Information about you: how we use it and with whom we share it

The information you provide will be used by the Scottish Graduate School of Social Science (SGSSS) in accordance with instructions from the Lead Institution, the University of Edinburgh.

Purpose

We may collect and process the following information:

• information that you provide by registering for the website, and filling out your profile
• information in correspondence that you send us
• details of your visits to our website including, but not limited to, traffic data, location data, weblogs and other communication data, and the resources that you access.

The information you provide may be used by SGSSS to:

• maintain our IT system,
• administer events and monitor participation in training and events,
• provide you with support and services you have requested,
• to gather feedback,
• to provide you with information about SGSSS news and events, activities and programmes and opportunities that you request from us or we feel may interest you, where you have consented to be contacted for such purposes.

Legal basis

The legal basis for processing your personal information falls under:

Consent: When you enter your information in a form, we specify the purpose and future use of this information. By submitting information to a form, you consent for your details to be used according to the purposes stated within each form. As this information is provided on the basis of consent, you are free to withdraw your consent for such use of your information at any time.

We also collect some personal information (like the address of your computer) through the use of website cookies. You can set your preferences for these cookies through our cookie consent banner or when viewing some content. You can change these preferences at any time.

Sharing personal data

Information about you will be shared with:

SGSSS Admin: Your registration data will be shared with SGSSS Admin so that this website can be monitored, maintained, developed, and adminstered. Any information provided within your profile can be viewed by the SGSSS web admin.

Site members: Where you have given consent, certain information will be available and displayed to other members on this website. You can control how much or how little you would like to share within your profile preferences.

Event registration

We will use your personal data to allow us to process your registration, communicate with you and obtain your feedback about the event. We are processing the information about you for these purposes because by registering for the conference, you are entering into a contractual agreement for us to do so.

SGSSS uses the cloud-computing platform Microsoft Azure to host and process information about you on our behalf. SGSSS remains responsible for the information and will ensure it is kept securely.

The following data will be shared with workshop organisers where available:

• student contact details,
• PhD title,
• HEI where studying – for the purposes of registration and communications around the workshop itself +
• special dietary requirements – for the purposes of arranging refreshments at the training event

By subscribing to an event, you may be added into an event group where you will be listed among the other attendees of this event and will be contactable by the event organiser.

After the event, we may send you a survey as it is our legitimate interest to help us improve any future events we organise.

We will hold the personal data you provided us for 18 months. If you have agreed to be contacted about future events, we will hold your personal data for as long as you subscribe to these updates. If you submit a travel expenses claim, your financial data such as a payment record will be held for 7 years.

We do not use profiling or automated decision-making processes.

Retention

We will hold the personal data you provided us in line with the Lead Institution’s retention schedules

We do not use profiling or automated decision-making processes. A human decision maker will always be involved before any decision is reached in relation to you.

Contact

If you have any questions, please contact Linsey Fender, SGSSS Head of Strategy and Operations, on team@sgsss.ac.uk.

The University of Edinburgh’s privacy statement is here:

Continued privacy statement