Women’s Health Network of Excellence Privacy Notice

Imperial College London (“we” or the “College”) provide various news via Microsoft 365 apps (e.g. Outlook, Teams) about our activities, services and achievements. This privacy notice explains how we use your personal data when you sign up to join and receive news from the Women’s Health Network (the “WHN/news”).

Why we process your information

If you opt in to join and receive news from the Women’s Health Network, we will ask for your:

• Contact details including email address (organisational email)
• UPN (if you are external to Imperial) to subscribe you to our Microsoft 365 Group
• Other information towards creating, for example, an inventory of expertise, techniques and equipment across our membership

Our legal basis for processing your personal data for the purposes of sending you the WHN/news via Microsoft 365 apps is based on your consent. By consenting to receiving the WHN/news via Outlook, or other Microsoft 365 apps you are giving us permission to process your personal data specifically for the purpose of sending you the WHN/news via Microsoft 365 apps. You may withdraw consent at any time by contacting womenshealthnetwork@imperial.ac.uk requesting to ‘unsubscribe’

Sharing your personal information

We may share your personal data with service providers who assist the College in the preparation, distribution and/or administration related to the WHN/news. Our legal basis for sharing your data in this way is that it is necessary for our legitimate interest in providing you with the Newsletter as well as access to the Women’s Health Network Teams team.

All our service providers are required to take appropriate security measures to protect your personal information in line with data protection laws. We do not allow our service providers to use your personal data for their own purposes. We only permit them to process your personal data for specified purposes and in accordance with our instructions.

Some service providers may process your personal information outside the European Economic Area. Where this is the case, you can expect a similar degree of protection in respect of your personal information and your personal information will only be transferred where the transfer is permitted under the law.

For example, we currently use:

• Microsoft 365 apps including Outlook (and Calendar), Teams, Forms and SharePoint

Except as explained above, we will not share your information with anyone, unless where required by law, where it is necessary to administer our relationship with you or where we have another legitimate interest in doing so.

Keeping your personal information

Your personal information will be removed from our Microsoft 365 Group when you unsubscribe from the WHN/news.

Your rights

You have the right to:

• receive a copy of the information we hold about you in a reasonable format specified by you, including for the purpose of transferring that data to another data controller
• request us to erase your personal data or object to our processing of your personal data
• request your information be changed if you believe it was not correct at the time you provided it
• unsubscribe and have your information deleted if you no longer want to receive the WHN/news

If you are not satisfied with how we are processing your personal data, you can raise a concern with the Information Commissioner: www.ico.org.uk.

If you have any concerns with regard to the way your personal data is being processed or have a query with regard to this information, please contact our Data Protection Officer at:

Imperial College London
Data Protection Officer
Exhibition Road
Faculty Building Level 4
London
SW7 2AZ
e-mail: dpo@imperial.ac.uk