Moray House School of Education and Sport Privacy Notice

Information we collect may include:

• In response to or as part of any contact with the School via electronic means we may request your contact information; such as your name, organisation, role, postal address, telephone, date of birth and email address
• Your responses to surveys which we ask you to complete for research and service improvement purposes
• Information required for research subject participation, although this may be subject to a separate consent process or privacy notice
• Information required to promote School activities, including details of the work, affiliations and achievements of our students, alumni and staff, which may also be subject to a separate consent process or privacy notice
• Information required to assess your eligibility for School funded opportunities e.g. your curriculum vitae, a covering letter or completed application
• How you use our websites, unless you have opted out of cookie consent
• Any other information you post, email or otherwise send to us 

The School will process the personal data of academics, researchers, students, graduates, visitors, staff and other stakeholders in order to deliver and improve the opportunities and services we provide in a personalised manner, to ensure each individual receives relevant information and to meet our statutory, contractual and legitimate business requirements in the most efficient and effective way.

We do not use profiling or automated decision-making processes.  A human decision maker will always be involved before any decision is reached in relation to you.

Information about you will only be used:

• If you have provided us with your consent
• If processing is necessary for the performance of a contract to which the data subject is party or in order to take the steps at the request of the data subject prior to entering into a contract
• If it is in the legitimate interest of the School to process information about you as you are part of the University of Edinburgh community. In order to stay in touch with you and keep you informed of our events, news and services
• To facilitate online bookings for our events

With your consent we may:

• Keep you up to date via electronic, postal and telephone communications with news, events, activities, programmes, services, funding and progress of interest to you with regards to the School
• Process information about you, including photographs, in digital channels including websites and social media
• Process information about you to administer your conference or event attendance at the School. After which we may send you presentations, surveys and request feedback
• Send you University and School marketing information

To meet our contractual obligations to you we will:

• Process contracts for research agreements, funding award applications, placements, licensing agreements, research programme activity and service level agreements
• Track financial information for reporting
• Monitor University of Edinburgh staff and student entries into training, awards, programmes and competitions
• Process recipients of grants, funding and awards won for audit purposes
• Capture external, past and current researcher and academic publications and research outcomes

On the basis of our legitimate business interests to you we will:

• Supply you with the services and information that you request from us and to allow us to respond to your enquiry accordingly
• Analyse the information we collect so that we can administer, support, improve and develop our websites, documentation, teaching and research, room bookings, events and to ensure continuous improvement of all of our services
• Inform stakeholders of opportunities that may be of interest to them
• Monitor the progress of the School and its stakeholders and inform them of appropriate opportunities and services
• Assist stakeholders in visa application processes
• Notify you about changes to our services
• Send you University and School information if you are a professional contact

For more information on our use of cookies and details of how the University of Edinburgh is committed to preserving your privacy, please visit the University of Edinburgh Privacy and Cookie Policy information webpages.

Privacy and cookie Policy information

Whenever we collect or process your personal data, we’ll only keep it for as long as is necessary for the purpose for which it was collected and, in some cases, so we can comply with our legitimate and contractual obligations.

In the case of subscribed services such as mailing lists we will hold the personal data you provided us for 1 year.  After this period, we will send communication to you querying whether you wish to remain on our mailing list.  Alternatively, you can opt out of the mailing list at any time.

At the end of that retention period, your data will either be deleted completely or anonymised, for example by aggregation with other data so that it can be used in a non-identifiable way for statistical analysis and business planning.

Once we have received your information, we employ security measures to protect your information from access by unauthorised persons and against unlawful processing, accidental loss, destruction or damage.

Transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of data transmitted to the website or via email. Any transmission is at your own risk.

Where we have given you (or where you have chosen) a password which enables you to access certain parts of the website or information systems and services, you are responsible for keeping this password confidential. We ask you not to share a password with anyone.

All payment transactions will be encrypted.  Areas of the site that process online transactions make use of – and transfer data to – third-party software and service providers.  All third-party software and service providers that we use are compliant with the relevant Payment Card Industry standards.

• Payment Cards Industry Security Standards Council website

Authorised personnel within the School will be able to access the information you provide to us. Unless required to do so by law, we will not share, sell or distribute any of the information you provide to us without your consent. To comply with statutory requirements, we are required to share your personal information with external agencies, particularly for the purposes of detection or prevention of crime or fraud. We may also disclose your personal information to the University of Edinburgh or any other subsidiary of the University of Edinburgh, for the purposes disclosed in this privacy statement. 

Information that you share with us may be processed by the following third parties:

• Other departments and services within the University of Edinburgh
• On certain programmes of study we will share information with other participating academic institutions
• On certain programmes of study we will share information with local authorities for the purpose of facilitating mandatory school placements
• On certain programmes of study we will share information with the General Teaching Council for Scotland for the purpose of assessing Fitness to Teach
• Diversity Travel for the purposes of making travel and accommodation arrangements
• Enterprise Rent-A-Car or Arnold Clark for the purposes of arranging car hires
• To facilitate online bookings for our events
• Co-hosts of events and conferences
• Research funding bodies

In some instances, the University of Edinburgh uses third-party companies to enhance the quality, service and functionality of certain web services available to visitors.

You will be informed if this applies to your data.

We use:

• Arnold Clark – to arrange car hires privacy notice
• Blackboard Collaborate – the University supported virtual classroom and meeting tool Data Retention Policy
• Claris FileMaker – to manage CALL Scotland’s activities database and loan bank privacy notice
• Dotdigital - to provide a bulk email service privacy notice
• EPay – for event management and registration privacy notice
• Enterprise Rent-A-Car – to arrange car hires privacy notice
• Eventbrite – for event management and registration privacy notice
• JISC online surveys – to collect survey responses privacy notice
• Mailchimp – to provide a bulk email service privacy notice
• Microsoft Teams and Microsoft Teams Live Events - to host online meetings and presentations privacy statement

The University maintains several other privacy statements that are specific to services delivered. 

University of Edinburgh privacy statements

If you change your mind about being contacted in the future by any of these means you can opt out from further communications at any point by contacting us directly at MHSES.Governance@ed.ac.uk or at the address below:

School Office

Old Moray House 1.02

Moray House School of Education and Sport 

University of Edinburgh 

Holyrood Road 

Edinburgh 

EH8 8AQ 

Alternatively, unsubscribe via the unsubscribe link at the bottom of email communications you receive from us.