Privacy Notice for joining the THINK network
Privacy Notice Introduction
The Travel and Health Integrated research NetworK – THINK is a multidisciplinary research project funded by Health Care Research Wales and hosted at Aberystwyth University (AU). THINK is for practitioners, policy makers, third-sector organisations and academics to come together to work closely, or indirectly, in areas that impact both transport and health.
The public will have many opportunities to be involved in THINK activities, which aim to be participatory. More information about THINK can be found on the website www.think.aber.ac.uk
THINK will provide monthly newsletters to update the network on research findings and new opportunities to collaborate, as well as to promote upcoming events and to share outputs from previous events and to share news items and thought pieces from across the network.
THINK will host regular online and in person (where possible) events for the network, including members of the public. These will include workshops, roadshows and conferences.
In order for members of the network to receive the newsletter and invitations to events THINK will maintain a database of individual’s contact details on a SharePoint server on the AU system, only accessible by the members of the THINK team for the purposes of updating contact details, circulating the newsletter and inviting members of the network to events.
Contact Details Relating to Privacy Notice
The THINK contact details are:
the Travel and Health Integrated research NetworK – THINK
Phone: +44 (0) 1970 628438
What Personal Data Does THINK Process And What Do We Use It For?
THINK will ask you to provide some information about yourself if you want to access our services. This may involve signing up to an event, requesting to join our mailing list and agreeing to take part in research. The personal data we process includes:
- Your name and title;
- Your contact details i.e. email, phone number and contact preferences;
- Your location at a country and municipality level (county in the UK context);
- Your research interests;
- Your image and voice on video or audio. Our events may be image and audio recorded (if applicable);
- The organisation you work for and your role within the organisation (if applicable).
This information will be used by the THINK team to deliver the services that you have signed up for.
Under the UK General Data Protection Regulation (GDPR), the lawful basis we rely on for processing this information is consent.
You are able to remove your consent at any time. You can do this by contacting THINK using the contact details outlined in the ‘Contact Details’ section above or replying to any email from THINK with the subject ‘Unsubscribe me from the News Bulletin’ or ‘Unsubscribe me from event invitations’ etc.
Sharing Your Personal Data
Data will only be shared for the purposes outlined above and will be processed in compliance with current data protection legislation. More information can be found at ICO.org.uk Home | ICO
THINK may also use the following third-party service providers to help us provide you with a better service. These are listed below:
We use Microsoft Teams to host online events. You can review Microsoft’s privacy statement to find out how they manage user data.
We use YouTube to host recorded videos of our events. You can review YouTube’s terms of service to find out how they manage user data.
Event Video Recording
The presentation content of our public seminar events will be recorded and uploaded to YouTube, but any discussions will not be uploaded to YouTube.
This will be advertised on each event registration page this applies to.
This will help to make the event accessible to more people.
The legal basis of us recording this is your consent. You have a right to refuse consent at any point up until broadcasting.
How we obtain your consent for recording and how you can manage your privacy is listed below:
1. Before the recording starts, a pop up will appear asking for your consent to be recorded.
2. There is an option to turn your camera and microphone off.
3. There is an option to change your display name. We suggest that you do this before you join the event.
For more information on how to do this, please visit this Zoom support page.
If you do not consent to the recording, we will not be able to continue with your presence at the specific event and a different event may be set up with other people who feel similarly and we will record key information by hand.
Unfortunately, if these privacy options are not suitable for you and you choose not to consent, it is not possible to attend the event. You may instead watch the recorded video on YouTube after the event.
The video will record the active speaker. If you start talking your voice or video will be in the recording.
Alternatively, you can type your questions in the chat box and our presenter will read them aloud.
Questions can also be edited out on request.
Please be aware that the chat function enables you to send questions directly to the organiser as well as directly to other participants or to the whole group, so choose carefully who you send a message to, so you don’t reveal any identifiable information that you want to keep private.
Participants’ names will not be displayed in the recording.
Audio messages will play each time the recording starts or restarts, informing participants that the meeting is being recorded.
How THINK Stores Personal Information
Data protection legislation requires us to keep your information secure.
This means that your confidentiality will be respected, and all appropriate measures will be taken to prevent unauthorised access and disclosure.
Your personal data will be stored securely on the University’s computer network. Only members of staff who need access to relevant parts or all of your information will have authorised access.
When signing up to our mailing list through Mailchimp to receive News Bulletins, your personal data will be held until you withdraw your consent to the processing of your data for this specific purpose, which you can do via the ‘Unsubscribe’ function on Mailchimp or by emailing firstname.lastname@example.org and request to be removed from the News Bulletins.
When signing up to an event through Eventbrite, your personal data will be deleted after any evaluation forms have been sent to you after the event has taken place (you can opt in to receiving anonymous evaluation surveys when signing up to events), unless you opt in to receive alerts for future events delivered by THINK. .
Your personal data will be held until the completion and closure of the THINK project (you will be notified when this happens) unless you request your data to be removed before this date.
You have a right to access your personal information, to rectify, to erase, to restrict and to the portability of your personal information.
If you have provided consent to AU to process any of your data then you also have a right to withdraw that consent (as detailed in section 2).
Please visit the University Data Protection webpages for further information in relation to your rights.
If you wish to exercise any of your rights please contact Think@aber.ac.uk.