Recruitment Marketing – privacy policy

Imperial College London’s CLCC Imperial after:hours (adult education) Recruitment Marketing team (AHRM) is committed to protecting the privacy and security of your personal information.

This privacy notice sets out how we collect and use your personal information when you: 

• Request course or other event information
• Ask to join our e-mailing list
• Enrol on an after:hours course or other event
• Register your details with us at a recruitment event/online event
• Sign up to our e-newsletters, communications and campaigns
• Register your interest in our programmes through a third party website or event

Information we hold about you

We may collect and process the following data about you when you apply to or participate in one of our activities, events or courses, sign up for our electronic communications, or request our other services as outlined above.

Information you give to us

This may include personal details such as:

• your name
• address and contact details
• nationality and country of residence
• date of birth
• school/institution or organisation
• information relating to your past and future academic progress, educational or professional background,
• your communication preferences
• details of emergency contacts

We may also collect special categories of data including:

• information about health conditions
• disabilities
• dietary requirements
• ethnicity

Please note the lists above are not exhaustive. For details of the information we collect for a specific activity, programme or event please refer to the signup form for that particular activity.

Information we collect about you

We may collect information about you:

• If you apply to join a CLCC after:hours (adult education) class or event
• If you ask to join our mailing list
• If you attend an CLCC after:hours (adult education) event, class, activity or programme we may take photographs, audio recordings, and/or video recordings of you if you have not objected to us doing so
• If you contact us about CLCC after:hours (adult education) class or events.

How we use the information you provide to us

Most commonly, we will use your personal information in the following circumstances:

1. Where you have consented to us processing your data in order to provide you with specific information, print or digital materials, or other services you have requested.

2. Where we need to perform services relating to a contract we have entered into with you:

• For application, admission and registration purposes prior to participating on a programme, event or activity
• To deliver and administer our programmes, events and activities and inform you about them
• To ensure your safety and wellbeing during our programmes events and activities

3. Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests. Usually this will include:

• For internal record keeping
• To monitor and evaluate the effectiveness of our programmes, activities, events and marketing materials through research, statistical analysis and surveys
• To monitor and evaluate trends in applications to the College through statistical analysis
• To monitor and evaluate the effectiveness of our electronic communications through statistical analysis
• To contact you with information about the College, or our events and activities that may be relevant to you where you have not objected to us doing so (please see section 4 below for more details)
• To take photographs, audio and video footage at our events, activities, and programmes for use in the College’s digital and printed promotional materials, communications, publications and social media sites.

4. To provide you with information about the College and our activities and events that we feel may be relevant to you. We will only send you electronic marketing messages in the following situations:

• you consent to this by completing the relevant field on our web forms, event registration forms or programme application forms
• you are a higher education professional with whom we have an existing relationship and have not objected to us doing so

If you do not want us to use you data in this way you can opt out of these at the point which we collect your data, or use the unsubscribe link in our email communications at any time after our initial contact.

Please note that in order to ensure that the content of our electronic communications is relevant to you, we may send some of these based on specific information you have provided. This includes information such as your country or region of domicile, gender, age, subject area(s) of interest, and level of studies, ethnicity and postcode. 

We may also use your personal information in the following situations, which are likely to be rare:

• Where we need to comply with a legal obligation.
• Where we need to protect your interests (or someone else's interests).
• Where it is needed in the public interest or for official purposes.

We will only use your personal information for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason which is compatible with the original purpose. If however we need to use your personal information for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.

If you are under 13 years of age we will only process your personal information if we have parent/guardian consent to do so.

Special categories of data

In some cases we may need to process sensitive personal information that you have provided or we have collected about you.

We will only collect sensitive personal information outlined earlier in this privacy notice and for the reasons below:

• You consent to us processing this data to for application, admission and registration purposes prior to participating on a programme, event or activity
• You consent to us processing this data to ensure your safety and wellbeing during our programmes, events and activities
• You consent to us processing this data to contact you with information about opportunities that are relevant to you at Imperial, such as events, activities, programmes and scholarships 
• For reporting and evaluation purposes where there is substantial public interest based on our agenda to widen participation in higher education
• To carry out employment rights and obligations if you undertake voluntary or paid work with the department

Who we share your information with

We will only share your information where we have a legal basis to do so. 

We may share your personal data with our contractors and service providers who process personal data on behalf of AHRM to perform certain business-related functions.

We may also share your personal information with staff from Imperial’s academic and support services departments, as well as external contractors that are providing parts of the specific service you have requested. This is for reporting and evaluation purposes in line with this notice.

Additionally, we may share your personal information with the Higher Education Access Tracker (HEAT) service for the purpose of monitoring and evaluation in line with this notice, or to help evaluate the effectiveness of our activities, events and programmes as part of government policy to widen participation in higher education, and to develop future policy. 

Data will only be shared using secure data transfer methods and stored by us and our partners on secure systems. We and our partners will not use your personal data in any way that would affect you individually.

Any data released by the College or third parties into the public domain will only be released in aggregate form, and fully anonymised to prevent identification of individual students.

How long we keep your information for

We are required to only keep your information for as long as is necessary. 

Your rights as a data subject

You have the right to:

• Withdraw consent where that is the legal basis of our processing
• Access your personal data that we process, see Access to the information we hold about you
• Rectify inaccuracies in personal data that we hold about you
• Be forgotten i.e. for your details to be removed from systems that we use to process your personal data
• Restrict the processing of your data in certain ways
• Obtain a copy of your data in a commonly used electronic form
• Object to certain processing of your personal data by us

For further information see the Information Commissioner’s Office or contact Imperial’s Data Protection Officer.

You have a right to complain to the Information Commissioner’s Office about the way in which we process your personal data.

Access to the information we hold about you

You have a right to request a copy of the data that we hold about you, to ask us to amend your details or ask us to stop processing or delete your personal data in certain circumstances.

If you would like a copy of the data supplied to us, or have any questions or concerns about the use of data for the purposes described, or would like your data to be deleted from our system, please contact us by writing to:

Imperial after:hours — Data Enquiry
Imperial College London
Level 3 Sherfield Building
London
SW7 2AZ

Alternatively, please email us at: eveningclass@imperial.ac.uk with the subject title: Data Enquiry.

Legal information

The College is currently required to register its notice of being a data controller with the UK’s regulatory body – the Information Commissioner’s Officer. The College’s registration number is Z5940050.

You can contact the College’s Data Protection Officer at:
Level 4 Faculty Building
Imperial College London
South Kensington
London
SW7 2AZ

If we are unable to help resolve your concerns, you have the right to raise your concern with the Information Commissioner’s Officer: www.ico.org.uk
 

Changes to this privacy notice

We reserve the right to update this privacy notice at any time, and we will provide you with a new privacy notice when we make any substantial updates.

We may also notify you in other ways from time to time about the processing of your personal information.