Privacy Policy

The Innovation and Research Caucus (IRC) is hosted at Oxford Brookes University (Oxford Brookes/the University). Both are committed to protecting the privacy and security of personal data. Personal data is information that could identify you.

The University will be the Data Controller of any personal data that you supply. This means that Oxford Brookes (and/or IRC) will, in accordance with UK data protection and privacy law, make the decisions on how your data is used and for what reasons. The purpose of this privacy notice is to:

• be transparent about the information we collect and store about you and its use
• comply with our obligations under data protection and privacy law

Why do we need your data?

For newsletter sign ups, the personal data provided by you may be used for sharing IRC updates, news and upcoming events. Those organising may need your contact details and information about you to facilitate your participation.

For membership sign-ups, the personal data provided by you may be used for:

• Processing your sign-up request
• To share IRC updates and newsletters
• Display limited details of IRC members (Name, Organisation, and Research interests) on the IRC website to the public.
• Share IRC member contact details (The above, but also including Email address, Phone number and other Address information) with colleagues at Innovate UK, ESRC and UKRI to facilitate engagement, knowledge exchange and subject matter expertise.
• Share IRC member contact details (as above) to other IRC members to facilitate engagement and research connections.
• For statistical and analytical purposes on behalf of the IRC to understand our membership

Legal basis for collecting this data

The University and the IRC’s legal basis for collecting or processing your data is:

• Consent: you have given clear consent for us to process your personal data for a specific purpose.
• Legitimate interests: the processing is necessary to meet your legitimate interests, those of the IRC or the legitimate interests of a third party.
• Contract: the processing is necessary in order for you to enter into a contract or for the performance of a contract to which you are a party
• Public task: processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller; this usually means that the processing is associated with the University’s core business, for this processing ground to apply

Oxford Brookes University’s legal basis for processing your Personal Data (or information) is as set out in Art 6 UK GDPR.

What type of personal data will we use?

• Your name
• Your email address
• Your organisation name and job title (where applicable)

Who will we share your data with?

Academic partners and collaborators for the IRC will have access to your data. This includes Warwick University, Manchester University, Cambridge University and Birkbeck, University of London. Your data will only be used for the purpose of sharing IRC news and updates and facilitating collaboration only.

The IRC website is hosted by Some Bright Spark.

Oxford Brookes and the IRC uses the Google suite and Microsoft Teams to store data.

Will we transfer my data outside of the UK?

If you are overseas and we contact you then your data may be shared overseas.

What rights do I have regarding my data that we hold?

• You have the right to be informed about what data will be collected and how this will be used
• You have the right of access to your data
• You have the right to correct data if it is wrong
• You have the right to ask for your data to be deleted
• You have the right to restrict use of the data we hold about you
• You have the right to data portability
• You have the right to object to Oxford Brookes and the IRC using your data
• You have rights in relation to using your data in automated decision making and profiling.

Your rights will depend on the legal ground used to process your data

Are there any consequences of not providing the requested data?

If you do not provide full contact data, then our communications with you may be affected and you may not be able to take part in an event or collaboration activity.

Will there be any automated decision making using my data?

There will be no use of automated decision making in scope of UK Data Protection and Privacy legislation.

How long will we keep your data?

Your contact details may remain on a contact list for 3 years from when it was added, or to the point you choose to unsubscribe.

Who can I contact if I have concerns?

You can contact:

• The IRC team for general enquires via beth.midwinter@brookes.ac.uk
• The Information Security Management Team via sec@brookes.ac.uk if you have a concern about Data Protection matters or if you want to exercise your rights under Data Protection or Freedom of Information law
• Oxford Brookes‘ Data Protection Officer via BrookesDPO@brookes.ac.uk who ensures that Data Protection provisions are applied lawfully in Oxford Brookes