Cookies and Privacy

The Earlham Institute Group, including any fully owned subsidiaries (‘EI’ ‘We’ or ‘Us’) is committed to protecting your data and respecting your privacy.

These policies (together with our terms of use and any other documents referred to in it) sets out the basis on which any personal data We collect from you, or that you provide to Us, will be processed by Us. Please read the following carefully to understand our views and practices regarding your personal data and how We will treat it.

For the purpose of the Data Protection Act 1998 (the Act), the data controller is the Earlham Institute, based at Norwich Research Park, Colney, Norwich, NR4 7UZ.

The Earlham Institute Group, including any fully owned subsidiaries (‘EI’ ‘We’ or ‘Us’) is committed to protecting your data and respecting your privacy.

This privacy notice explains how We collect, store and use any personal information We obtain from our web forms, in accordance with the General Data Protection Regulation (GDPR).

For the purpose of the Data Protection Act 2018 (the Act), the data controller is EI, based at Norwich Research Park, Colney, Norwich, NR4 7UZ.

What information do We collect about you?

We may collect and process the following data about you:

Information that you provide by filling in forms on our site http://www.earlham.ac.uk. This includes information provided by subscribing to any services We may offer, posting material, making enquiries, or requesting further services. We may also ask you for information when you report a problem with our site.
If you contact Us, We may keep a record of that correspondence.
Details of your visits to our site including, but not limited to, traffic data, location data, weblogs and other communication data, and the resources that you access.
Information about your computer, including your IP address, operating system and browser type, for system administration. This is statistical data about our users' browsing actions and patterns, and does not identify any individual.
For the same reason, We may obtain information about your general internet usage by using a cookie file which is stored on the hard drive of your computer, or by using JavaScript code.
Cookies contain information that is transferred to your computer's hard drive. Cookies and Javascript settings can be disabled through adjusting the setting on your browser. This may limit access to certain areas of our website.

How We use your information?

We use information held about you in the following ways:

To provide you with information, products or services that you request from Us or which We feel may interest you, where you have consented to be contacted for such purposes. This information is shared internally with our technical genomics, scientific training and business support groups.
To ensure that content from our site is presented in the most effective manner for you and for your computer.
To allow you to participate in interactive features of our service, when you choose to do so.
To notify you about changes to our site

Cookies help Us to improve our site and deliver a better, more personalised service. This information obtained enables Us:

To estimate our audience size and usage pattern.
To store information about your preferences, and so allow Us to customise our site according to your individual interests.
To speed up your searches.
To recognise you when you return to our site.
This information is currently collected using Google Analytics. You may wish to visit Google's Privacy Centre.

What is our lawful basis for processing your information?

Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the Information Commissioner’s Office website. We process your personal data under the following legal bases:

Consent – We process your information when you give Us consent for the purposes outlined above.
Legitimate Interest – We process your information for business and academic purposes.

Your Rights

Which lawful basis we rely on may affect your data protection rights which are set out in brief below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:

Your right of access - You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. You can read more about this right on the Information Commissioner’s Office (ICO) website.
Your right to rectification - You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. You can read more about this right on the ICO website.
Your right to erasure - You have the right to ask us to delete your personal information. You can read more about this right on the ICO website.
Your right to restriction of processing - You have the right to ask us to limit how we can use your personal information. You can read more about this right on the ICO website.
Your right to object to processing - You have the right to object to the processing of your personal data. You can read more about this right on the ICO website.
Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you. You can read more about this right on the ICO website.
Your right to withdraw consent – If we use consent as our lawful basis you have the right to withdraw your consent at any time. You can read more about this right on the ICO website.

Please note that some rights may not apply in all situations. If we cannot comply with your request, we will explain why and inform you of your right to complain to the Information Commissioner’s Office if you are not satisfied with our response.

For more information about your rights, visit the ICO’s website: https://ico.org.uk/for-the-public

If you make a request, we must respond to you without undue delay and in any event within one month.

To make a data protection rights request, please contact us using the contact details at the bottom of this privacy notice.

How do We store and share your information?

Your information is mainly stored in secure electronic systems on secure servers. Subscription information is held on a single MailChimp mailing list with relevant information passed to our High-Performance Sequencing, scientific training, business support and knowledge exchange teams according to relevance of preferences selected.

Journalist information is held through a third-party media-monitoring provider only. Industry contact information is held through on myIP software, a secure electronic system on secure servers.

Security of your information

We are committed to keeping your personal information safe and secure. Your personal information is created, stored and transmitted securely in a variety of electronic formats. Access to your personal information is limited to staff who have a legitimate interest in it for the purposes of carrying out their contractual duties. We may share your information with any other EI Data Processors for business purposes.

Please note that, although We will do our best to protect your personal data, We cannot guarantee the security of your data transmitted to our site; any transmission is at your own risk. Once We have received your information, We will use strict procedures and security features to try to prevent unauthorised access.

Retaining and disposing of your information

You can unsubscribe from our mailing list at any time through your unique link. Upon unsubscribing your information will be automatically removed from the mailing list. The communications team will undertake an annual review of the mailing list to ensure that the information held is accurate, relevant and not outdated. Any data not meeting these standards will be deleted from our mailing list.

Alternatively, you can request disposal of your data at any time by emailing the Communications team.

Who can I contact?

If you have any questions about how your personal information is used, or wish to exercise any of your rights, you can contact digital@earlham.ac.uk.

Compliance with data protection legislation

For the Earlham Institute, the person with responsibility for advising on compliance with data protection legislation is Sarah Cossey, contact: dpa@earlham.ac.uk.

This notice will be reviewed on a regular basis and may be amended and updated at any time. We may also notify you in other ways from time to time about the processing of your personal information.

This privacy policy applies to:

High-Performance Sequencing
Research E-Infrastructure
Earlham Biofoundry
Single Cell and Spatial Analysis

The Earlham Institute Group, including any fully owned subsidiaries (‘EI’ ‘We’ or ‘Us’) is committed to protecting your data and respecting your privacy.

This privacy notice explains how EI and its subsidiary Earlham Enterprises Ltd (EEL) collects, stores, and uses personal information We collect in relation to our Sequencing and Technology Platforms (listed above), in accordance with the General Data Protection Regulation (GDPR).

For the purpose of the Data Protection Act 2018 (the Act), the data controller is EI, based at Norwich Research Park, Colney, Norwich, NR4 7UZ.

What information do We hold about you?

When you enquire or take part in a survey or use our one of our Sequencing and Technology platforms, We collect the following non-sensitive data about you:

Data that you provide to Us when you request information about our Sequencing services and Technology platforms via one of our webforms on our site (http://www.earlham.ac.uk), including your name, work address, email address, and your research interests.
Data that you provide to Us when you submit a request for our Sequencing Services, including information contained in our sample information and purchase order details.
If you contact Us by phone or email, or take part in a survey about our services, We may keep a record of that correspondence.

How We use your information

We collect, store and process personal data to:

Provide information to you about the services We offer.
Issue a quotation for the services that you have requested.
Deliver services that you have commissioned from Us.
Gather information about our services, or the services you would like Us to provide to you or the scientific community.

What is our lawful basis for processing your information?

Contract – To deliver the services you have commissioned from Us.
Legitimate Interest – For academic and business purposes.

Your Rights

Your right of access - You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. You can read more about this right on the Information Commissioner’s Office (ICO) website.
Your right to rectification - You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. You can read more about this right on the ICO website.
Your right to erasure - You have the right to ask us to delete your personal information. You can read more about this right on the ICO website.
Your right to restriction of processing - You have the right to ask us to limit how we can use your personal information. You can read more about this right on the ICO website.
Your right to object to processing - You have the right to object to the processing of your personal data. You can read more about this right on the ICO website.
Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you. You can read more about this right on the ICO website.
Your right to withdraw consent – If we use consent as our lawful basis you have the right to withdraw your consent at any time. You can read more about this right on the ICO website.

For more information about your rights, visit the ICO’s website: https://ico.org.uk/for-the-public

If you make a request, we must respond to you without undue delay and in any event within one month.

To make a data protection rights request, please contact us using the contact details at the bottom of this privacy notice.

How do We store and share your information?

Your information is stored electronically and securely in our Customer Relation Management (CRM) system and shared electronically with other information management software operating on our secure servers. We will share your information with other EI Data Processors for business purposes including those that provide financial services to Us for invoicing purposes.

Security of your information

We are committed to keeping your personal information safe and secure. As indicated above, your personal information is created, stored and transmitted securely in a variety of papers and electronic formats. Access to your personal information is limited to staff who have a legitimate interest in it for the purposes of carrying out their contractual duties.

Retaining and disposing of your information

We retain all information We collect when you request information about our services for a period of 1 year from the date of your request. If We issue a quotation to you, We will retain your information for a period of 3 years. Information collected when We deliver services to you is retained for 6 years after completion of the services for compliance, tax and auditing purposes.

At the end of this period, We will delete your personal information and/or anonymise your record. We may ask to keep in contact with you, in order to monitor the impact of our High-Performance Sequencing. If you give Us your explicit permission We will retain your details and check with you every 2 years whether you are happy for Us to continue to retain your information.

If you are no longer content We will destroy your personal details and your record will be anonymised so that We can use the information to demonstrate the impact from our High-Performance Sequencing. Unless you tell Us otherwise We will delete any personal information you provide as part of our surveys within 6 months of the survey date.

Who can I contact?

If you have any questions about how your personal information is used, or wish to exercise any of your rights, you can contact the teams as follows:

High Performance Sequencing and Research E-Infrastructure: projects@earlham.ac.uk

Earlham Biofoundry: biofoundry@earlham.ac.uk

Single Cell and Spatial Analysis: single-cell.enquiries@earlham.ac.uk

Compliance and data protection legislation

For the Earlham Institute, the person with responsibility for advising on compliance with data protection legislation is Sarah Cossey, contact: dpa@earlham.ac.uk.

This notice will be reviewed on a regular basis and may be amended and updated at any time. We may also notify you in other ways from time to time about the processing of your personal information.

The Earlham Institute Group, including any fully owned subsidiaries (‘EI’ ‘We’ or ‘Us’) is committed to protecting your data and respecting your privacy.

This privacy notice explains how We collect, store and use any personal information We obtain from our web forms, in accordance with the General Data Protection Regulation (GDPR).

For the purpose of the Data Protection Act 2018 (the Act), the data controller is EI, based at Norwich Research Park, Colney, Norwich, NR4 7UZ.

What information do We collect about you?

We will collect all information contained in your submission, application and/or CV. This may include sensitive and non-sensitive data about you.

Non-sensitive data, such as your name, work address and email address are collected so that We can maintain appropriate contact with you in order to process your application.

Where you give Us your agreement We will hold your information for future participation in a training Event or Programme, or for the purposes of following up with long-term impact via feedback questionnaires.

When you participate as a speaker or contributor in our conferences, training events or symposiums, We collect and use certain personal information to promote and document the event. This includes your name, profile photo, professional affiliation, and biography.

How We use your information

We collect, store and process personal data to:

Assess your suitability for training Events, or
Where the application is for a training programme outside of our training events, to identify potential hosts or project supervisors, whether applying through our immersive visitor training programme (IVTP) as a visiting worker or collaborator, or to our Year in Industry programme.
As a Brief the trainer on attendees at course.
When you participate as a speaker or contributor in our conferences, training events or symposiums, We display your information on our website, including on event-specific pages and in the 'Past Events' archive, to inform attendees and the public about your participation and expertise.

Sensitive data will be anonymised within one month of attendance at an Event or participation in one of EI’s training programmes, or within one month of an application being deemed unsuccessful. Anonymised data is then used for collective reporting of our training impact, in terms of global reach or recognition, and as an institution promoting equality and diversity.

What is our lawful basis for processing your information?

Consent – where you consent We process special category data, such as dietary and accessibility data to arrange catering and access to our events, and for collecting diversity data as part of equal opportunities monitoring. We also process your data with your consent as outlined above, for example to be added to our mailing list.
Consent - by agreeing to participate in our events as a speaker or contributor, you consent to the collection and use of your personal information as described in this notice.
Contract - We collect application information you submit as this data is necessary to consider your application.
Legal Obligation - We are required to process certain information to comply with legal requirements such as equal opportunities monitoring.
Legitimate Interest – We process your data for academic and business purposes.

Your Rights

Your right of access - You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. You can read more about this right on the Information Commissioner’s Office (ICO) website.
Your right to rectification - You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. You can read more about this right on the ICO website.
Your right to erasure - You have the right to ask us to delete your personal information. You can read more about this right on the ICO website.
Your right to restriction of processing - You have the right to ask us to limit how we can use your personal information. You can read more about this right on the ICO website.
Your right to object to processing - You have the right to object to the processing of your personal data. You can read more about this right on the ICO website.
Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you. You can read more about this right on the ICO website.
Your right to withdraw consent – If we use consent as our lawful basis you have the right to withdraw your consent at any time. You can read more about this right on the ICO website.

For more information about your rights, visit the ICO’s website: https://ico.org.uk/for-the-public

If you make a request, we must respond to you without undue delay and in any event within one month.

To make a data protection rights request, please contact us using the contact details at the bottom of this privacy notice.

How do We store and share your information?

Your information is mainly stored electronically in internal electronic folders, maintained on our own servers. Your application and/or CV may be shared with any Event teaching faculty or potential host/supervisor within the Institute either in electronic or paper format. No copy of applications or CVs containing sensitive information are retained by reviewers beyond the review period, at which point the sensitive data is anonymised in accordance with our timelines above.

You should also read our privacy statement on visitors to EI, which contains details of how some of your personal data may need to be used, and shared for your safety whilst on site.

For event speakers and contributors, We retain your personal information on our website's 'Past Events' pages to provide a historical record of our events and to acknowledge your contribution. If you wish to have your personal information removed from these pages after the event, please contact us at training@earlham.ac.uk.

Security of your information

Retaining and disposing of your information

We retain all information We collect during the application processes up until one month after the applicant has participated in the training Event or Programme, or when an application has been deemed unsuccessful, at which point sensitive data is anonymised and stored separately. Any original applications or CVs with sensitive data are deleted. For successful applicants to EI’s training programmes (Immersive Visitor Training Programme and Year in Industry), personal information collected during the application process will form part of the Visiting Worker’s personnel file. As appropriate a Privacy Notice for Visiting Workers will be made available at that time.

We may ask to keep in contact with you, in order to monitor the impact from your training or visit to Earlham Institute. If you give Us your explicit permission We will retain your details and check with you every 12 months whether you are ok for Us to continue to retain your information. If you are no longer content We will destroy your personal details and your training record will be anonymised so that We can use the information to demonstrate the impact from our training programmes.

For event speakers and contributors, We will review your personal information on our website annually to ensure that it is still accurate and up to date, and after 5 years we will contact you again to renew your consent. If you do not give further consent or we do not hear back from you, we will remove and delete your personal information.

Who can I contact?

If you have any questions about how your personal information is used, or wish to exercise any of your rights, in the first instance, please e-mail the appropriate address according to the scheme to which you are applying:

For Training Events: training@earlham.ac.uk

For Immersive Visitor Training Programme: IVTP@earlham.ac.uk

For Year in Industry: YiI@earlham.ac.uk

Compliance with data protection legislation

For the Earlham Institute, the person with responsibility for advising on compliance with data protection legislation is Sarah Cossey, contact: dpa@earlham.ac.uk.

This notice will be reviewed on a regular basis and may be amended and updated at any time. We may also notify you in other ways from time to time about the processing of your personal information.

The Earlham Institute Group, including any fully owned subsidiaries (‘EI’ ‘We’ or ‘Us’) is committed to protecting your data and respecting your privacy. This privacy notice explains how EI collects, stores and uses personal information you provide Us when joining EI’s Alumni Network, in accordance with the General Data Protection Regulation (GDPR).

For the purpose of the Data Protection Act 2018 (the Act), the data controller is EI, based at Norwich Research Park, Colney, Norwich, NR4 7UZ.

What information do We hold about you?

When you request to enrol in EI’s alumni network We will collect, store and process the following personal information about you:

Your name
Your email address.

How We use your information

We want you and other EI alumni to get the most out of our network therefore to join you will need to provide the contact information listed in section 2 via the online sign-up form.

The purpose of EI’s Alumni Network is to stay connected with you. We therefore need to use some of your personal information, however it is important to Us that you understand how We use this information.

We collect, store and process your personal data to:

Maintain contact with former employees through a newsletter
Contact you about events We think will be of interest to you
Ensure the accuracy of your information.

How do We store and share your information?

The information you provide will only be available to the EI alumni team so that We can keep in touch with you. It will not be visible to other alumni.

What is our lawful basis for processing your information?

Legitimate Interest – for academic and business purposes to promote networking and communication with and between EI and its former employees.
Consent - process your data with your consent as outlined above, to be added to our mailing list.

Your Rights

Your right of access - You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. You can read more about this right on the Information Commissioner’s Office (ICO) website.
Your right to rectification - You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. You can read more about this right on the ICO website.
Your right to erasure - You have the right to ask us to delete your personal information. You can read more about this right on the ICO website.
Your right to restriction of processing - You have the right to ask us to limit how we can use your personal information. You can read more about this right on the ICO website.
Your right to object to processing - You have the right to object to the processing of your personal data. You can read more about this right on the ICO website.
Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you. You can read more about this right on the ICO website.
Your right to withdraw consent – If we use consent as our lawful basis you have the right to withdraw your consent at any time. You can read more about this right on the ICO website.

For more information about your rights, visit the ICO’s website: https://ico.org.uk/for-the-public

If you make a request, we must respond to you without undue delay and in any event within one month.

To make a data protection rights request, please contact us using the contact details at the bottom of this privacy notice.

Security of your information

Retaining and disposing of your information

Your personal information will be retained for as long as necessary to enable your participation in the alumni network. After 5 years We will contact you again to ask if you wish to remain part of our alumni network and if We do not receive further consent from you at that stage, all personal information you have provided will be deleted from our systems.

Who can I contact?

If you have any questions about how your personal information is used, or wish to exercise any of your rights, you can contact Earlham Institute’s Data Protection Advisor: dpa@earlham.ac.uk.

Compliance with data protection legislation

For the Earlham Institute, the person with responsibility for advising on compliance with data protection legislation is Sarah Cossey, contact: dpa@earlham.ac.uk.

This notice will be reviewed on a regular basis and may be amended and updated at any time. We may also notify you in other ways from time to time about the processing of your personal information.

The Earlham Institute Group, including any fully owned subsidiaries (‘EI’ ‘We’ or ‘Us’) is committed to protecting your data and respecting your privacy.

This privacy notice explains how EI collects, stores and uses personal information during and after your visit at the Institute in accordance with the General Data Protection Regulation (GDPR) that falls outside the NBI HR Privacy Notice for Visitors.

For the purpose of the Data Protection Act 2018 (the Act), the data controller is EI, based at Norwich Research Park, Colney, Norwich, NR4 7UZ.

What information do We hold about you?

As a visitor to the Earlham Institute We collect, store and process a range of personal information about you, dependent on the purpose of your visit.

The Business Support team process information in order for Us to provide administration support to you during your visit. If you are spending time with the Institute staff learning about our work, the Public Engagement and Training Teams process information to support your visit and analyse our impact in providing opportunities to work with Earlham Institute.

How We use your information?

We collect, store and process personal data to:

Organise your visit to Earlham Institute, arrange access to our buildings and facilities.
Organise travel, catering and accommodation when relevant.
Provide accident reporting records and first aid provision.
Ensure We follow our processes for on-site personnel for security and safety purposes.
Publicise events or visits via photographs for internal and external web pages.
Provide quotes and process invoices for service charges, such as room hire bookings.
Assess the impact from our public engagement and knowledge exchange programmes. Complete internal management and administrative processes where processing is necessary for the purposes of the Institute and/or our Data Processors’ legitimate interests.

What is our lawful basis for processing your information?

Consent - where you consent We process special category data, such as dietary and accessibility data to arrange catering and access to our events, and for arranging travel and accommodation.
Contract - to deliver the services you have commissioned from Us.
Legal Obligation – to comply with certain legal requirements such as health and safety and accident report requirements and making payments.
Vital Interest – to provide information to emergency services.
Legitimate Interest – for academic and business purposes.

Your Rights

Your right of access - You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. You can read more about this right on the Information Commissioner’s Office (ICO) website.
Your right to rectification - You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. You can read more about this right on the ICO website.
Your right to erasure - You have the right to ask us to delete your personal information. You can read more about this right on the ICO website.
Your right to restriction of processing - You have the right to ask us to limit how we can use your personal information. You can read more about this right on the ICO website.
Your right to object to processing - You have the right to object to the processing of your personal data. You can read more about this right on the ICO website.
Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you. You can read more about this right on the ICO website.
Your right to withdraw consent – If we use consent as our lawful basis you have the right to withdraw your consent at any time. You can read more about this right on the ICO website.

For more information about your rights, visit the ICO’s website: https://ico.org.uk/for-the-public

If you make a request, we must respond to you without undue delay and in any event within one month.

To make a data protection rights request, please contact us using the contact details at the bottom of this privacy notice.

How do We store and share your information?

Your information is mainly stored electronically in internal electronic folders, maintained on our own servers. We also have some manual files which are held in secure cabinets in the Business Support Office within the EI Building.

There are some circumstances where We must share your personal information with outside organisations, including:

If you hire facilities from EI We may need to: provide attendance lists to the company hosting the event if it is not EI, or third parties providing catering etc.
We may share your information with any other EI Data Processors for business purposes.
If you are visiting EI and working with our own employees, We may need to book travel for you, therefore your passport details may need to be submitted to third party travel agents.
To share your information on our website if you are appointed to one of our Boards or Committees.
To response services in the case of an emergency.

Security of your information

The Information Security Policy provides further information on how the Institute and NBIP information systems which may be used to manage your personal information are protected. This is available on request from our business support team.

Retaining and disposing of your information

The length of time We keep the information We hold about you varies depending on the type of information. Some information must be kept for a certain period by law. Please ask a member of business support for this information.

If you have hired facilities from EI We will destroy any attendee lists within 6 months of you paying the hire fees.
If your information is shared on our website because you have been appointed to one of our Boards or Committees, We will remove your information from our website at the end of your membership. Thereafter, if you have been required to sign a non-disclosure agreement, We will retain your details for a further period of 5 years in accordance with the obligations set out in that agreement before deleting your details.
If you are working with EI employees, all personnel records will be deleted within 12 months of the end of your visit with Earlham Institute. We may ask to keep in contact with you, in order to monitor the impact from your visit to Earlham Institute.
If you give Us your explicit permission We will retain your details and check with you every 12 months whether you are ok for Us to continue to retain your information. If you are no longer content We will destroy your personal details.
Where you do not wish Us to keep in contact, details of your visit will be anonymised so that We can use the information to demonstrate the impact from our knowledge exchange and engagement programmes.

Who can I contact?

If you have any questions about how your personal information is used, or wish to exercise any of your rights, you can contact the Business Support Team (email business.support@earlham.ac.uk).

Compliance with data protection legislation

For the Earlham Institute, the person with responsibility for advising on compliance with data protection legislation is Sarah Cossey, contact: dpa@earlham.ac.uk.

This notice will be reviewed on a regular basis and may be amended and updated at any time. We may also notify you in other ways from time to time about the processing of your personal information.

The Earlham Institute Group, including any fully owned subsidiaries (‘EI’ ‘We’ or ‘Us’) is committed to protecting your data and respecting your privacy.

This privacy notice explains how EI collects, stores and uses personal information when working with business contacts, potential research partners and collaborators and other contractual parties in the performance of EI’s operations in accordance with the General Data Protection Regulation (GDPR).

For the purpose of the Data Protection Act 2018 (the Act), the data controller is EI, based at Norwich Research Park, Colney, Norwich, NR4 7UZ.

What information do We hold about you?

We will collect, store and process the following personal information about you: personal data including name, job title, email address, organisation related details, research profile and interests, records of communications and interactions We have had with you, financial information (for purposes of making payments owed), accessibility and dietary requirements, and your views from any of our surveys you choose to complete. Data is provided either directly by you (for example you may give Us your business card, correspond with Us by email or face-to-face at an event, or complete one of our surveys) or available in the public domain (for example Companies House, Linkedin, your organisation’s website).

How We use your information

Your personal information is collected by EI as We have a legitimate interest to do so for academic and business purposes. This may include, but is not limited to:

Helping people learn about products and services that might be of interest to them.
Exploring research and other collaborative opportunities
Promoting our services, and events.
Maintain a business relationship with you
Conducting surveys about our activities to help Us improve and deliver services to our customers and the community
Communicate with you about training or an event you are registered for
Making appropriate accessibility and catering arrangement for events
Brief a trainer or speaker at a course or event you are attending.

What is our lawful basis for processing your information?

Legitimate Interest – We process your information for business and academic purposes.

Your Rights

Your right of access - You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. You can read more about this right on the Information Commissioner’s Office (ICO) website.
Your right to rectification - You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. You can read more about this right on the ICO website.
Your right to erasure - You have the right to ask us to delete your personal information. You can read more about this right on the ICO website.
Your right to restriction of processing - You have the right to ask us to limit how we can use your personal information. You can read more about this right on the ICO website.
Your right to object to processing - You have the right to object to the processing of your personal data. You can read more about this right on the ICO website.
Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you. You can read more about this right on the ICO website.
Your right to withdraw consent – If we use consent as our lawful basis you have the right to withdraw your consent at any time. You can read more about this right on the ICO website.

For more information about your rights, visit the ICO’s website: https://ico.org.uk/for-the-public

If you make a request, we must respond to you without undue delay and in any event within one month.

To make a data protection rights request, please contact us using the contact details at the bottom of this privacy notice.

How do We store and share your information?

Your information is mainly stored electronically in internal systems and electronic folders, maintained on our own servers. There are some circumstances where We must share your personal information with outside organisations, including:

If you hire facilities from EI We may need to: provide attendance lists to the company hosting the event if it is not EI, or third parties providing catering etc.
We may share your information with any other EI Data Processors for business purposes including NBIP Ltd, who provide Us with corporate service support including activities such as financial services.
We may share your information (name and organisation only) with other delegates at an event if you give your consent for Us to do so.

Security of your information

Please note that, although We will do our best to protect your personal data, We cannot guarantee the security of your data transmitted to Us; any transmission is at your own risk. Once We have received your information, We will use strict procedures and security features to try to prevent unauthorised access

Retaining and disposing of your information

We will keep your personal information only as long as is necessary to fulfil the purpose for which it was collected. This will ordinarily be while you or your employer have an ongoing relationship with Us or if you have demonstrated an interest in our services. If you have provided your information for a survey, your data will be anonymised 6 months after the close of the survey. If you have provided accessibility or dietary information for an event, it will be deleted following the event. Please see the below section which details your rights should you wish to withdraw your consent at any time.

Who can I contact?

If you have any questions about how your personal information is used, or wish to exercise any of your rights, you can contact Earlham Institute’s Data Protection Advisor: dpa@earlham.ac.uk.

Compliance with data protection legislation

For the Earlham Institute, the person with responsibility for advising on compliance with data protection legislation is Sarah Cossey, contact: dpa@earlham.ac.uk.

This notice will be reviewed on a regular basis and may be amended and updated at any time. We may also notify you in other ways from time to time about the processing of your personal information.

The Earlham Institute Group, including any fully owned subsidiaries (‘EI’ ‘We’ or ‘Us’) is committed to protecting your data and respecting your privacy.

This privacy notice explains how EI collects, stores and uses personal information for working with research partners, collaborators and contractual parties in accordance with the General Data Protection Regulation (GDPR).

For the purpose of the Data Protection Act 2018 (the Act), the data controller is EI, based at Norwich Research Park, Colney, Norwich, NR4 7UZ.

What information do We hold about you?

We will collect, store and process the following personal information about you: personal data including name, job title, email address, research profile and full economic salary costs for purposes of costing and pricing a research proposal. Data is provided either directly by you or by your employer when jointly submitting a funded research bid.

How We use your information?

We collect, store and process personal data for the purposes of preparing and submitting research funding bids. Where successful, data will form part of the research record.

What is our lawful basis for processing your information?

Contract – To comply with contractual requirements.
Legitimate Interest – For academic and business purposes.

Your Rights

Your right of access - You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. You can read more about this right on the Information Commissioner’s Office (ICO) website.
Your right to rectification - You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. You can read more about this right on the ICO website.
Your right to erasure - You have the right to ask us to delete your personal information. You can read more about this right on the ICO website.
Your right to restriction of processing - You have the right to ask us to limit how we can use your personal information. You can read more about this right on the ICO website.
Your right to object to processing - You have the right to object to the processing of your personal data. You can read more about this right on the ICO website.
Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you. You can read more about this right on the ICO website.
Your right to withdraw consent – If we use consent as our lawful basis you have the right to withdraw your consent at any time. You can read more about this right on the ICO website.

For more information about your rights, visit the ICO’s website: https://ico.org.uk/for-the-public

If you make a request, we must respond to you without undue delay and in any event within one month.

To make a data protection rights request, please contact us using the contact details at the bottom of this privacy notice.

How do We store and share your information?

Data may be shared with other collaborators involved in the collaborative funding bid as well as external funding bodies. We will also share it with our data processor NBIP Ltd who provide our contract research and grant support services.

Security of your information

We are committed to keeping your personal information safe and secure. Your personal information is created, stored and transmitted securely in electronic formats. Access to your personal information is limited to staff who have a legitimate interest in it for the purposes of carrying out their contractual duties.

Please note that, although We will do our best to protect your personal data, We cannot guarantee the security of your data transmitted to Us and forwarded by Us to others as part of the submission process; any transmission is at your own risk. Once We have received your information, We will use strict procedures and security features to try to prevent unauthorised access.

Accessing, deleting, or correcting your information

You have the right to request a copy of the information We hold about you, to request a correction and to request that your personal data is deleted. In some cases, We may not be able to agree to your request. In this situation We will provide you with the reason and your right to complain to the Information Commissioner if you are unhappy with our decision. You have a range of other rights under the GDPR. If you would like more information, please see the Information Commissioner’s Office website: https://ico.org.uk/ (see “For the public”).

Retaining and disposing of your information

Information collected for the purpose of preparing and submitting research funding bids is retained for 6 years after completion of the submission (if bid unsuccessful) and 6 years after completion of the project (if the bid is successful) for compliance, tax and auditing purposes.

Who can I contact?

If you have any questions about how your personal information is used, or wish to exercise any of your rights, you can contact Earlham Institute’s Data Protection Advisor: dpa@earlham.ac.uk.

Compliance with data protection legislation

For the Earlham Institute, the person with responsibility for advising on compliance with data protection legislation is Sarah Cossey, contact: dpa@earlham.ac.uk.

This notice will be reviewed on a regular basis and may be amended and updated at any time. We may also notify you in other ways from time to time about the processing of your personal information.

Cookies