") is committed to protecting and respecting your privacy.
Our site may, from time to time, contain links to and from partners', advertisers', affiliates' and social network sites. If you follow a link to any of these websites, please note that these sites have their own privacy policies and that we do not accept any responsibility or liability for those policies. Please check their privacy policies before you submit any personal data to those websites as they may not be on the same terms as ours.
If you have questions about correcting or deleting your personal data please refer to sections 3 and 8 below.
References in this policy to "data protection law" mean (as applicable) the Data Protection Act 1998, the General Data Protection Regulation (Regulation (EU) 2016/679) and all related data protection legislation having effect in the United Kingdom from time to time.
References in this policy to "data or "information" include "sensitive personal data" and "special categories of data" (as defined under data protection law) where applicable.
- Our details
- The data controller with conduct of your personal information is the University of Southampton Science Park Ltd of 2 Venture Road, Chilworth, Southampton, SO16 7NP.
- How we use your information
- The following sections explain what information we hold about you, why we are processing that information, the legal basis for the processing, the duration for which we keep your information and (if applicable) who your information will be shared with and where those recipients are based.
Which information do we process and for what purpose?
- We process the following information from you:
Information you give us. This is information about you that you give us by filling in forms on our site. It includes information you provide when you register to use our site, request marketing information, enter a competition, promotion or survey and when you report a problem with our site. The information you give us may include your name, address, email address and phone number. We also receive bank details from customers. If you are a sole trader or partner in a partnership then those bank details may contain personal information about you. If you work at the Science Park then you may choose to provide us with biometric information to facilitate out-of-hours access to your offices.
- We process information you give to us for the following purposes:
- to supply you with the services you have requested from us, which may include biometric out-of-hours security access for your offices;
- to manage your account with us; and
- to notify you about changes to our service.
- Information we collect about you. Like most other website operators, we collect non-personally identifying information of the sort that web browsers and servers typically make available. This includes technical information, such as your IP address and your login information and information about your visit, such as records of how you navigate the pages on our site and how you interact with the pages.
- We process information we collect about you for the following purposes:
- to improve our services;
- to ensure that content from our site is presented in the most effective manner for you and for your device; and
- to measure or understand the effectiveness of advertising we serve to you and others, and possibly to deliver relevant advertising to you on our site.
What are the grounds for processing your information?
- We are processing your data on the following grounds:
- you have consented to the processing for the purposes stated in section 2.2, above. If you are providing biometric information then we will have obtained your explicit consent;
- where you are a contact of a customer, supplier or contractor, because we have a legitimate interest in communicating with you to arrange and/or administer the performance of the contract between us and your employer or principal. In accordance with our obligations under data protection law, we have carefully weighed up your interests and fundamental rights and freedoms against our interest to process your information and we are satisfied that we are justified in processing your information for this purpose;
- the processing is necessary for achieving our legitimate interest of providing you with information about business support networks and events. In accordance with data protection law, we have carefully weighed your interests and fundamental rights and freedoms against our interest to process your information and are satisfied that we are justified in processing your information for this purpose.
Duration and further processing
- We only keep your information for so long as it is reasonably necessary. When setting our data retention periods, we consider the amount, nature, and sensitivity of the information we hold, the potential risk of harm from unauthorised use or disclosure of the information and the purposes for which we process the information (including whether we can achieve those purposes by other means). We also take into account our other legal obligations to keep or securely dispose of personal information.
- Generally speaking, we retain your information for no more than 3 years from the last interaction with you (e.g. the last time you attended an event or opened an event email.
- If we need to keep your information for a longer period then we will notify you of the reason and grounds for doing so.
Who is your information shared with?
- Your personal information is not shared with anyone except where we are required to do so to comply with the law, to protect our rights, or to improve and expand our services.
- Personal information is not retained on our systems unless it is required for the ongoing operation of one of our services (including where we are legally required to keep a record of your data).
- We may share anonymised, pseudonymised and non-personal information with sub-contractors engaged by us to help us operate our site, or to advertisers who we permit to place relevant adverts on the site, and to analytics and search engine providers that assist us in the improvement and optimisation of our site.
- In order to achieve the purpose(s) set out in section 2.2 above, we may share your data with the following people or group of people:
- We may share your name and address with installation service providers so that they can provide installation services requested by you.
- Our outsourced IT providers may have access to your personal data on our IT systems if such access is required to enable them to resolve problems with our systems. Typically, your personal information will be encrypted before it is transferred to our hosts but in certain circumstances they may require access to unencrypted data, for example when we need to troubleshoot an issue with your account on our computer system. Our IT providers are subject to strict contractual obligations to treat your personal information with the utmost sensitivity, to keep it confidential and to comply with data protection law at all times.
- We may provide personal data to our legal advisers or other professional advisers, if necessary to defend claims, protect our rights, or receive advice on compliance with the law. Such transfers will be protected by confidentiality obligations owed by our advisers.
- We may share personal data with potential purchasers of our business, subject to those persons entering into strict confidentiality obligations with us and only to the extent permissible under data protection law.
- To the best of our knowledge, understanding and belief, your information will not be transferred outside of the European Economic Area or to any country which is not approved by the European Commission. If this changes then we will let you know.
Automated decision making
- We do not make automated decisions about you based on your information.
- Your rights
- Under data protection law you have the following rights:
- if we are processing your data on the basis of your consent then you have the right to withdraw that consent at any time. Consent can be withdrawn by unsubscribing from our event emails and notifying us using the details set out in section 8 below. The lawfulness of our historic processing based on your consent will not be retrospectively affected by your withdrawal of consent;
- the right to access a copy of your information which we hold. This is called a 'subject access request'. Additional details on how to exercise this right are set out in section 5, below;
- the right to prevent us processing your information for direct marketing purposes. We will inform you (before collecting your data) if we intend to use your data for such purposes or if we intend to disclose your information to any third party for such purposes. You can exercise your right to prevent such processing by checking certain boxes on the forms we use to collect your data. You can also exercise the right at any time by contacting us using the details set out in section 8, below;
- the right to object to us processing your personal information in certain other situations;
- the right, in certain circumstances, to have your information rectified, blocked, erased or destroyed if it is inaccurate;
- the right, in certain circumstances, to claim compensation for damages caused by us breaching data protection law; and
- the right to request that we erase, rectify, cease processing and/or delete your information.
- You also have the general right to complain to us (in the first instance) and to the Information Commissioner's Office (if you are not satisfied by our response) if you have any concerns about how we hold and process your information. Our contact details are set out in section 8, below. The Information Commissioner's Office website is www.ico.org.uk.
- For further information on your rights under data protection law and how to exercise them, you can contact Citizens Advice Bureau (www.citizensadvice.org.uk) or the Information Commissioner's Office (www.ico.org.uk).
- Under data protection law you have the following rights:
- ACCESS TO INFORMATION
- Under data protection law you can exercise your right of access by making a written request to receive copies of some of the information we hold on you. You must send us proof of your identity, or proof of authority if making the request on behalf of someone else, before we can supply the information to you. Requests should be sent to us using the contact details in section 8 below.
- You will not have to pay a fee unless you are requesting copies of documents you already possess, in which case we may charge our reasonable administrative costs. We will also be allowed to charge you for our reasonable administrative costs in collating and providing you with details of the requested information which we hold about you if your request is clearly unfounded or excessive. In very limited circumstances, we are also entitled to refuse to comply with your request if it is particularly onerous.
- In certain circumstances, be entitled to receive the information in a structured, commonly used and machine readable form.
- Data security
We will always store your digital information on secure servers. Unfortunately, however, the transmission of information via the internet is not completely secure. Although we will do our best to protect your information, we cannot guarantee the security of your information transmitted to our site or otherwise to our servers (such as by email). Any such transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.