Oriel Science is a Registered Charity (Number 1208496) and is the data controller. It is committed to protecting the rights of participants in line with the UK Data Protection Act 2018 and the General Data Protection Regulation (GDPR). Oriel Science has a Data Protection Officer who can be contacted through orielscience@swansea.ac.uk.

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​We take the collection, storage, and use of person data very seriously. In this document, you will find an explanation of why we collect individual data for Oriel Science, how we process it and the steps, we take to ensure data security at all stages.

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In relation to marketing and communications, the Charity seeks and records affirmative, explicit consent before sending non-transactional communications via our mailing list. Direct marketing activities comply with the Privacy and Electronic Communications (EC Directive) Regulations 2003 (PECR) which covers marketing via telephone, text, and email. The mailing list is used to inform subscribers of Charity activities, and will not promote any third-party activities for which the subscriber has not given explicit consent. Mailing list subscribers are provided the opportunity to remove themselves from lists or databases used for direct marketing purposes. The Charity will cease direct marketing activity if an individual requests the marketing to stop.

 

All data collected through Oriel Science is processed and stored in accordance with data protection legislation.

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What kind of information do we collect?

We collect the following pieces of information for members of the public who participate in our activities to help us confirm that our activities are suitable, and to assist with the educational and outreach aims of Oriel Science:

• Age

• Gender

• Email address

• Home Postcode

• Photography/Filming

 

Consent

We do not process any data without explicit consent. By agreeing to fill out the survey/feedback form, you are consenting to the University processing your information in line with this privacy notice. For those under 16, we collect the data via carer/parent. In the instance of a school trip, a consent letter will be sent home to each pupil’s parents to allow the collecting of data.

Why we collect individual data and how we use it.

We collect data for the purposes of monitoring which allows us to fulfil any necessary external reporting requirements to our funding bodies such as the National Science Academy, Wales, and the Science and Technology Facilities Council, as well as giving us a clearer picture of the activities we deliver, and how to improve our services and events.

We may take photographs and videos in the venue where it is in the University’s legitimate interest to do so or where specific consent has been obtained, providing methods of opt out or withdrawal of consent for those who do not wish to be included or wish to withdraw their consent.

 

How long will your information be held?

Oriel Science will retain your personal information in line with our records management policy. All information is held indefinitely in a secure location, unless the individual requests for their information to be removed or amended and as such, Oriel Science will then act as requested.

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Security of your information.

Data protection legislation requires us to keep your information secure. This means that your confidentiality will be respected, and all appropriate measures will be taken to prevent unauthorised access and disclosure. Only members of the Oriel Science Team who need access to relevant parts or all of your information will be authorised to do so. Information about you in electronic form will be subject to password and other security restrictions, whilst paper files will be stored in secure areas with controlled access.

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Who received your information?

No organisation external to Oriel Science will have access to your personal data. Your data will only be made public in an aggregated (anonymised) fashion so that no individual will be identifiable. Data may also be used to show funding bodies in aggregated (anonymised) charts in order to fulfil any funding requirements.

International Transfer of Your Information.

We do not normally transfer any of your personal data outside the EU. Any transfers that do occur will be done in line with the GDPR.

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What are your rights?

You have a right to access your personal information, to object to the processing of your personal information, to rectify, to erase, to restrict and to port your personal information. Please visit the University Data Protection webpages for further information.

 

Any requests or objections should be made in writing to the Oriel Science Data Protection Officer:

 

Data Protection Officer

21 - 22 Castle Street

Swansea

SA1 5AE

Email: orielscience@swansea.ac.uk 

 

Further Questions?

If you have further questions about how we process individual monitoring data, please feel free to get in touch with Oriel Science at orielscience@swansea.ac.uk.

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How to make a complaint.

If you are unhappy with the way in which your personal information has been processed you may in the first instance contact the Data Protection Officer using the contact details above.

If you remain dissatisfied then you have the right to apply directly to the Information Commissioner for a decision. The Information Commissioner can be contacted at:

Information Commissioner’s Office,
Wycliffe House,
Water Lane,
Wilmslow,
Cheshire,
SK9 5AF