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As a Scottish Innovation Centre, The Data Lab is administered and hosted by the University of Edinburgh meaning that we are the same legal entity. The University of Edinburgh is a registered charity with registration number SC005336.
|INFORMATION WE COLLECT||REASONS FOR COLLECTING IT||LEGAL BASIS|
|Correspondence Information: Information you provide to us when you contact us (or third parties that carry out work on our behalf) about any of our services, are involved in a project with us or meet us in a business context: this may include your name, job title, organisation or academic institution you are associated with, contact details and address.||If you contact us to enquire about any aspect of our business or services or to apply for a job with us, we will collect your personal information in order to respond to your query appropriately.||On the basis of our and your legitimate interests. Our interests being that we would like to assist you with any queries you may have or inform you about our services or, where applicable, consider you for the role.|
|Contract/Application Information: Information you provide to us (or third parties that we work with e.g. ticketing platforms) when you enter (or wish to enter) a contract with us in relation to our services / funding, for example, where you apply to us for funding, enter a competition or sign up to one of our events: this may include your name, address, contact details, payment details and where you sign up to an event, your dietary requirements.|
If you enter a contract with us or apply for our services, we will collect your personal information to enable us to provide those services or take steps to assess whether we can enter the contract with you.
We may collect dietary requirements when you attend our events to allow us to provide you with suitable catering. This information could contain special category data, e.g. your religion.
To fulfil our obligations under the contract or to carry out necessary steps prior to determining whether we can enter the contracts.
We will only collect this information on the basis of your consent.
|Eligibility Information: If you are an individual applying for funding, the Application Information you provide to us may also include details in relation to your eligibility which includes information relating|
to whether you are in receipt of Universal Credit or income related benefits,
and information relating to barriers or disadvantages as defined by Scottish
Government guidance (e.g. whether you have a disability).
|We will collect this information to enable us to assess whether you meet the eligibility requirements for receiving funding and to ensure that we are properly spending and accountable for the funding.||We collect this information on the basis of legitimate interest and substantial public interest.|
|Survey Information: The Data Lab may conduct surveys as part of its work. This may include your contact details, recordings of your participation in focus groups and information relating to barriers or disadvantages as defined by Scottish|
Government guidance (e.g. whether you have a disability).
|We will collect this information to help us improve our services and where relevant, ensure that they are effective in assisting individuals affected by barriers or disadvantages in the work place.||These surveys will be carried out on a voluntary basis so we will only collect this information where we have your consent to do so.|
|Case studies / follow up information: Where you have received funding from us, we may contact you to ask for updates as to the impacts the funding has had. This may include your current work or education.||This helps us to assess whether our funding programmes are effective. We may also use this for marketing purposes.||On the basis of our legitimate interests, being that we wish to ensure the use of our funding is effective and that we can market the programme. We will only identify you in the marketing material where you have consented to us doing do.|
|Event Statistics Information:|
Additional information you provide to us (or third parties that we work with e.g. ticketing platforms or associated events) where you attend our “DataFest” events, hosted by us or our event partners: this may include your gender, job title, occupation, organisation sector and industry you work in.
|We collect this information to assist us in assessing who the market for our events are and to assess whether we are attracting a diverse audience. This is to allow us to ensure we meet our aims in terms of diversity and ensuring our events are relevant and helpful.||On the basis of our and your legitimate interests, our interests being that we wish to attract a diverse audience and ensure our events are relevant and useful.|
Information that we collect about you when you sign up to our email newsletters, podcast series or to follow up information from events: this may include your name and contact details
|We collect this information in order to send you our newsletters/marketing communications. This allows us to communicate what is going on at The Data Lab and in the wider data and technology community.||We only send you these emails where you have provided your consent and you may unsubscribe at any time by following the link in the email.|
Photographs and videos:
We may capture photographs or videos of you in the following circumstances:
– where you have agreed to provide video content for our online training courses or marketing materials;
– where you have participated in our webinars or virtual events; and
– where you have attended our events or partner events.
|We may use these photographs and videos to provide training and/or to promote our services and future events||On the basis of legitimate interests, our legitimate interests being that we wish to advertise our events / services and / or provide training. We only use these images or videos of you where we (or our event partners) have informed you beforehand and given you the chance to request not to be included. If you change your mind at any time, please let us know.|
We also collect some personal data, such as the IP address of your computer, through the use of website cookies. You can set your preferences for these cookies through our cookie banner.
A cookie is a small data file that certain websites write to your hard drive when you visit them. The only personal information a cookie can obtain is information a user supplies him or herself. A cookie cannot read data from your hard disk or read cookie files created by other sites. Cookies, however, enhance our website performance in a number of ways, including providing a secure way for us to verify your identity during your visit to our website and personalising your experience on our website, making it more convenient for you.
These cookies are essential to enable you to move around the website and use its features. Without these cookies, we cannot provide some of the basic functionalities of our website.
These cookies generally collect information about how visitors use our website, for instance which pages visitors go to most often, and the pages that they do not. This helps us to understand and improve the site, so it is easy to use and includes helpful content. They also allow us to fix bugs or glitches on the website. These cookies do not collect information that identifies visitors, so we cannot identify you individually. We use Google Analytics to track usage of our websites and interaction with our newsletters. For example, to see what content you click on, so we can analyse what content is of most interest to our audience.
These cookies allow our website to remember the choices you make as you browse the site. They provide more enhanced and personal features. The information collected is anonymised and they cannot track your browsing activity on other sites once you leave our site.
You can restrict or block cookies which are set during your use of the website by changing your browser’s settings. Some pages may not work if you completely disable cookies, but many third party cookies can be safely blocked.
Check information in your browser’s help section for specific instructions on how to manage cookies. Alternatively, websites such as “All About Cookies” provide comprehensive guidance.
Please be aware that we do not have any control over third party websites and that such third party websites may send their own cookies to users, or otherwise collect data or solicit personal information.
We will retain your personal data for as long as we reasonably require in light of the purpose(s) for which we are holding it and all relevant legal, commercial and operational considerations.
As a Scottish Innovation Centre, we may have to comply with statutory retention periods as required by our funders.
We will never sell or trade your personal information to others.
We use third party service providers and suppliers to deliver certain services. We put contractual arrangements in place with these third parties to ensure they are obliged to protect your personal information.
We only share your personal information where it is reasonably necessary to properly administer our business and/or to comply with law / regulations.
The following third parties may have access to your personal information:
Some of these entities may also be data controllers but please contact us in the first instance if you have any questions.
The information we collect from you may be stored inside the UK, the European Economic Area (“EEA”) or outside the EEA.
If you live or work outside of the EEA, we may need to transfer your personal information outside of the EEA to correspond with you. Where this applies, we will take all steps reasonably necessary to ensure that your personal information is treated securely and in accordance with this privacy notice.
We may transfer personal information outside the EEA where our service providers host, process, or store personal information outside the EEA. Where this is the case we use contractual arrangements and safeguards to protect this personal information, these safeguards include:
Please contact us if you want further information on the specific mechanism used by us when transferring your personal information out of the EEA.
Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted online or through the website. Any transmission is at your own risk. Once we have received your information, we use strict procedures and security features to try to prevent unauthorised access.
Please help us keep our records updated by informing us of any changes to your e-mail address and other contact details.