BactiVac Network Privacy Notice

This page provides information about how the University uses your personal data when you apply for membership of the BactiVac Network (‘the Network’). 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.

What personal data will be processed?

We collect information about you when you submit an Expression of Interest or an application to become a member of the BactiVac Network. We may collect additional information if you apply to any of our funding schemes, attend one of our events or access any other opportunities available through the Network. The information we collect includes, but is not limited to: 

• name 

• job role and organisation

• location of employment of workplace

• email

• nationality

• gender

• phone number

• photo

• employment records and academic history (including job titles, work history/CV, publications, training records and professional memberships)

• dietary requirements (when you attend one of our events)

• a record of correspondence between us

What is the purpose of the processing?

The University will process your personal data for the following purposes:

• to contact you in relation to your application and membership

• to provide you with information about the services provided by the Network (e.g. when catalyst funding has been launched, registration is open for annual meetings, etc.)

• to notify you about changes to our services

• to ensure the information we hold about you is up to date and accurate

• we may use data you provided on nationality and country where you are based in for monitoring and reporting purposes

• we use information you provided, including your area of work/research interest, to develop our network and the work we do (e.g. identify unrepresented pathogens)

What is the legal basis of the processing?

We consider the processing of your personal data for these purposes to be necessary for:

• the performance of our contractual obligations with you (e.g. to manage your membership, provide you with information related to catalyst funding and network activities)

• compliance with a regulatory obligation (e.g. reporting to the Medical Research Council)

• the performance of tasks we carry out in the public interest (e.g. furthering international cooperation with research)

If we require your consent for any specific use of your personal data, we will collect it at the appropriate time, explaining why we are collecting the data and how we will use it, and you can withdraw this at any time.

Who will your personal data be shared with?

Within the University, your data is shared with only those University staff who need access for the purpose of managing the activities of the Network and delivery of its key objectives.

Your personal data is shared with a range of external organisations as is necessary for the purposes set out above and as permitted or required by law, including the following:

• the Medical Research Council (project funder), Biotechnology and Biological Sciences Research Council (BBSRC) and the Department of Health and Social Care (DHSC) as part of annual reporting process

• the BactiVac Network Management Oversight and Advisory Boards

Your personal data is shared as is necessary, on a considered and confidential basis, with external organisations which act on our behalf in accordance with our instructions for the purposes outlined above and do not process your data for any purpose over and above what we have asked them to do.  We make sure we have appropriate contracts in place with them.  Sometimes your personal data is processed by these organisations outside the European Economic Area (for example, 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. 

How long is your data kept?

We keep your personal data as part of our records for as long as you are a registered member of the Network.

When you decide to leave the Network, or if the Network ceases to operate, we may keep some of your information for a period of time necessary for our statutory reports. This is currently 10 years as required by the Medical Research Council. Once your personal information is no longer required we will either anonymise the data for using it for statistical purposes or securely destroy your personal data.

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 privacy notice 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 when appropriate.