Privacy & Cookie policy
Privacy & Cookie Statement
What's in this notice?
This notice tells you:
Information about us
The Coventry University Group is an umbrella term for Coventry University and all of the companies governed by Coventry University.
As a Subscriber of Coventry University, your personal information will be processed by Coventry University, as well as other members of the Coventry University Group, depending on where and how you are interacting with us.
Scope
This privacy notice gives you details around how Coventry University and other members of the Group will use your personal information, as well as contact details for each Group member. Schedule 1 sets out further information. In this privacy notice, ‘we’, ‘us’ and ‘our’ means Coventry University together with the members of the Coventry University Group.
We are a data controller of your personal information, which means that we are responsible for looking after it. We will use your personal information fairly, lawfully and in a transparent manner, and in accordance with the data protection laws.
This notice does not cover any other organisations outside of Coventry University Group you provide personal information to. Those companies have their own privacy notices, so remember that the information you give them will follow their rules and not ours.
Contact us
If you have any questions, comments, complaints or suggestions in relation to this notice, want to exercise your rights or any other concerns about the way in which we use personal information about you, please contact the Information Governance Unit. You can email enquiry.igu@coventry.ac.uk or write to the Information Governance Unit, Coventry University, Portal House, 163 New Union Street, Coventry, CV1 2PL and a member of our dedicated team will respond to you.
Alternatively, you can contact our Data Protection Officer by writing to Data Protection Officer, Coventry University, Portal House, 163 New Union Street, Coventry, CV1 2PL or by email dpo@coventry.ac.uk.
We will do our best to help you with your query and/or resolve any issues. If you are still unhappy, you can contact the Information Commissioner’s Office (ICO). Their website www.ico.org.uk has details on how to contact the ICO or via their helpline on 0303 123 1113.
Personal information we collect about you
The type of personal information we collect about you and how we collect it can vary depending on your interactions with us.
Personal information means any information which we hold about you from which you can be identified and which relates to you. It may include things like your name, contact details.
For more details about the personal information we collect about you, please have a look at the table in Schedule 2.
How we collect your personal information
We collect your personal information directly from you, other people or organisations.
Please see below for more information.
Information you give us
Information about you provided by you as part of your subscription process to receive e life material.
Information you provide when you fill in forms on our website, including where you register on our website, or submit a query via our website
Information you provide to us where you give information about yourself in any communications, either by telephone, email, post, social media or otherwise
Information we collect about you
Details of your visits to our websites including, but not limited to, Internet Protocol (IP) address used to connect your computer to the internet, MAC addresses, traffic data, location data, your login information, time-zone setting, browser type and version, browser plug-in types and versions, operating system and platform, weblogs, cookies and other communication data, and the resources that you access. For more information, please see the cookie notice below.
How we use your personal information
We use your information in a number of different ways — what we do depends on the information.
We use your personal information in a variety of ways for example:
The purpose of e work-life scale is to provide a measure of the quality of remote working. E work-life provides advice and guidance on improving the effectiveness of remote working for employees, supervisors and organisations.
To provide you with materials in relation to remote working measures for employers and employees.
To provide bespoke consultancy, guidance and training and I relation to working from home measures.
We have to have a valid reason to use your personal information. It's called the "lawful basis for processing".
The table in Schedule 2 will provide you with more information about how we use your personal information and our reasons (lawful basis) for doing so.
Your choices about the personal information you give us
We will not use your personal information to send you marketing by post, by phone, through social media, by email and by text.
We only use your personal information to send you material which you have requested or subscribed to or which meets your interests and therefore we have a legitimate interest in doing so and we have given you the option to opt-out of receiving such materials.
If you don’t want to receive emails or texts messages from us, we’ll provide you with the opportunity to opt-out, and you will be notified of this at the time you receive the communication.
Profiling and automated decision-making
We do not use any profiling or automated decision making.
Who we share your personal information with
We may share your personal information within the Coventry University Group. In addition, it is shared as permitted or required by law, on a considered and confidential basis and with a range of external organisations.
Your personal information may be shared to other organisations outside of Coventry University Group. Please see Schedule 3 for further information about who we share your personal information with.
We may engage third parties to provide processing activities where it is necessary and we have a reason (a lawful basis) to do so (including processing for administrative and practical purposes such as field trips). We require that all third parties who process personal data on our behalf to treat it in accordance with applicable data protection laws. We do not allow our third-party service providers to use your personal data for their own purposes, but only to process it for specified purposes, and in accordance with our instructions. Such processing is to be conducted under a formal agreement, which includes provisions around the processing of personal data, and which provides appropriate safeguards.
Sharing your personal information outside of the UK
We will not share your information outside UK/EEA, however if you would like further information about the specific mechanism used by us when sharing your personal information outside of the UK please contact us at enquiry.igu@coventry.ac.uk.
We keep our mechanisms for transferring personal data outside of the UK and/or the EEA under regular review to ensure that these are in line with UK data protection laws.
How long we keep your personal information
We only hold your personal information for as long as we do the activities we told you about or have a valid reason to keep it. We consider a number of factors in deciding how long to keep your information:
The nature and sensitivity of the information.
The potential risk of harm from unauthorised use or disclosure of the information.
The purposes for processing the information and how long it will take to achieve those purposes.
How long it is reasonable to keep records to show we have met the obligations we have to you and by law.
Any time limits for making a legal claim.
Any periods for keeping information which are set by law or recommended by regulators, professional bodies or associations.
Any relevant legal proceedings that apply.
In some circumstances, we may anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes, in which case we may use this data indefinitely without further notice to you.
If you would like more information about how long we keep you information for, please contact the Information Governance Unit via enquiry.igu@coventry.ac.uk.
Keeping your personal information secure
We employ appropriate security measures to prevent information from being accidentally lost, used, or accessed unlawfully, and we are Cyber Essentials and Cyber Essentials Plus certificated.
We publish an Information Technology Policy that describes the way IT is governed, and we underpin the Policy with additional protective controls and Standards, and work with our supplier and partners to embed security by design.
How we may contact you
Please note that we may contact you by post, email, telephone, text, social media, or any other suitable electronic method in connection with the purposes set out above.
Your rights in relation to your personal information
It is your personal information, so we need to make you aware of your rights and how to exercise them.
Your rights
What this means for you
Access
The right to be provided with a copy of your personal information (subject access request)
To make a request for your data please complete and return our subject access request form by email to dsar@coventry.ac.uk. Alternatively, you can write to the address below.
Rectification
The right to require us to correct any mistakes in your personal information. This enables you to have any incomplete or inaccurate data that we hold about you corrected, although we may need to verify the accuracy of the new personal data that you provide to us.
Erasure
The right to require us to delete your personal information, in certain situations. Please note that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.
Restriction of processing
The right to require us to restrict processing of your personal information in certain specific circumstances, e.g. if you contest the accuracy of your personal information.
To object
The right to object:
— at any time to your personal information being processed for direct marketing (including profiling);
—in certain other situations to our continued processing of your personal information, eg processing carried out for the purpose of our legitimate interests. In some cases, we may demonstrate that we have a compelling reason to continue to process your personal information, despite any objection, as is necessary for our public interest tasks, the exercise of an official authority vested in us, or for our legitimate interests or those of a third party which override your rights and freedoms
Data portability
In certain situations, the right to receive the personal information you provided to us, in a structured, commonly used and machine-readable format and/or transmit that personal information to another organisation.
Not to be subject to automated individual decision making
The right not to be subject to a decision based solely on automated processing (including profiling) that produces legal effects concerning you or similarly significantly affects you. We do not currently use tools which involve automated decision making.
Withdraw consent
Where we rely on consent to process your personal information, you may withdraw that consent at any time. You will be provided with information on how to withdraw consent at the time it is collect from you.
Right to complain
If you are concerned about the way we have processed your personal information, you can complain to the Information Commissioner’s Office (ICO). Please visit the ICO’s website www.ico.org.uk for further details, or you can use their online tool for reporting concerns: https://ico.org.uk/concerns/
If you wish to exercise any of your rights or would like any further information, please send a written request to the Information Governance Unit, Coventry University, Portal House, 163 New Union Street, Coventry, CV1 2PL or email dsar@coventry.ac.uk.
Changes to this privacy notice
We reserve the right to update this privacy notice at any time, and we will make an updated copy of such privacy notice available on our website.
Schedule 1
This privacy notice applies to the processing of your personal information by:
Entity ICO Registration Number
When your personal information might be processed
Coventry University, Priory Street, Coventry, United Kingdom CV1 5FB Z6939585
The e work-life project is funded by Coventry University, therefore where you engaged in this project personal data will be processed by Coventry University for the purposes set out below and in Schedule 2.
Coventry University Enterprises Limited, Priory Street, Coventry, United Kingdom CV1 5FB Z5451039
In relation to internal support services, in particular in relation to enterprise and innovation projects, and internal support services such as IT Services.
CU Services Limited, Priory Street, Coventry, United Kingdom CV1 5FB ZA027495
In relation to internal support services, such as Legal Services.
CU Social Enterprise CIC, Priory Street, Coventry, United Kingdom CV1 5FB ZA523126
Where you interact with the CU Social Enterprise in relation to a business or social enterprise project, or to develop entrepreneurial skills.
Schedule 2
Below provides further details about the information we collect about you.
Data Category Description
(type of data this includes) Why we process this information Lawful basis
(legal justification)
Identification Data
Name
Email Address (personal)
Email Address (work)
To enable us process your data when you subscribe and to deliver to you the services that we have agreed to provide you, and to manage our relationship with you.
To communicate with you about your subscription.
To enable us to meet our legal obligations.
Sending non-marketing communications to subscribers about benefits, services and activities within Coventry University Group.
Contract
Legal obligation
Legitimate interests or consent
Financial Data
Data relating to financial transactions, including:
• Invoices for services.
• Receipts of payment.
• Bank account data.
• To manage and process payments made by you and to invoice you for sums when you engage in our services.
• To maintain an accurate account of financial transactions between you and us.
Contract
Engagement and Participation Data
Engagement and participation data produced from our analytics tools such as analyzing our subscriber engagement with our content.
To enable us to deliver to you the services that we have agreed to provide you, and to manage our relationship with you.
To produce analytics which involves the measurement, collection, analysis and reporting of data about subscribers for the purpose of engagement and feedback.
Contract
Legitimate Interest
Schedule 3
Who we share your information with
The Police and other crime and fraud prevention and detection agencies for crime prevention or detection purposes.
Third parties we have engaged to provide processing activities on our behalf, where such processing is to be conducted under a formal agreement which includes provisions around the processing of personal data and that provides appropriate safeguards for your personal data. We may engage third parties to provide processing activities where it is necessary for our functions and/or our legitimate interests to do so (for example: managing the subscription services ).
Cookie Notice
Our website uses cookies so that we can provide you with the best possible user experience.
Without some of these cookies, the website simply would not work. Other cookies perform functions like recognising you each time you visit the site or helping our team to understand which parts of the site you find most interesting and useful.
What are cookies?
Cookies are small text files that are placed on your computer, smartphone or tablet by websites that you visit. They are widely used to make websites work and to function more effectively. For example, they may be required to keep you logged in to a service, or to remember your user preferences or shopping cart contents. A cookie will typically contain a record of the web site which issued it, its own name, and a value which is often a randomly generated unique number. In most cases, cookies do not contain any personal data, however, they sometimes do and, when combined with other information about you, they may also constitute personal data.
A cookie will have a ‘lifetime’, which tells your browser when to delete it. Cookies can be set by the website domain itself, or by another domain, for example by Google Maps.
Cookie types
There are several different types of cookie. These are the most common ones:
Strictly necessary cookie
These cookies are essential for the basic functioning of a website. They are typically used for features like user login, shopping carts, and other essential functions. Strictly necessary cookies do not require user consent.
Session cookie
These cookies are temporary and are stored on a user's device only during their browsing session. They are deleted once the user closes the browser. Session cookies are used to maintain user session information and enable website functionality during a specific visit.
Persistent cookie
Unlike session cookies, persistent cookies remain on a user's device even after they close the browser. These cookies have an expiration date set, and they are used to remember user preferences and settings across multiple sessions. A persistent cookie will outlast user sessions. If a persistent cookie has its maximum age set to 1 year, then, within the year, the initial value set in that cookie would be sent back to the server every time the user visited the server. This could be used to record a piece of information such as how the user initially came to this website. For this reason persistent cookies are also called tracking cookies.
Secure cookie
A secure cookie is only used when a browser is visiting a server via HTTPS, ensuring that the cookie is always encrypted when transmitting from client to server.
First-party cookie
First-party cookies are set by the website domain that the user is currently visiting. They are used to store information specific to that website and are often used for essential website functions and user authentication.
Third-party cookie
Third-party cookies are set by domains other than the one the user is currently visiting. These cookies are placed by external services, such as advertisers or analytics providers, to track user behavior across different websites and deliver targeted advertisements.
Performance cookie
Performance cookies, also known as analytics cookies, collect information about how users interact with a website. They help website owners understand how visitors use the site, identify areas for improvement, and measure the effectiveness of marketing campaigns.
Functionality cookie
Functionality cookies enable a website to remember user preferences and settings, such as language preferences and customized layouts. They enhance the user experience by providing personalized content.
Targeting or advertising cookie
These cookies are used to track users' browsing behavior and interests. They are used by advertisers to deliver personalized ads and measure the effectiveness of advertising campaigns.
The law
The principal law which governs how websites use cookies and similar technologies when storing information on a user’s equipment, such as their computer or mobile device, is the Privacy and Electronic Communications (EC Directive) Regulations. The regulations were amended on 9 January 2019.
Regulation 6 covers the use of electronic communications networks to store information (e.g. cookies) or to gain access to information stored in the terminal equipment of a subscriber or user. The change in the law was prompted by concerns about online tracking of individuals and is intended to protect the privacy of users by requiring their knowledge and agreement to the use of cookies, even where the information collected is not directly personally identifiable.
Can I turn off cookies?
You can change your cookie preferences at any time by clicking on the ‘ ’Cookie icon. You can then adjust the available sliders to ‘On’ or ‘Off’, then clicking ‘Save and close’. You may need to refresh your page for your settings to take effect.
Alternatively, most web browsers allow some control of most cookies through the browser settings. To find out more about cookies, including how to see what cookies have been set, visit www.aboutcookies.org or www.allaboutcookies.org.
Find out how to manage cookies on popular browsers:
To find information relating to other browsers, visit the browser developer's website. You can also manage tracking and Google Analytics across all websites by installing the Google Analytics browser add-on. Learn more about Google Analytics and privacy.
Cookies and personal data
We do not use cookies to store personal information about you, and will make no attempt to identify you through use of cookies.
The tables below provide an overview of all the cookies used on the Coventry University website, including details of the provider, its source, type, duration, and the reason for its use.
Cookie Description/Duration
ss_cvr - This cookie is used to measure the effectiveness of campaigns on our website and track traffic ( anonymously), including user behaviour ( anonymously), in terms of the content they are interest, allowing us to analyse the performance of our services.
Duration 1 year
crumb - This cookie is a session cookie that helps maintain the user's browsing session on the website
Duration Session
ss_cookieAllowed -This cookie is used to track the user's consent to the website's use of cookies. It helps manage cookie preferences and compliance with privacy regulations.
Duration 1 Month
Policy date: August 2023