What is the purpose of this document?

 

Imperial College of Science, Technology and Medicine (the “College” or “Imperial”) is committed to protecting the privacy and security of your personal information.

This privacy notice describes how we collect and use personal information about you during and after your relationship with us, in accordance with the applicable data protection legislation the Data Protection Act 2018 and the General Data Protection Regulations (the “GDPR”) and the College’s Data Protection Policy.

 

The College is a "data controller". This means that we are responsible for deciding how we hold and use personal information about you. We are required under data protection legislation to notify you of the information contained in this privacy notice.

 

This notice applies to those who engage with F1AMR, a UKRI Network. This notice does not form part of any contract of employment or other contract to provide services. We may update this notice at any time.

 

It is important that you read this notice, together with any other privacy notice we may provide on specific occasions when we are collecting or processing personal information about you, so that you are aware of how and why we are using such information.

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How we will use information about you and the legal basis for processing your data under the GDPR

 

We will only use your personal information when the law allows us to. Most commonly, we will use your personal information in the following circumstances:

• Where we need to perform the contract/agreement we have entered into with you or in order to take steps at your request prior to the entry into a contract.*

• Where we need to comply with a legal obligation.*

• Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.*

• Where you have consented to the processing.*

 

Situations in which we will use your personal information

 

The situations in which we will process your personal information are listed below. We have indicated by [asterisks] the purpose or purposes for which we are processing or will process your personal information.

 

• organise and inform you about the activities of the F1AMR Network such as meetings, conferences, workshops and funding applications. For full details regarding how your personal data may be processed when conducting events, please see Imperial’s dedicated Event Privacy Notice. NB that these procedures may differ across the other Network sites.

• share information relevant to fungal AMR from the official Network partner organisations and the other 7 UKRI AMR networks.

• request information about your Policy, Publication and Publicity activities as a Network member for quarterly reporting to UKRI, in line with our grant agreement.

 

Some of the above grounds for processing will overlap and there may be several grounds which justify our use of your personal information.

 

If you fail to provide personal information

 

If you fail to provide certain information when requested, we may be prevented from complying with an obligation or our agreement with you though this will be explained along with any alternative options.

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Change of purpose

 

We will only use your personal information for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If we need to use your personal information for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.

 

Please note that we may process your personal information without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.

 

How we use particularly sensitive personal information

 

"Special categories" of particularly sensitive personal information require higher levels of protection. We need to have further justification for collecting, storing and using this type of personal information. We may process special categories of personal information in the following circumstances:

 

• Where you have provided your explicit consent. Examples might include where you have provided information on your dietary requirements, allergies or where you inform us of the requirement for wheelchair access.

• Where the processing is necessary to protect your vital interests (or those of another person) where you are incapable of giving consent. For example to inform your specified emergency contact, the NHS or emergency services in the event of your illness or other emergency.

• Where the processing is necessary for the establishment, exercise or defence of legal claims, or for courts acting in their judicial capacity.

 

Automated decision-making

 

We do not envisage that any decisions will be taken about you using automated means, however we will notify you if this position changes.

 

Data sharing

 

We may have to share your data with third parties, including third-party service providers and other entities in the College group.

 

We require third parties to respect the security of your data and to treat it in accordance with the law.

 

We may transfer your personal information outside the UK / EU but only when sufficient protections and a transfer mechanism is in place. This would include;

 

• Use of the UK IDTA or EU SCC’s and UKL Addendum

• Where the country has an adequacy status

• Where a different derogation / exemption is in place

 

Why might you share my personal information with third parties?

 

We may share your personal information with third parties where required by law, where it is necessary to administer the relationship with you or where we have another legitimate interest in doing so. "Third parties" includes third-party service providers (including contractors and designated agents), other entities within the university group, and the other universities involved in hosting the Network (Scotland’s Rural College, University of Exeter, University of Manchester, University of Nottingham). 

 

How secure is my information with third-party service providers and other entities in our group?

 

All our third-party service providers and other entities in the university group are required to take appropriate security measures to protect your personal information in line with our policies and only utilise personal data under our instructions. We do not allow our third-party service providers to use your personal data for their own purposes. We only permit them to process your personal data for specified purposes and in accordance with our instructions.

 

What about other third parties?

 

We may share your personal information with other third parties, for example in the context of the possible sale or restructuring of the business and operations of the University. We may also need to share your personal information with a regulator or to otherwise comply with the law.

 

Data security

 

We have put in place measures to protect the security of your information.

Third parties will only process your personal information on our instructions and where they have agreed to treat the information confidentially and to keep it secure.

 

We have put in place appropriate security measures to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal information to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal information on our instructions and they are subject to a duty of confidentiality.

 

We have put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.

 

Data retention

 

We will only retain your personal information for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

 

We will keep your personal information for the duration of network activities and your engagement with the network, and for two years thereafter. This is to facilitate future funding applications, after the end of formal network activities.

 

In some circumstances we may also anonymise your personal information so that it can no longer be associated with you, in which case we may use such information without further notice to you.

 

Rights of access, correction, erasure, and restriction

 

Your duty to inform us of changes

 

It is important that the personal information we hold about you is accurate and current. Please keep us informed if your personal information changes during your relationship with us.

 

Your rights in connection with personal information

 

Under certain circumstances, by law you have the right to:

 

·       Request access to your personal information (commonly known as a "data subject access request"). This enables you to receive a copy of the personal information we hold about you and to check that we are lawfully processing it.

·       Request correction of the personal information that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected.

·       Request erasure of your personal information. This enables you to ask us to delete or remove personal information where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal information where you have exercised your right to object to processing (see below).

·       Object to processing of your personal information where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground. You also have the right to object where we are processing your personal information for direct marketing purposes.

·       Request the restriction of processing of your personal information. This enables you to ask us to suspend the processing of personal information about you, for example if you want us to establish its accuracy or the reason for processing it.

·       Request the transfer of your personal information to another party.

 

If you want to review, verify, correct or request erasure of your personal information, object to the processing of your personal data, or request that we transfer a copy of your personal information to another party, please contact the Data Protection Officer in writing.

 

What we may need from you

 

We may need to request specific information from you to help us confirm your identity and ensure your right to access the information (or to exercise any of your other rights). This is another appropriate security measure to ensure that personal information is not disclosed to any person who has no right to receive it.

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Right to withdraw consent

 

In the limited circumstances where you may have provided your consent to the collection, processing and transfer of your personal information for a specific purpose, you have the right to withdraw your consent for that specific processing at any time. To withdraw your consent, please contact the College’s Data Protection Officer. Once we have received notification that you have withdrawn your consent, we will no longer process your information for the purpose or purposes you originally agreed to, unless we have another legitimate basis for doing so in law.

 

Data Protection Officer

 

We have appointed a Data Protection Officer to oversee compliance with this privacy notice. If you have any questions about this privacy notice or how we handle your personal information, please contact the Data Protection Officer at:

 

Imperial College London
Data Protection Officer
 

e-mail: dpo@imperial.ac.uk    

 

You have the right to make a complaint at any time to the Information Commissioner's Office (ICO), the UK supervisory authority for data protection issues.

 

Changes to this privacy notice

 

We reserve the right to update this privacy notice at any time, and we will provide you with a new privacy notice when we make any substantial updates. We may also notify you in other ways from time to time about the processing of your personal information.

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