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Privacy Notice

This privacy notice applies to those who are opting in to be contacted by the HLS Team for future events.

Who will own my data once I submit it?

University of Liverpool

Why do you need my information?

We need your information—specifically your name and email address—for the following purposes:

  1. Event Communication:
    To send you important information and updates about the event you signed up for, such as reminders, changes to the schedule, or any relevant materials.
  2. Future Event Invitations:
    To notify you about future events we organize that may interest you. This allows us to keep you informed and engaged with our upcoming activities.

We will not use your information for purposes outside these stated reasons. 

What allows you to use my information?

To process personal data, we must have a lawful basis from data protection legislation which allows us to do so. We rely on the following lawful basis from the UK GDPR: Article 6(1)(a), which allows us to process personal data where we have been given direct consent to do so. This means that you actively agree to share your name and email address with us for the purposes we’ve outlined, such as event communications and notifying you about future events, by opting in through the signup process.

You have the right to withdraw your consent at any time. If you decide to withdraw your consent, we will delete your information and stop using it for these purposes. You can do this by following the unsubscribe link in our emails or by contacting us directly at HLSEngagement@liverpool.ac.uk.

We handle your information responsibly and in compliance with applicable data protection laws, ensuring your privacy is respected at all times. 

Who will my information be shared with?

Your information will be held by the Public Engagement team in the Faculty of Health and Life Sciences. It will not be shared with anyone else.

Do I have to provide this information and what will happen if I don’t? 

Our legal reason for processing your data is based on your consent, meaning you have the right to choose whether to provide your information. You can refuse to consent without any detriment, as providing your name and email address is entirely optional and not a condition for participating in the event. If you do give your consent, you can withdraw it at any time by following the unsubscribe link in our emails or contacting us directly at HLSEngagement@liverpool.ac.uk. There are no consequences if you decide not to share your information.

How long will you keep this data for and why? 

Article 5(1)(e) UK GDPR says: “Personal data shall be: …(e) kept in a form which permits identification of data subjects for no longer than is necessary for the purposes for which the personal data are processed;…”

Recital 39 of UK GDPR says: “…The personal data should be adequate, relevant and limited to what is necessary for the purposes for which they are processed. This requires, in particular, ensuring that the period for which the personal data are stored is limited to a strict minimum… In order to ensure that the personal data are not kept longer than necessary, time limits should be established by the controller for erasure or for a periodic review…”

We will keep your data for a period of 3 years. After that, we will review and renew your consent by asking you to resubscribe.

How will my information be stored?

Your information will be stored securely on OneDrive, which is managed by the University of Liverpool. Access to the data will be restricted to the Faculty Public Engagement Team, who are the only authorised individuals permitted to view or edit the information. This ensures your data is kept safe and only handled by those directly involved in managing event communications.

Will this information be used to take automated decisions about me? 

We will use this information to email you.

Will my data be transferred abroad and why? 

Your data will not be transferred abroad. 

What rights do I have when it comes to my data? 

Under the UK General Data Protection Regulation, you may have the following rights with regards to your personal data: 

  • The Right to subject access – you have the right to see a copy of the personal data that the University holds about you and find out what it is used for.
  • The Right to rectification – you have the right to ask the University to correct or remove any inaccurate data that we hold about you.
  • The Right to erasure (right to be forgotten) you have the right to ask the University to remove data that we hold about you.
  • The Right to restriction – you have the right to ask for your information to be restricted (locked down) on University systems.
  • The Right to data portability – you have the right to ask for your data to be transferred back to you or to a new provider at your request.
  • The Right to object – you have the right to ask the University to stop using your personal data or to stop sending you marketing information, or complain about how your data is used.
  • The Right to prevent automated decision making – you have the right to ask the University to stop using your data to make automated decisions about you or to stop profiling your behaviour (where applicable).

Please note that not all rights apply in all situations. To find out more about your rights under the UK GDPR, please visit the Information Commissioner’s website. 

To request a copy of your data or ask questions about how it is used, contact the University Data Protection Officer.

  • Email: legal@liverpool.ac.uk
  • Post: Legal & Governance, University of Liverpool, Foundation Building, 765 Brownlow Hill, Liverpool L69 7ZX

Who can I complain to if I am unhappy about how my data is used? 

You can complain directly to the Data Protection Team by writing to the University Data Protection Officer.

  • By email: legal@liverpool.ac.uk
  • Post: Legal & Governance, University of Liverpool, Foundation Building, 765 Brownlow Hill, Liverpool L69 7ZX

You also have the right to complain to the Information Commissioner’s Office using the following details: 

  • The Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF
  • Telephone: 08456 30 60 60 or 01625 54 57 45
  • Website: www.ico.org.uk