Who are we?
In this Privacy Notice, the terms “we“, “our“, and “us” refer to Higher Education Corporation, Priory Street, Coventry, United Kingdom, CV1 5FB (ICO registration number Z6939585)
As a controller of your personal data we are responsible for looking after it, and we will use it fairly, lawfully, and in a transparent manner.
The website referred to in this privacy notice is: https://coachproject.eu/
The full title of the project is: Collaborative Agri-food Chains: Driving Innovation in Territorial Food Systems and Improving Outcomes for Producers and Consumers.
Purpose
We are committed to protecting your privacy. This notice will help you understand how we look after, use, store and share your personal data, and how we meet our obligations under the UK General Data Protection Regulation 2016 and the Data Protection Act 2018 (Data Protection Laws). It supplements any other notices or statements we may provide to you.
COACH is a 3-year grant-funded H2020 project, led by Coventry University. Our website is an important means of communicating the project activities and disseminating the project’s outputs.
What personal data do we collect?
“Personal data” is any information from which you can be identified, e.g. name, date of birth, contact details, identification numbers, photographs, and expressions of opinion about you.
The type of personal data we collect, and how we process it, can vary depending on your interactions with us. For sensitive personal data, and other non-mandatory personal data it’s up to you to decide if you want to share this.
The following information below summarises the data processing for people who may register to take part in the project’s activities and events, including Beacon organisations, and also individuals who use our contact form or register to receive our e-newsletter:
What personal data do we collect?
Beacons / Participants in COACH Activities or Events
This will vary depending on your involvement, but may include your:
- name
- gender
- ethnicity
- email address
- country of residence
- organisation
- images
- opinions
- health information
Newsletter Recipients
- your name (although you may choose to give your first name only, or use a pseudonym
- Your email address
Where do we get your personal data from?
We collect your personal data directly via the website. If you are a project participant (e.g. a beacon organisation) we may also collect data in other ways, as explained in the participant information sheet.
Information that you give us
You may share personal data about yourself and your circumstances by:
· Using the website’s ‘Contact Us’ form to ask us a question or to give feedback
· Using the website’s ‘Contact Us’ form to register to receive our e-newsletter
· Posting comments on our website
We need you to provide the personal data in the situations listed above so that we can moderate comments, respond to queries and, where you have indicated, include your email address in the project e-newsletter distribution list.
If you do not provide this data, it may mean that we will be unable to respond to your question or include you in the email distribution list for our newsletter.
· Participating in project activities and events
We will use your data to organise COACH events or activities, evaluate their success/impact and to inform the development of project outputs, such as reports.
Basis for using your personal
We need a legal basis for any processing of personal data. This means that our processing must be for one of a limited number of reasons set out in the data protection laws. The legal basis that we rely on are:
Beacons / Participants in COACH Activities or Events
A task carried out in the public interest
Coventry University is a public authority. We process your personal data in order to carry out our public interest task as a university, such as conducting research and project work.
Newsletter Recipients
Consent
If you give your consent by ‘opting-in’ via the contact form, we will share our e-newsletter with you. The newsletter provides information about the project’s activities and outputs.
You have the right to withdraw consent at any time by contacting us or via the ‘unsubscribe’ option within the newsletter.
If we require your consent to process your personal data in any other circumstances, we will contact you separately to request this.
Processing of your personal data
“Processing” means doing anything with the personal data, such as collecting, recording, organising, structuring, storing, adapting or altering, retrieving, accessing, consulting, disclosing, disseminating, aligning or combining, restricting, erasing or destroying or using the data in any way.
We will process your personal data for the purposes set out above, or as we otherwise notify you.
The personal data you provide will be subject to security measures and procedures to minimise the risk of unauthorised access, loss, theft or disclosure.
Your personal data will not be used for the purposes of automated decision making.
How long do we keep your personal data for?
The COACH project is funded for 3-years and is due to end on 31st October 2023. The website and e-newsletter will be maintained throughout the project’s duration. Your personal data will not be kept after the project ends, unless required for funder-audit purposes (participants only) which can take place for up to 5 years after the project finishes.
Who do we share your personal data with?
Your personal data may be disclosed to other organisations within the Coventry University Group so that they can carry out their day to day activities.
Keeping your personal data secure
We are committed to the protection and security of your personal data. We will ensure that appropriate measures are taken against its unlawful or unauthorised processing, and against its accidental loss or damage. We are certified to Cyber Essentials.
How we may contact you
Please note that we may contact you in connection with the purposes set out above, by email.
Your Data Protection Rights
You have the right to:
Beacons / Participants in COACH Activities or Events
Request access to your personal data (commonly known as a “data subject access request”). This enables you to receive a copy of the personal data that we hold about you, and to check that we are lawfully processing it.
Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data that we hold about you corrected, although we may need to verify the accuracy of the new personal data.
Please note that we may not be able to comply with your request for specific legal reasons which, if applicable, will be notified to you.
Object to processing of your personal data when we are relying on public task or a legitimate interest (or those of a third party), and you feel that this processing impacts on your fundamental rights and freedoms. However, these may be overridden by the public interest or our legitimate interest grounds.
Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios:
- if you want us to establish the accuracy of the data;
- where our use of the data is unlawful but you do not want us to erase it;
- where you need us to hold the data even if we no longer require it (for example if you need it to establish, exercise or defend legal claims); or
- If you have objected to our use of your data, but we need to verify whether we have overriding public interest or legitimate interest grounds to use it.
Newsletter Recipients
Request access to your personal data – This enables you to receive a copy of the personal data that we hold about you, and to check that we are lawfully processing it.
Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data that we hold about you corrected, although we may need to verify the accuracy of the new personal data.
Request erasure of your personal data. This enables you to ask us to delete or remove personal data if:
- there is no good reason for us continue processing it;
- you have successfully exercised your right to object to processing (see below);
- you believe we may have processed your personal data unlawfully; or
- we are required to erase your personal data to comply with the law.
Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios:
- if you want us to establish the accuracy of the data;
- where our use of the data is unlawful but you do not want us to erase it;
- where you need us to hold the data even if we no longer require it (for example if you need it to establish, exercise or defend legal claims); or
If you have objected to our use of your data, but we need to verify whether we have overriding public interest or legitimate interest grounds to use it
Right to Portability – entitles the Data Subject to receive the personal data which Coventry University holds on them in a structured and commonly used and machine-readable format
Withdraw consent at any time You can ask us to stop sending you marketing messages at any time by following the “unsubscribe” (or similar) links on any marketing message sent to you, or by contacting us at any time.
When you opt out of receiving these marketing messages you will no longer hear from us in that regard.
Exercising your rights
If you wish to exercise any of your above rights, please send a written request to the Information Governance Unit, Coventry University, Portal House, 163 New Union Street, Coventry, CV1 2PL, or email dsar@coventry.ac.uk.
You will not have to pay a fee to exercise any of your rights. However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances.
We may need to confirm your identity. This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information, in order to speed up our response.
We try to respond to all legitimate requests within one month, although it may take us longer if your request is particularly complex, or if you have made a number of requests. In this case, we will notify you and keep you updated.
Complaints and questions
We have appointed a Data Protection Officer to oversee compliance with this Privacy Notice. If you have any concerns of complaints about it, please contact the Data Protection Officer at Coventry University, Priory Street, Coventry CV1 5FB or email dpo@coventry.ac.uk.
If you are not satisfied with the proposed resolution of your complaint, you have the right to contact the Information Commissioner’s Office. Further information can be found on the Information Commissioner’s website at www.ico.org.uk or via their helpline on 0303 123 1113.
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. From time to time, we may also notify you in other ways, about the processing of your personal data.
Feedback
If you have feedback for us about this privacy notice, please let us know by emailing enquiry.igu@coventry.ac.uk.
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