Data Protection Information: AU Events and Training system, Managed by Information Services.

This statement applies to the Aberystwyth University Events and Training system.

Background

  • This system collects personal data in order to manage people’s booking information, to collect additional requirements and produce anonymised statistical data about the University events and training sessions. 
  • Personal data is required in order to contact participants, to collect information on additional requirements, to provide evidence of attendance and to create a personal record for the participants and the trainer of people who have attended sessions.  

Lawful basis

  • Personal data will be retained in compliance with the UK General Data Protection Regulation and the Data Protection Act 2018.
  • Processing is necessary to provide training to staff as part of their contract of employment.
  • Student personal data is processed as the University has a legitimate interest in providing, administering and monitoring training which will ultimately be of benefit to them.
  • In providing any special category data, such as that relating to medical conditions you give consent for the processing of that data for the purposes of facilitating the training.

Retention and Access 

  • Participants and trainers/organizers will be able to access personal data for as long as the participant or trainer is a member of the University. Trainers/organizers can only see personal data for the events or training sessions that they delivered. Any special category data will be deleted within 1 month after the event or the last event in a series.
  • Fully anonymised statistical data may be kept indefinitely. 
  • All participant data will be deleted after they cease being a member of the university.

Rights

  • As a participant in any of our events or training sessions, you can access your personal data at any time. You can also request to erase personal data.  Contact Information Governance [infogovernance@aber.ac.uk] in order to exercise any of your data protection rights in relation to the AU Events and Training System.
  • If you are unhappy with our use or storage of your data, you have the right to complain to the Information Commissioner's Office (ICO) about this. Please see the ICO website for more details of how to complain.