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This is a summary of how we protect your personal data and respect your privacy. This notice is for Affiliates, including guests, visitors, contractors, consultants, agency workers, collaborative partner staff, honorary staff, other collaborators from another institution.
We collect your personal data directly from you during your engagement. We may also collect data from other sources including:
We may collect the following types of personal data about you:
We process affiliate personal data for the following purposes:
We have identified appropriate legal bases for processing information as follows:
We process some of your information because it is necessary for the performance of a contract with you, for example, to manage your contract for services with us and deal with any queries you may have.
We process some of your information in order to comply with data protection laws.
We process some of your information because it is necessary for our legitimate interests, for example, to manage and lead the university.
We may share some of your personal data with:
In all cases access will be restricted to individuals with the appropriate permissions and duty of confidentiality.
We keep your personal data only for as long as is necessary. Affiliate data will generally be retained after the end of the contract for the current tax year plus 6 years.
For full details you can access the University retention schedule on our website at policies and regulations.
Data will be anonymised or securely destroyed at the end of its retention period.
Under the GDPR and the Data Protection Act 2018, you have the following rights:
Please note that the above rights are not absolute and we may be entitled to refuse requests where exceptions apply.
When considering your personal data, affiliates should ensure the information provided to the University remains accurate and up to date. You should inform the University as soon as possible if details, such as your address, change. Some affiliates can make changes to personal details online via Unified.
When handling other people's personal data, affiliates are required to maintain confidentiality and abide by the GDPR principles. These responsibilities are set out in our Data Protection Policy.
If you have any queries about this privacy notice or how we process your personal data, or you wish to request access to the personal data we hold about you, please speak to your line manager or a member of HR first.
If you then wish to exercise your rights as a data subject, please use the Data Subject Request form on our website under policies and regulations.
If you have further questions, please email firstname.lastname@example.org.
If you are not satisfied, you can make a complaint to the Information Commissioner. You can find out more about your rights under data protection legislation from the Information Commissioner's Office website.
This privacy notice will be updated on an annual basis. If we make any significant changes in the way we treat your personal information we will make this clear on the Kingston University website or by contacting you directly.
Kingston University is the data controller of your personal data and is subject to data protection legislation, the General Data Protection Regulation (GDPR), Data Protection Act (DPA) 2018 and Privacy and Electronic Communications Regulations (PECR). We are listed on the Information Commissioner's Office (ICO) register of fee payers.
You can find privacy notices and other relevant policies on our website under policies and regulations.