Privacy Notice

Introduction

The Mapping the Arts and Humanities project is based in the School of Advanced Study at the University of London. We are registered as a data controller with the Information Commissioner’s Office [notification number is Z5419651] and have a Data Protection Officer, Suzie Mereweather, who can be contacted via data.protection@London.ac.uk.

You can find out more on our data protection webpage at http://www.london.ac.uk/data-protection.html

One of our responsibilities is to tell you about the different ways we collect and use your personal data. This statement provides details about these uses. In addition to this statement, you may be given further information about the uses of your personal data when you use certain services offered by the University of London.

What data are we collecting?

We hold and process personal data about individuals who create an account directly on the site and/or are affiliated with an infrastructure. The personal data we hold about you consists of:

Contact details including email address
Name
Affiliated organisation

Why do we collect this information?

We collect and use your personal data to:

Contact you regarding the Mapping the Arts and Humanities Project
Add you to the Mapping the Arts and Humanities database
Administer your contributions to the database

We process this data in the legitimate interests of the University of London as well as in your own legitimate interests. These purposes will never override your personal interests, fundamental rights and freedoms in relation to your personal data.

What do we do with this information?

We collect your data where it is publicly available, or when we ask for extra data from you via email. We also collect data upon sign-up to the Mapping the Arts and Humanities project database. Data is stored in a cloud hosted system provided by Studio24. The University has carried out due diligence to make sure this third-party stores data in line with data protection expectations. The University processes personal data in accordance with data protection legislation and our own Data Protection Policy.

How long do we keep your information?

We keep your personal data in accordance with the University’s retention schedules and it is destroyed when appropriate.

We need to pass certain information with third parties:

Studio 24 who host the Mapping the Arts and Humanities database system on which your data is stored

We may need to pass certain information with external parties to fulfil our legal obligations. As a principle only minimal information will be shared as necessary. Third parties with whom information may need to be shared are:

Legal advisors to the University
Law enforcement agencies

Data is shared with UK and EU countries as that is where your data is hosted. Part of our due diligence involves ensuring an appropriate data processor agreement is in place to protect your personal data.

What rights do you have in relation to the way we process your data?

As an individual whose data we process (a data subject), you have certain rights in relation to the processing. You can find detailed information about your rights as a data subject.

You have the right to:

Withdraw your consent for us to process your personal data where we have relied on that consent as our basis for processing your data.
Ask us to confirm that your personal data is being processed and to gain access to (i.e. have a copy of) that data as well as to be provided with supplemental information about the processing.
Request that we rectify any inaccuracies where the data we hold on you is inaccurate or incomplete.
Have your data erased by us, although in certain circumstances we may not be able to do this. The circumstances where this applies can be found in the guide to data subject rights information.
Restrict the processing of your personal data in certain ways.
Obtain your personal data for reuse.
Object to certain processing of your personal data.

If you would like to exercise any of your rights please look at the information available on the data subject rights webpage.

Make a complaint

If you have any concerns about the way that we have handled your personal data please email the Data Protection Team us as we would like to have the opportunity to resolve your concerns.

If you’re still unhappy, you have the right to complain to the Information Commissioner's Office (an independent body set up to advise on information rights in the UK) about the way in which we process your personal data.