Who we are

Our website address is: www.ukcleanair.org

Purpose of this notice

The www.ukcleanair.org website operates in line with the University of Southampton privacy policy.

This Notice tells you how the University of Southampton will collect and use your personal data when you access this website. The University is a “Data Controller”. This means that the University is responsible for deciding how we hold and use your data. This privacy notice is being made available to you because, in order to operate this website, we may collect and store personal information that you submit via this website. This notice informs you about how and why your personal data will be used and how long it will usually be retained by us. 

It is important that you read this Notice together with any other privacy notice we provide on specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your data. This Notice supplements the other notices and is not intended to override them.

The University of Southampton privacy notice may be amended from time to time. The current version is available here.

Data Protection Principles

We will comply with the Data Protection Legislation and its principles, which means that your data will be:

• Used lawfully, fairly and in a transparent way;
• Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes;
• Used in a way that is relevant to the purposes we have told you about and limited in usage only to those purposes;
• Accurate and kept up to date;
• Kept only as long as necessary for the purposes we have told you about;
• Kept securely.

What personal data we collect and why we collect it

“Data” refers to the information that we hold about you from which, either on its own, or in combination with other information, you can be identified. “Processing” means doing anything with your data, such as collecting, recording or holding the data, as well as disclosing, destroying or using the data in any way.

We may collect and process the following categories of personal information about you:

• Biographical data including first and last name
• Contact data, for example email address
• Records of all contact we have with you
• Technical data including internet protocol (IP) address, cookie identifiers, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform and other technology on the devices you use to access this website
• Usage data including information about how you use our website
• Any other information that you provide to us to fulfil your request
• Newsletters and correspondence: should you sign up to a newsletter circulation list we will use your data to contact you with the newsletter

Purpose of processing your data

Where we request personal data from you on our website you will be informed at that time of the purpose for which the data will be processed and how it will be processed, its legal basis for processing as well as any transfers to third parties.

Purpose of processing – automated collection of personal information

When you access our web pages certain information your browser provides, including your IP address at the time, browser type, and potentially the address of the page you last visited, will be automatically recorded by the University. This data may be used to aid detection in the event of a security breach. The legal basis for this processing is necessity to pursue our legitimate interests to keep our website secure. The University retains this data in a form from which you may be identifiable for a period of up to two months.

Third-party access

Your personal data that you have provided will not routinely be sent to third parties (unless notified – see above).

Where we get your data from

• From you: we collect personal data when you sign up for information about the programme or contacting us via the contact form.  We may also collect personal data on paper forms at events, for feedback or follow ups relevant to that event.
• From external sources: we use Eventbrite to market our events. Read the Eventbrite Privacy Policy

Notifications and collaborations

By subscribing to our Researcher Collaboration form (when available) on our website, this form allows applicants to the SPF Clean Air calls or other projects to advertise where their applications / work require additional expertise or skills or allow individuals / organisations to offer their expertise for involvement in applications, before final submission of the Outline and / or Full proposals.

• All personal data submitted on this form will be processed in accordance with current UK data protection legislation.
• We will record your information for the purpose of assessing, processing, and contacting you regarding your registration/collaborative activities.
• We will not pass your information on to any other third party without obtaining your prior permission.

Information entered here will be made public on this website

These details may be used by individuals to independently make contact and discuss involvement in prospective applications.

By contacting us you are giving consent to the receipt of other email notifications about the UK Clean Air Programme, including invitations to relevant events.

You may unsubscribe at any time by following the relevant link in the newsletter or by emailing contact@ukcleanair.org with the subject ‘Unsubscribe’.

Data retention

The University’s policies on retaining data for prospective and current students, staff and job applicants are detailed in our data retention policy. https://www.southampton.ac.uk/about/governance/policies/privacy-policy.page

In other cases, for example, if you subscribe to news or events, any retention of data will be made clear at the point of collection.

Cookies

Cookies are small text files that are placed on your device by websites that you visit.

We use cookies for the following purposes:

• Performance tracking: Track how our website is used and help us make improvements

Comments

When visitors leave comments on the site we collect the data shown in the comments form, and also the visitor’s IP address and browser user agent string to help spam detection.

If you leave a comment on our site you may opt in to saving your name, email address and website in cookies. These are for your convenience so that you do not have to fill in your details again when you leave another comment. These cookies will last for one year.

An anonymised string created from your email address (also called a hash) may be provided to the Gravatar service to see if you are using it. The Gravatar service Privacy Policy is available here: https://automattic.com/privacy/. After approval of your comment, your profile picture is visible to the public in the context of your comment.

Media

If you upload images to the website, you should avoid uploading images with embedded location data (EXIF GPS) included. Visitors to the website can download and extract any location data from images on the website.

Contact forms

Information entered into a contact form is stored both in cookies and on the website database. Confirmation that a form has been completed will be sent as an email notification to the UK Clean Air team. 

If you visit our login page, we will set a temporary cookie to determine if your browser accepts cookies. This cookie contains no personal data and is discarded when you close your browser.

When you log in, we will also set up several cookies to save your login information and your screen display choices. Login cookies last for two days, and screen options cookies last for a year. If you select “Remember Me”, your login will persist for two weeks. If you log out of your account, the login cookies will be removed.

If you edit or publish an article, an additional cookie will be saved in your browser. This cookie includes no personal data and simply indicates the post ID of the article you just edited. It expires after 1 day.

Embedded content from other websites

Articles on this site may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.

These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracking your interaction with the embedded content if you have an account and are logged in to that website.

Analytics

We may use and analyse the information we collect so that we can manage and improve our services.

Demographic and statistical information about user behaviour may be collected and used to analyse the popularity and effectiveness of the website. Any disclosure of this information will be in aggregate form and will not identify individual users.

Who we share your data with

If you request a password reset, your IP address will be included in the reset email.

What rights you have over your data

If you have an account on this site, or have left comments, you can request to receive an exported file of the personal data we hold about you, including any data you have provided to us. You can also request that we erase any personal data we hold about you. This does not include any data we are obliged to keep for administrative, legal, or security purposes.

Where we send your data

Visitor comments may be checked through an automated spam detection service.

Queries and complaints

If you have any queries or concerns relating to this privacy notice or the way your data is being processed through this website then please contact the University’s Data Protection Officer, https://www.southampton.ac.uk/legalservices/what-we-do/data-protection-and-foi.page

The University’s main telephone number is +44 (0)23 8059 5000

The UK’s regulator for the DPA and GDPR is the Information Commissioner’s Office (ICO). The University is registered as a Data Controller with the ICO

Should you be dissatisfied with our handling of your concerns you have the right to complain to a supervisory authority. In the case of the UK this is the Information Commissioner’s Office and details can be found at https://ico.org.uk.