Your personal Data 

The University of Glasgow will be what is known as the ‘Data Controller’ of your personal data processed in relation to the doctoral researcher training programme. This privacy notice will explain how The University of Glasgow will process your personal data. 

Why we need it 
When you sign-up for a workshop, webinar, residential programme, or other event, we collect the following information: 

Workshops, webinars, and other events:
Name, student number, contact details, information relating to your college / school / institute and programme of study. 

Workshops and other events with catering:
Name, student number, contact details, information relating to your college / school / institute and programme of study.
Any dietary requirements. 

Residential programmes:
Name, student number, contact details, information relating to your college / school / institute and programme of study.
Any dietary requirements, disability needs, gender, emergency contact information 

We collect this basic personal data in order to administer the training and support services we have agreed to provide to you. We may also need to process the sensitive data you provide to us to ensure your safety and wellbeing. In addition to this, we also need to process some of the data you provide to us to ensure that we are providing the right support to you in line with any different needs that you have highlighted. 

Legal Basis for processing your data 

We must have a legal basis for processing all personal data. In this instance, the legal bases are: 

Public Task: activities undertaken as part of the core functions of the University, such as recording your attendance on courses for award of credits. 

Legal obligation: we need to process some of the data supplied to help us comply with legal obligations that include ensuring that we are providing the right support to you in line with any different needs that you have highlighted and ensuring your safety and wellbeing. 

What we do with your data and with whom we share it 

The personal data you submit is processed by staff at the University of Glasgow in the United Kingdom. We may share your personal information with partner(s) with whom we have collaborated to organise workshops, webinars, residential programmes, or other events, in order to undertake the administrative and other duties outlined above. 

We do not share the information you provide to us outside of the European Economic Area (EEA) or with other parties unless there is a lawful basis to do so. 

We are committed to the security of the information we hold and in ensuring that only people who need to access the information are able to do so. Your information is held in the University’s secure servers, with access restricted to authorised personnel only. 

How long do we keep it for?  

The University of Glasgow will retain a register of your attendance at workshops, webinars, residential programmes, or other events in line with the policy governing retention of student records. 

Other personal data collected specifically to facilitate your attendance at workshops, webinars, residential programmes, or other events will be retained by the University for 1 year. After this time, data will be securely deleted. Should an incident occur during one of our programmes then we will keep this data permanently. 

External partners will only retain information for as long as it is necessary for the purposes set out above, and will delete this one month after the workshop, webinar, residential programme, or other event has concluded. 

What are your rights? 

You can request access to the information we process about you at any time. If at any point you believe that the information we process relating to you is incorrect, you can request to see this information and may in some instances request to have it restricted, corrected or, erased. You may also have the right to object to the processing of data and the right to data portability. 

If you wish to exercise any of these rights, please contact dp@gla.ac.uk.  

Complaints 

If you wish to raise a complaint on how we have handled your personal data, you can contact the University Data Protection Officer who will investigate the matter. 

Our Data Protection Officer can be contacted at dataprotectionofficer@glasgow.ac.uk 

If you are not satisfied with our response or believe we are not processing your personal data in accordance with the law, you can complain to the Information Commissioner’s Office (ICO) https://ico.org.uk/