Privacy Notice

Privacy Notice

Background

This Privacy Notice is designed to explain how and why Glasgow Caledonian University (GCU) processes your personal information when you attend a GCU event or conference or host your own event at GCU. 

GCU is a vibrant, innovative and multi-award winning University for the Common Good. Our diverse venue provides a range of opportunities for GCU to host world class events and to offer event spaces available for external organisations to hire for commercial events. GCU wants to stay in touch with event clients, who hire and enquire about the use of a GCU venue, and those who attend events managed and run by GCU, to ensure conferences and events are delivered to a high standard for external organisations and those individual attendees. 

How we process your personal data

GCU processes your personal information in accordance with the overarching principles and requirements set out in the UK General Data Protection Regulation and the Data Protection Act 2018 (‘Data Protection Law’). What this means is that GCU processes your data in a way that is: 

  • Lawful, fair and transparent;
  • Compatible with the purposes that we have told you about;
  • Adequate and necessary, we only use the data we need to use for the reason we told you;
  • Accurate and up to date;
  • Not excessive, we only keep your data for as long as we need it; and
  • Secure and protected. 
Who will process my personal information?

Under Data Protection Law GCU is the “data controller”. This means that GCU is responsible for deciding how it processes, stores and shares your information and complies with requests relating to your personal data.

Why do we collect and use your personal information?

GCU will collect and process personal information about you for the purpose of managing events and conference activities, including online events.  Your personal information may be processed for the purpose of inviting you to a GCU event, or to register your interest and attendance at an event organised by GCU (corporate events). GCU may also process your personal information if you enquire about hosting your own event at GCU (commercial events).

Corporate events

If you register to attend a GCU event, whether online or in person, your information is used to ensure we know how many people are attending an event, your relationship with GCU and any catering or accessibility requirements to ensure the event you have registered for delivers for its expected audience. 

Commercial events

If you contact us to express interest in hosting an event at GCU, such as a conference, meeting, exhibition, dinner, drinks reception, online event, external exam or to hire a space for filming activity, GCU will collect personal information about you to support your enquiry and to better understand how we can help you in meeting your event objectives. Collecting your information helps us to match your requirements with suitable available spaces on our campus; taking in to consideration all your event needs, including for example catering or audio visual information for online events. 

Event Photography and Filming

Some events held at GCU may be filmed or photographed. GCU will notify you if photography or filming will take place at an event and seek consent if required. 

Virtual Events

If you register to attend an online event provided via a video conferencing platform such as MS Teams or Zoom, the companies who operate these online platforms may process some personal information about you to enable you to access the event online. GCU may record virtual events and will notify you if this is the case and seek consent if required. 

Marketing

GCU may contact you after you attend an event to keep you informed about new developments, up and coming events, news and offers from GCU which we think will be of interest to you. Some examples include; event invitations, newsletters and surveys to support the GCU’s conference and events activity. 

Online Booking Platforms

We use third party suppliers who provide us with online booking platforms to help manage our events. When you register for an event using any of these platforms you will share personal data with the platform provider acting on our behalf. 

Keeping information updated

GCU strives to ensure that all personal information is accurate and up to date. Should you need to update your information, please let us know by emailing events@gcu.ac.uk or contacting us using the details below: 

Conference and Events
Glasgow Caledonian University
70 Cowcaddens Road
Glasgow
G4 0BA
Tel: 0141 331 3011

How long is the information kept?

GCU will retain your information for as long as necessary for the purposes described or until such time that you withdraw your consent.  We will retain your personal data for a longer period where necessary to comply with our legal or regulatory obligations or to initiate or defend a legal claim. 

Further information is available in the Records Retention Schedules:
https://www.gcu.ac.uk/recordsmgt/  

Where do we obtain information from?

We obtain data for from a variety of sources to include but not limited to:

  • Directly from you if you make an enquiry to hire an event space at GCU;
  • Directly from you when you register to attend an event;
  • From another organisation, such as an employer, who has shared your information with us to register you for an event at GCU; and
  • From your interactions when you contact GCU to make any event-related enquiry
What information is being collected and used?

Personal information or personal data, means any data that could be used to identify a living person. Information may be in hard copy or electronic format. This includes, but is not limited to:

  • Your contact details including name, email address, phone number, job title
  • Your dietary requirements when catering is provided at an event
  • Financial data for the purposes of processing invoices or charging for events 

Special category personal information may also be processed where it is necessary and lawful for us to do so. This includes;

  • Racial or ethnic origin 

GCU will minimise the personal and special category data it collects, to only that which his strictly necessary. Where it is necessary to process special category data, GCU will implement appropriate safeguards to protect the data.

Who is the information shared with?

Your information will be shared internally only with those individuals who require it in the course of their duties. 

GCU may from time to time engage third parties, for example, to run online events. When GCU shares personal information with third parties, we will ensure that appropriate safeguards are put in place by those third parties to protect such information and that your information is processed in accordance with our instructions. 

We may also share your personal information to support the facilitation of events and to meet our statutory and legal obligations with parties including; 

  • Relevant UK government departments;
  • Professional, statutory and regulatory bodies, e.g. Scottish Public Services Ombudsman, Office of Scottish Information Commissioner, Information Commissioner’s Office, Health & Safety Executive;
  • Law enforcement agencies;
  • Relevant authorities dealing with emergency situations at the GCU;
  • Research funding bodies or bodies managing financial administration/monitoring of research funds including research councils and EU funding bodies;
  • Service providers
  • Academic institutions managing your exams
  • Any other authorised third party to whom GCU has a legal/contractual obligation to share data with.
How is the information kept securely?

Information is kept securely on GCU equipment in line with GCU’s Information Security and Data Protection Policies. Access is restricted to only those staff or authorised agents who require it and on a “need to know” basis.

Will the information be used for automated decision-making or profiling?

Automated decision making and profiling activities are not carried out in the context of GCU conferences and events. If we do undertake any of these activities, we will let you know.

Data Transfers

We ensure appropriate safeguards are in place to protect your personal data where we are required to transfer it from the UK, which is outside the EEA, to other jurisdictions outside the EEA. Adequate safeguards are in place for transfers of your data from the UK to the EEA.

Your legal rights

In certain circumstances, you have the right to:

  • Find out what personal information GCU processes about you and to request a copy of the data
  • Request that GCU corrects inaccurate or incomplete personal information about you
  • Withdraw consent to process your personal information, if you were asked for and provided consent 

If you think the GCU is acting unfairly or unlawfully you can:

  • Object to the way we are using your data
  • Complain to the UK Information Commissioner’s Office 

Under certain conditions, you also have the right to request that GCU:

  • Restrict the use of your data
  • Erase your information or ask GCU to stop using it to make decisions about you
  • Provide you with a portable electronic copy of data you have provided to GCU 

Please contact the dataprotection@gcu.ac.uk  if you wish to exercise/enquire about any of these rights. 

Contact Details

Data Protection Officer (DPO)
Department of Governance
Britannia Building
Glasgow Caledonian University
Cowcaddens Road
Glasgow
G4 0BA 

Email:  dataprotection@gcu.ac.uk

Legal basis for using your information

The purposes for which GCU processes your personal information include:

  • to organise events both in person and online at GCU (including your registration, attendance or hiring of a GCU event space)
  • to tell you about future GCU events (if you have given your consent) 

GCU processes your personal information on the basis that:

  • You have provided your consent;
  • It’s necessary for the purpose of enter into a contract with you;
  • It’s necessary for GCU to comply with a legal obligation;
  • It’s necessary to protect you or another individual's vital interests (in an emergency);
  • It’s necessary for GCU to perform a task in the public interest as an official authority; and
  • It’s in GCU’s legitimate interest to process the information, for example, to respond to your enquiry. 

Where special categories of data are processed GCU will do so on the basis that we have your explicit consent or another legal reason within Article 9(2) of UK GDPR will apply.

Further information

The Information Commissioner’s Office website: http://www.ico.org.uk
GCU’s  Data Protection webpages:  https://www.gcu.ac.uk/dataprotection/ 

Further information is available in the Student Privacy Notice and Staff Privacy Notice:
https://www.gcu.ac.uk/dataprotection/.