Mailing lists privacy notice

This Privacy Notice provides information about how the University of Birmingham (the ‘University’) uses your personal information when you subscribe to receive communication from the University. It supplements the page on our website ‘Data Protection – How the University Uses Your Data’.

It is important that the personal information we hold about you is accurate and current. Please keep your personal information updated during your relationship with us.

How does this privacy notice relate to other privacy notices?

You have agreed to receive information or communications from the University, for example, about University events, projects or news.  When we asked you to agree to receive these communications, we explained what you were subscribing to and we directed you to this Privacy Notice which explains how we use your data.

What personal data will be processed?

The personal data we process is that which you provide to us.  If you consent to receive these communications, we will retain and use only the information which is necessary to communicate with you. This may include:

  • Your name and contact details (including your address, email address and telephone number(s));
  • Your job title and role (if relevant);
  • Details of University events you have attended (if relevant).

We will also keep records of the communications we send you and any contact between you and the University in relation to the communication or mailing list you have.

The communications we send you will be tailored to any preferences you have expressed.  

What is the purpose of the processing?

The University will process your personal data to provide you with the communications you have subscribed to.  We will not use your data for any other purpose.

What is the legal basis of the processing?

We process your personal information for the purposes above based on your consent. You will be able to withdraw consent and unsubscribe to the communication you receive at any point by following the instruction provided on each communication we send you.  Alternatively, you can contact us at any time, and for more information on how to do this, visit our website page 'Data Protection – How the University Uses Your Data'.

Who will your personal data be shared with?

Within the University, your data is only shared with those University departments and staff who need access for the processing purpose set out above.

Your details may be shared on a confidential and considered basis with external organisations which assist the University in delivering communications you have subscribed to.   These organisations act on our behalf in accordance with our instructions for the purposes outline above and do not process you data for any other purpose over and above what we have asked them to do.  We make sure we have appropriate contracts in place with them.  Sometimes your data is processed outside the European Economic Area (e.g. because they use a cloud-based system with servers based outside the EEA), and, if so, appropriate safeguards are in place to ensure the confidentiality and security of your personal data.

Except as we have explained above, we will not publish or disclose any personal data about you to other external enquirers or organisations unless you have asked us to do or have consented to it, or unless it is in your vital interests to do so (e.g. in an emergency situation).

How long is your data kept?

We will continue to keep your data until you withdraw your consent or unsubscribe from receiving a specific communication.  We will delete your details if we become aware that your contact details are out of date or incorrect.

Your rights in relation to your data

Details about your rights are set out on the website page ‘Data Protection – How the University Uses Your Data’.  This also explains how to ask any questions you may have about how your personal data is used, exercise any of your rights or complain about the way your data is being handled.

Are changes made to this webpage?

This webpage is effective from 25 May 2018. It is reviewed when necessary and at least annually. Any changes will be published here and you will be notified by email or as appropriate.