Marketing and Insight surveys and projects

Information you need to know

The Marketing Team is part of the University of Leicester. The University of Leicester is the Data Controller for your information.

The Data Protection Officer is:

• Parmjit Singh Gill, Data Protection Officer
• University Of Leicester, and University Road, Leicester, LE1 7RH
• dpo@leicester.ac.uk

This privacy notice explains how we use your personal information and your rights regarding that information.

What information are we collecting?

The information we collect for surveys, prize draws and invitations to join focus groups will be:

• your name and
• your email address
• your postcode

Occasionally we will ask for more sensitive information or special category data, this may include:

• personal data revealing your political opinions;
• personal data revealing your racial or ethnic origin;
• personal data revealing your religious or philosophical beliefs;
• Information concerning a disability or your general health;
• Information concerning your sexual orientation

Providing your data will always be optional. Survey responses will always be anonymised and will only be used for aggregated data analysis.

Why are we collecting your data?

We collect your data to support and inform future decision-making across the University and improve its services to its stakeholders. The reasons for collecting contact data will be:

• To contact you for the purpose of a prize draw
• And/or to invite you to join future marketing events

If special category data is collected, the reason for collecting this data will be specified. Generally, this type of data is used to ensure our survey responses are representative of our broad University stakeholders and communities and that we can support/ offer adequate provisions to them.

How will we use this data?

• Your identifying information will only be retained where we need to contact you again.
• Your personal details will be separated from your responses and stored in secure University servers.
• All data will be anonymised before being shared, either between other University teams or with 3rd party service providers.
• Responses (including quotations) may be used anonymously.
• Only where consent is explicitly gained will identifying data, such as a name, be used alongside a quotation.

What is the basis for processing the data?

The data will be processed under the legal basis of consent. GDPR Article 6(1)(a). Special category data will be processed according to GDPR Article 9(2)(a): explicit consent.

If we are sharing your data with others who are we sharing it with?

• Your identifiable information will never be shared outside of the University without your knowledge and consent.
• Survey responses will usually be viewed within the Marketing team unless we have sought your consent to share it with others.

Qualtrics survey platform-

• Our surveys are hosted by the survey platform ‘Qualtrics’.
• The University has confidentiality agreements with Qualtrics to keep your data secure.
• Once a survey closes, personal data is transferred to University servers and erased from the survey platform.
• All Data is stored and processed in the EU and no data is transferred outside of that region.

How long we will process your data for?

For prize draws, your information will be kept until 30 days after the prize draw and then erased.

If you have consented to us keeping your details to contact you in future, or to use your personal data for our marketing, the University will retain the personal data for up to 6 years, or until you withdraw permission for us to use it.

What are your rights and how to enforce them?

• The right to withdraw consent.
• The right to be informed about which data is collected and how it will be used.
• The right to request access to your personal data collected in a specific project.
• The right to have inaccurate data rectified.
• The right to erasure.

In the first instance, please contact the University’s Information Assurance Services if you would like to discuss any aspect of your rights in relation to your personal data: ias@leicester.ac.uk

How to complain to the Information Commissioner’s Office?

The Information Commissioner can be contacted on:

Post: Information Commissioners Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK95AF.
Tel: 0303 123 1113. Email contact can be made by accessing www.ico.org.uk