Privacy Policy
Your Personal Data
The University of Glasgow will be what’s known as the ‘Data Controller’ of your personal data processed in relation to your engagement with the Scottish Alliance for Food (SCAF; e.g., as a member, as an event attendee). This privacy notice will explain how The University of Glasgow will process your personal data.
Why we need it
SCAF Membership & Mailing List
We will collect your basic personal data such as age, gender, name, email address, job title, organisation, career stage, and employment sector, and, where relevant, limited special category data such as ethnicity in order to share with you information via email about our news, activities, events, and upcoming opportunities (i.e., marketing purposes). We collect information about your age, gender, and ethnicity to report equality, diversity and inclusion (EDI) metrics to out funders, the Scottish Funding Council. Provision of this EDI data is optional when you sign up as a member of SCAF.
Attending a SCAF Event (in-person or online)
We will collect your basic personal data such as name and email address in order to register you as an attendee at one of our events and send you email communications pertaining to the event (e.g., pre-event details, event updates or changes, post-event feedback surveys). In some cases, we may also collect data on your job title, organisation, employment sector, and career stage to evaluate attendee demographics. We may also collect limited special category data, such as information on any dietary or accessibility requirements you may have. During events, we may also collect anonymised statements should you partake in any discussions or focus groups (e.g., via post-it notes, Mentimeter, or Jamboard responses and similar).
If you attend an event using video conferencing applications such as Zoom or Microsoft Teams, basic technical information such as your name, username, email address, IP address, OS details, and device details may be collected by the companies who own these applications in order to schedule and create a record of meetings, and for troubleshooting and admin reporting. Please follow the relevant links if you wish to learn more about data collection via Zoom and Microsoft Teams.
Applying for SCAF Opportunities
When you are applying for SCAF opportunities such as competitive funding and writing retreat attendance, we will collect your basic personal information such as name, email address, job title, organization, employment sector, age, gender, and, where relevant, limited special category data such as ethnicity and disability in order to process your application for SCAF seed funding.
Entering a SCAF Competition
We will collect your basic personal data such as your name/your child’s first name, you email address, and your child’s age in order to share with you information via email about your entry into the competition.
In all cases, we will only collect the data that we need in order to provide and oversee a specific service to you.
Legal basis for processing your data
We will only process your data when the law allows us to. The lawful basis we rely on for processing your personal data is your consent under article 6(1)(a) of the UK General Data Protection Regulation (GDPR). When we collect any data on your ethnicity, disability/accessibility requirements, or dietary requirements, we also need your consent (under article 9(2)(a)) as this type of information is classed as special category data. Consent clauses are included in the forms we use for membership sign-up, event registration, funding applications, and competition entry. In most cases, the consent clauses can be completed electronically via Microsoft Forms or event management software (e.g., Eventbrite, TicketSource). Consent for data use and processing can be withdrawn at any time by contacting scaf@glasgow.ac.uk.
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 in the United Kingdom. The data you provide will be stored on password-protected University servers, to which only the core SCAF team (SCAF Lead, Project Manager, Marketing & Communications Officer) have access. In order to share project outcomes (e.g., EDI, event attendance, and engagement metrics) with our funders, your personal data will be anonymised and shared in the form of descriptive statistics (i.e., gender/age/ethnicity split of membership). We will never share your direct contact details beyond the core SCAF team. Your data will never be used for automated decision making (e.g., profiling).
Online Event Attendance
Where video conferencing applications are used to record meetings or events, personal data captured within the recordings are stored within the University of Glasgow cloud service (password-protected OneDrive servers). When recording is taking place, you will be notified at the beginning of the recording or as you enter the recording session.
Mailing List & Mailchimp
Membership and mailing list data (your name and email address) is processed by a third-party email delivery system (Mailchimp). You can read Mailchimp’s Privacy Statement here. Mailchimp servers are located in the United States, outwith the European Economic Area (EEA). Where possible and to the extent technically feasible, Mailchimp has implemented encryption technologies across its infrastructure to help protect user data from unauthorized access during processing. You can read more about Mailchimp’s security measures here.
Competitive SCAF Opportunities
When you apply for competitive SCAF opportunities (e.g., funding, event attendance with limited spaces, competitions), some of your data (e.g., name, organization, etc.) will be shared with a judging/selection panel. The panel may comprise members of staff from other Scottish institutions involved with SCAF, or SCAF members from other sectors. Only the data required to make decisions about competitive applications will be shared with the panel, and your direct contact details will never be shared. Data will be stored on password-protected University of Glasgow servers, with named access provided to the panel members. No data will be shared via email or file transfer services.
How long do we keep it for
Your data will be retained by the University for the 4 years (2023-2027) that SCAF is funded by the Scottish Funding Council, and for 10 years after SCAF ends (to 2037). After this time, data will be securely deleted.
What are your rights?[1]
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, rectified, 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 contact scaf@glasgow.ac.uk, submit your request via the webform, or contact dp@gla.ac.uk.
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/
[1] 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.