Privacy Notice

Privacy Notice for the 14th Euroconference on Rock Physics and Rock Mechanics

 

Introduction

This Privacy Notice relates to the 14th Euroconference on Rock Physics and Rock Mechanics, which is organised by the Heriot Watt University, the University of Strathclyde, the University of Edinburgh and the BGS.

This privacy notice sets out important information regarding how we will use your information and your rights under data protection legislation.  It is important that you read this notice prior to providing your information.

 

Data controller and the data protection officer

The University of Strathclyde is the data controller under data protection legislation. Data will be shared with all Euroconference partners (Heriot Watt University, University of Edinburgh and BGS).

If you have any queries regarding this specific event, please contact euroconference2021@gmail.com

If you have any queries regarding data protection, enforcing your rights or the use of your personal information, please contact the University’s Data Protection Officer at dataprotection@strath.ac.uk

 

Purpose and legal basis for processing your personal data

When we process personal data, we must have a lawful basis for doing so.  This table sets out the purposes for which we process your personal data

Purpose of processing Lawful basis
   
Managing your attendance at the event  
   
When you register to attend an event that we organise, we ask you for basic details that we need to manage your attendance, e.g., name, contact details etc.  This will be clearly set out on the registration form. Legitimate interests, Contract
   
At the event  
   

For some events that involve networking, we may want to share your contact details with other attendees.

If we plan to do this, we will ask for your consent.

At some events, we may want to take images (still photographs or moving images) for the purpose of publicising the work.

Where images are of groups of people and there is a minimal impact on privacy, we rely on legitimate interests to take and use images.

If this is the case, we will make you aware of this in the registration form and website relating to the event.  We will display notices at the event to inform you that filming or photography is taking place, and our staff will advise you what to do if you do not wish to be in the images.

Where you are the focus of an image and are clearly identifiable in the image, then we will ask for your consent to use the image.
   
Monitoring our obligations under equality legislation  
   
We may ask for additional information about you (such as ethnicity or gender) to help us monitor our obligations under equality legislation.  You do not have to provide this information, although it is always helpful if you do.  We use this in an anonymised and aggregated form, and we do not use it in relation to any decisions about individuals. Processing is necessary for the performance of a public task carried out in the public interests; processing is necessary for reasons of substantial public interest (equality of opportunity or treatment).
   
After the event  
   
After the event, we may ask for your feedback on aspects of the event, to help us plan future events. Legitimate interests
   
   

 

The legitimate interests of the controller or third party, where applicable

When you choose to register for an event held at the University of Strathclyde, we consider that we have a legitimate interest in processing personal data for the purpose of managing your attendance at that event and following up post activities such as asking for feedback.

 

Any recipient or categories of recipients of the personal data

Where we organise an event in conjunction with another organisation, we will share details of your attendance with the other event organiser, for the purpose of managing your attendance at that event. The 14th Euroconference in Rock Physics and Rock Mechanics is organised by the Heriot Watt University, the University of Strathclyde, the University of Edinburgh and the BGS.  

Where events which involve networking, we may want to share your contact details with other attendees.  If we plan to do this, we will ask for your consent when you register for the event.

If we use any third-party tools to collect and process personal data, we will tell you about this when you register.  EventsAir software will be used to collect and process your personal data.

 

Details of transfers to third countries and safeguards

If we use any data processing services or tools which involve the transfer of personal data outside the EEA, we will only do this where it is necessary, and where there are adequate safeguards in place for personal data

 

Retention period or criteria used

We retain your details for a period of 24 months from the date of the event (i.e., until the 15th Euroconference on Rock Physics and Rock Mechanics).

 

Data subject rights

Your rights

Under data protection legislation, you have a number of rights* including the right to:

  • withdraw consent, at any time, where that is the lawful basis of our processing;
  • access your personal data and obtain a copy, free of charge;
  • rectify inaccuracies in personal data that we hold about you;
  • erasure, that is have your details removed from systems that we use to process your personal data;
  • restrict the processing in certain ways;
  • obtain a portable copy of data you have given to us in a commonly used electronic form; and
  • object to certain processing of your personal data by us.

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

Please contact dataprotection@strath.ac.uk  if you wish to exercise/enquire about any of these rights.

If you have consented to marketing, you can opt out again at any time. To do this you can click ‘unsubscribe’ on any of the emails we have sent you.

 

Right to complain to supervisory authority

If you have any concerns/issues with the way your personal data has been processed, you can contact the Data Protection Officer at dataprotection@strath.ac.uk.  You also have the right to lodge a complaint regarding data protection issues with the Information Commissioner’s Office (https://ico.org.uk/concerns/).