Privacy Notice for InFrame Project 

 

 

Your Personal Data 

The University of Glasgow will be what’s known as the ‘Data Controller’ of your personal data processed in relation to the InFrame project, the InFrame project events, and the InFrame project website. This privacy notice will explain how the University of Glasgow will process your personal data. 

Why we need it 

We are collecting your basic personal data, such as name, email address, title, institution, job title and role type, and, where relevant, limited special categories of data such as sex, identified gender, ethnicity, disability and accessibility requirements, in order to create an integrated approach to how we understand different groups within our research communities and create a tailored approach to research culture change. We are also asking about accessibility requirements for the more direct purpose of enabling access/inclusivity of the event. Data collected from InFrame (including engagement date and project outputs) aims to improve the impact of existing policies and tools to create lasting change. Engagement by different groups and communities with the InFrame project provides important context for the data generated and will be reviewed on an ongoing basis. We will apply cautious judgement in maintaining the confidentiality/anonymity of participants within our findings to ensure safety for all colleagues, as it is expected that demographic data (institutional, personal, or project-generated) could potentially contain personally identifiable information and location data. All such data will be anonymised. 

Your information will be used for marketing purposes directly from the InFrame project only to keep you up to date with project progress and outcomes, key dates, events, and resources. If you wish to receive updates from InFrame, you will be asked for explicit consent when you register for an event, engage with the colleague recognition initiative, and/or apply to the InFrame Culture Catalyst Fund. We will only collect data that we need in order to provide and oversee this service to you. 

Legal basis for processing your data 

We must have a legal basis for processing all personal data. In this instance, the legal basis is Consent. 

What we do with it and who we share it with 

  • All the personal data you submit is processed by staff at the University of Glasgow, University of St Andrews and University of Edinburgh in the United Kingdom. 

In addition to 

  • Administrate the InFrame Project: for example, to allow access to view the programme’s outcomes (galleries hosted on Padlet) and to contact you by email to gain your consent. 
  • Understand the characteristics of those who engage with InFrame, for example, looking at the extent different areas of the universities engage and participant engagement by job family. 
  • Evaluate and report on InFrame’s outcomes and impacts in relation to its goals with university communities, including internal and public domain reporting where appropriate. Reporting may include anonymised quantitative and qualitative data on engagement, for example, diversity statistics or anonymised feedback quotations. 

How long do we keep it for?

Data used by the InFrame project will be retained by the university for 10 years after the project end date (September 2027), as per the requirements of the project funder, the Wellcome Trust. After this time, data will be securely deleted. 

What are your rights?* 

You can request access to the information we process about you at any time. If at any point you believe that the information we process relating to you is incorrect, you can request to see this information and may, in some instances, request to have it restricted, corrected or erased. You may also have the right to object to the processing of data and the right to data portability. 

Where we have relied upon your consent to process your data, you also have the right to withdraw your consent at any time. 

If you wish to exercise any of these rights, please submit your request via the webform or contact dp@gla.ac.uk. 

*Please note that the ability to exercise these rights will vary and depend on the legal basis on which the processing is being carried out. 

Complaints 

If you wish to raise a complaint on how we have handled your personal data, you can contact the University Data Protection Officer who will investigate the matter. 

Our Data Protection Officer can be contacted at dataprotectionofficer@glasgow.ac.uk.

If you are not satisfied with our response or believe we are not processing your personal data in accordance with the law, you can complain to the Information Commissioner’s Office (ICO) https://ico.org.uk/ 

First published: 11 December 2024

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