Privacy

Transparency is a key element of data protection legislation and this Privacy Notice is designed to inform you:

• how and why the University uses your personal data,
• what your rights are in relation to the use of your personal data, and,
• how to contact us so that you can exercise those rights.

This notice outlines the personal data collection, consent and processing practices related to Local Trust’s website www.learningfrombiglocal.org.uk and the associated communications channels which have been transferred Sheffield Hallam University for legacy purposes.

ICO registration numbers:
Sheffield Hallam University Enterprises Limited Reference: Z6912522
Sheffield Hallam University Higher Education Corporation Reference: Z6559086

Data protection legislation gives you the following rights:

• The right to be informed
• The right of access
• The right to rectification
• The right to erase
• The right to restrict processing
• The right to data portability
• The right to object
• Rights in relation to automated decision making and
  profiling

For more information about these rights please further information on our website and the Contact Us section at the end of this Privacy
Notice.

It is necessary for the University to process your personal data in order to meet our public tasks (learning and teaching, research, knowledge transfer)

• To maintain the content of the Learning From Big Local website for legacy purposes

We will seek your consent for the following purposes:

• To maintain the content of the Learning From Big Local website for legacy purposes in whichever format it was provided in

In order to provide our services we need to collect and use your personal data. Below is a list of what this may include:

• Name, email address and contact details that was provided for consent purposes and information held on any consent documentation
• Photographs, video, audio recordings submitted as part of engagement with the project.
• Submitted stories from the project (whilst names may not be attributed to these stories, it is possible that some details in these stories
  may in certain circumstances make individuals identifiable)
• Name and contact details provided by you if you make any enquiries or have future engagement with the C4 project

• All the information was provided by the participants and stakeholders involved historically with the Learning From Big Local projects.
• All the Personal Data processed by Sheffield Hallam University was provided to Local Trust and transferred to Sheffield Hallam University as
  the organisation to continue the Local Trust work as part of the Centre for Collaboration in Community Connectedness.

You should be aware that in order to provide our services we may need to share your personal or sensitive personal data within the organisation or outside Sheffield Hallam University. The privacy of your personal data is paramount and will not be disclosed unless there is a justified purpose for doing so. The University NEVER sells personal data to third parties.

Your data may be shared with:

• University staff who need the information for administrative, teaching, research, assessment, and student support purposes to support the C4 project.
• Contractors and suppliers, where the University uses external services or has outsourced work which involves the use of personal data on our behalf, e.g. IT services and support, mailing services, confidential waste services. The University will ensure that appropriate contracts and/​or data sharing or processing agreements are in place and that the contractors and suppliers process personal data in accordance with the UK GDPR and other applicable legislation.

The University takes a robust approach to protecting the information it holds. This includes the installation and use of technical measures including firewalls and intrusion detection and prevention tools on the University network and segregation of different types of device; the use of tools on University computers to detect and remove malicious software and regular assessment of the technical security of University systems. University staff monitor systems and respond to suspicious activity.

Alongside these technical measures there are comprehensive and effective policies and processes in place to ensure that users and administrators of University information are aware of their obligations and responsibilities for the data they have access to. By default, people are only granted access to the information they require to perform their duties. Training is provided to new staff joining the University and existing staff have training and expert advice available if needed.

Any personal data will not be retained for any longer than is necessary for the lawful purposes for which it was collected and processed. We may, in some cases, keep personal data for longer to establish, exercise, or defend our legal rights and the legal rights of our clients. In addition, personal data may be securely archived with restricted access and other appropriate safeguards where there is a need to continue to retain it. While we retain your personal data, we will ensure that it is kept securely and protected from loss, misuse or unauthorised access and disclosure. We plan to retain the data until December 2029 when the long term future for the site will be agreed. We will contact you again to update you on plans for the future use of the site and your data.

Please contact the Data Protection Officer if:

• you would like to request copies of your personal data held by the University (a subject access request)
• you would like to exercise your other rights (e.g. to have inaccurate data rectified, to restrict or object to processing)
• you have a query about how your data is used by the University
• you would like to report a data security breach (e.g. if you think your personal data has been lost or disclosed inappropriately)
• you would like to complain about how the University has used your personal data
   

Data Protection Officer
Governance, Legal & Compliance
City Campus
Howard Street
Sheffield
S1 1WB

DPO@shu.ac.uk
Telephone: 0114 225 5555

Or the Centre for Collaboration in Community Connectedness at c4@shu.ac.uk

The Information Commission is the regulator for UK GDPR. The Information Commission’s Office (ICO) has a website with information and
guidance for members of the public: https://ico.org.uk/for-the-public/