Nottingham Trent University Privacy Notice – for NTU Events and Conferencing
NTU Events and Conferencing (NTUEC) is committed to protecting the privacy and security of your personal information, this Privacy Notice provides important information about how NTUEC and its associated entities Nottingham Trent University (“NTU,” “we,” or “us”) (“we”, “our” or “us”) identifies and manages its Data Protection responsibilities in accordance with its legal and regulatory obligations.
NTUEC encourages you to review the privacy statements of any websites you choose to navigate to from our website (or navigate from to our website) or digital services that we provide links to so that you can understand how those websites collect, use and share your information as well. Any third-party sites that you can access through the website are not covered by this Privacy Notice and we accept no responsibility or liability for these sites.
Who we are
NTUEC is a “data controller” which means we are responsible for deciding how we hold and use personal information about you.
This Privacy Notice applies to any applicants of NTUEC (“you” or “your”) or services that link to it (collectively, our “Services”). Occasionally, a Service will link to a different Privacy Statement that will outline the particular privacy practices of that Service. Such as:
Please read this Privacy Notice carefully and contact our Data Protection Officer if you have any questions about our privacy practices or your personal information.
Attn: Rebecca Jenkyn, Data Protection Officer
Nottingham Trent University
Address: 50 Shakespeare Street, Nottingham, NG1 4FQ
The website is operated by Nottingham Conference Centre Limited (NCC), who are situated at Burton Street, Nottingham NG1. NTUEC can be contacted at Burton Street, Nottingham NG1 4BU, by telephone at +44 (0)115 848 8000, or via email firstname.lastname@example.org
We may need to update this Privacy Notice from time to time. When changes made to this Privacy Notice are considered to be material, we will notify you of the changes.
NTUEC is committed to the responsible handling and protection of personal information.
Personal Data, or personal information, means any information about an individual from which that person (a “Data Subject”) can be identified. It does not include data where the identity has been removed (anonymous data).The information will be Personal Data if a person can be identified either directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that person. For example, personal data may include names, addresses, email addresses and telephone numbers; it may also include images in photographs or films and recorded telephone conversations.
Why we process your data
We collect, use, disclose, transfer, and store personal information to provide Services to you and for our operational and business purposes as described in this Privacy Notice. We want to be clear about our privacy practices so that you are fully informed about the use of your information, and we encourage you to contact us at any time with questions or concerns.
The types of personal information we collect
The categories of personal information that we may collect, store and use about you include (but are not limited to)
· Name, postcode, phone number, email
· Company details
· Requests for special arrangements
· Event details
How we collect your data
Not all of the personal information NTUEC holds about you will always come directly from you. We may collect personal information from third parties such as our partners, service providers, and publicly available websites, to assist Services and facilitate business operations to help us maintain data accuracy and provide and enhance our Services.
Apart from the data that you provide to us, we may also process data about you from sources, which include:
- When our staff collect information from attendees at exhibition shows
- From event management companies and venue agents, when assisting with finding a suitable venue
- Through our Digital Services: Which are the NTUEC website at www.ntu.ac.uk and any other NTU-authorised internet services, websites, products, social media, mobile phone apps and/or software applications that enable you to use, access, view, listen to and/or download NTU content or to interact with us online (or through any other digital means) on any device. We collect information that you provide to us by filling out forms on the website or by corresponding with us through the Digital Services. It includes information that you provide when you participate in discussion boards or other social media functions within the Digital Services, enter a competition, promotion or survey, and when you report a problem with the Digital Services.
- Email or telephone correspondence you have with NTUEC
Our servers, logs, and other technologies automatically collect certain information to help us administer, protect, and improve our Services; analyse usage; and improve users’ experience.
NTU uses CCTV around campus and will collect and store information. For full details of our CCTV use, please refer to our CCTV Policy https://www.ntu.ac.uk/__data/assets/pdf_file/0035/545597/cctv.pdf
Cookies in use on the NTUEC site
ASP.NET_SessionId – Session cookie, Expires at end of session, when session times out or browser is closed.
These cookies are used widely across NTU websites, the session cookies help to maintain state whilst you view the site. The cookie contains a randomly generated identifier valid for the length of the session. It contains no personal information.
SeniorCMS_Persistant – Expires at end of session.
Stores a value to help maintain page settings when displaying content. No personal or identifying information is stored.
_utma(2 years), _utmb(30 minutes), _utmc(End of session), _utmz(6 months) – Google Analytics
These cookies are used to collect information about how visitors use our site. We use the information to compile reports and to help us improve the site. The cookies collect information in an anonymous form, including the number of visitors to the site, where visitors have come to the site from and the pages they visited.
How do I remove cookies?
If you do not wish to receive cookies from our site, it is possible to reject them by changing your browser settings. The “help” portion of a toolbar on most browsers will tell you how to protect your browser from accepting new cookies, how to have the browser notify you when you receive a new cookie, or how to disable cookies altogether. However, if you turn cookies off you won’t have access to some of the features that make the website more efficient and services may not function properly.
How we use data about you
The purpose for which we process your data includes:
- To provide you with information on products or services that you may request from us, or which we feel may be of interest to you, and where you have given consent for us to contact you for such purposes.
- To assess your event requirements
- To process enquiries for services
- To enable all financial transactions to and from us
Who we share your data with
NTUEC shares or discloses personal information when necessary to provide Services or conduct our business operations as described below. When we share personal information, we do so in accordance with data privacy and security requirements. We may occasionally share non-personal, anonymised, and statistical data with third parties.
We may share your personal information with third parties where required by law, where it is necessary to administer the working relationship with you or where we have another legal requirement or legitimate interest in doing so. Third parties will only process your personal data on our instructions and where they have agreed to treat that information confidentially and to keep it secure.
Below are the parties with whom we may share personal information and why;
- Within NTU: We provide data to some of NTUEC and NTU teams and functions, and personal information will be made available to them if necessary, for the provision of Services, technical support.
- Our business partners: We occasionally partner with other organisations to deliver services, such as: surveys and mailing services.
How long we keep your data for
We will not store your personal information for longer than is necessary. NTUEC will ensure that our trusted partners and selected third parties with whom we share your personal information in accordance with this Privacy Notice will delete your personal information when they no longer require it.
In determining data retention periods, NTUEC and NTU takes into consideration local laws, contractual obligations, and the expectations and requirements of our data subjects. When we no longer need personal information, we securely delete or destroy it. You can access our full Data Retention Schedule here *provide link*
How we secure your data
We have appropriate security measures in place to prevent your personal data 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 requirement to know.
NTUEC and NTU takes data security seriously, and we use appropriate technologies and procedures to protect personal information.
- Policies and procedures – measures are in place to protect against accidental loss and unauthorised access, use, destruction, or disclosure of data.
- Business Continuity and Disaster Recovery strategies that is designed to safeguard the continuity of our service to our clients and to protect our people and assets.
- Appropriate restrictions on access to personal information.
- Monitoring and physical measures, to store and transfer data securely.
- Data Privacy Impact Assessments (DPIA) in accordance with legal requirements and our business policies.
- Periodic training on privacy, information security, and other related subjects for employees and contractors.
Vendor risk management.
- Contracts and security reviews on third-party vendors and providers of services.
How we keep your data secure in other countries
Your personal information may be transferred by us or our trusted partners outside of the European Economic Area (the “EEA”). The trusted partners that may do this are organisations who process data for analysis or marketing purposes, including a marketing automation hub where the email address of recipients will be logged and a record of email delivery, opening, click-through and bounce-backs will be kept. Our partner uses Microsoft’s Windows Azure data centres located in East US (Virginia), West Europe (Netherlands), and Australia East (New South Wales).
NTUEC and NTU has networks, databases, servers, systems, and support located throughout the world. NTU collaborates with third parties such as cloud hosting services, suppliers, and technology support located around the world to serve the needs of NTU, workforce, and students. Your personal information may be shared with record matching and customer targeting partners, including Google, Facebook, Snapchat and LinkedIn. Some of these partners process personal data in Canada and the United States of America.
We take appropriate steps to ensure that personal information is processed, secured, and transferred according to applicable law. In some cases, we may need to disclose or transfer your personal information within NTU or to third parties in areas outside of the UK. The areas in which these recipients are located will vary from time to time, but may include the United States, Europe, Canada, Asia, Australia, India, and other countries.
When we transfer personal information from the European Economic Area to other countries in which applicable laws do not offer the same level of data privacy protection as in the EU, we take measures to provide an appropriate level of data privacy protection.
In other words, your rights and protection remain with your data, i.e. we use approved contractual clauses, multiparty data transfer agreements, intragroup agreements, and other measures designed to ensure that the recipients of your personal information protect it. If you would like to know more about our data transfer practices, please contact DPO@ntu.ac.uk
We respect your right to access and control your information, and we will respond to requests for information and, where applicable, will correct, amend, or delete your 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 ask us to correct any incomplete or inaccurate information we hold about you.
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 processing your personal information on the basis of our legitimate interest (or that 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.
- Suspend processing of your personal information, for example if you want us to establish the accuracy of the data, we are processing.
- Object to any direct marketing (for example, email marketing or phone calls) by us, and to require us to stop such marketing.
- Object to any automated decision-making about you which produces legal effects or otherwise significantly affects you.
- Request the transfer of your personal information to another party.
How To Contact Us
Please contact our Data Protection Officer with any requests related to your personal information.
If you are not satisfied with how NTUEC manages your personal data, you have the right to make a complaint to a data protection regulator. The ICO contact details are: