Vitae Awards Privacy Notice

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id="kssPortalMessage" style="display:none"> <dt>Info</dt> <dd></dd> </dl> <div id="content"> <div id="viewlet-above-content-title"></div> <h1 class="documentFirstHeading">Vitae Awards Privacy Notice</h1> <div id="viewlet-below-content-title"> </div> <div id="viewlet-above-content-body"> </div> <div id="content-core"> <div id="parent-fieldname-body"><p><strong>1. Introduction</strong></p> <p>We are The Careers Research and Advisory Centre (CRAC) Ltd. CRAC is the non-profit organisation that manages the Vitae programme. Vitae is the global leader in supporting the professional development of researchers, experienced in working with institutions as they strive for research excellence, innovation and impact. </p> <p>You can find more information about CRAC and the work that we do on our website: <a href="http://www.crac.org.uk/" target="_blank">www.crac.org.uk</a>.</p> <p>CRAC is committed to protecting the personal information of all its contacts and being clear about what information we hold about them and how we use it. This privacy notice tells you what to expect when CRAC collects personal information. </p> <p>CRAC is registered as a data controller with the Information Commissioner’s Office (ICO). Our registration number is Z1030346. You can check our registered details on the ICO’s website: https://ico.org.uk/about-the-ico/what-we-do/register-of-data-controllers/ </p> <p><br /><strong>2. Data controller and Data Protection Officer</strong></p> <p>CRAC is the “data controller” of any personal information collected within scope of this privacy notice. Our location and contact details are below: </p> <p>The Careers Research and Advisory Centre (CRAC) Limited<br />22 Signet Court<br />Cambridge<br />CB5 8LA<br />Tel: 01223 460277<br />Email: <a href="mailto:dp@crac.org.uk%C2%A0" target="_blank">data.protection@crac.org.uk </a></p> <p>Our Data Protection Officer (DPO) is the first point of contact for people whose information is processed. Contact details for our DPO are as follows: </p> <p>Data Protection Officer<br />The Careers Research and Advisory Centre (CRAC) Limited<br />22 Signet Court<br />Cambridge<br />CB5 8LA<br />Email: <a href="mailto:david.nightingale@crac.org.uk" target="_blank">data.protection@crac.org.uk</a><br />Tel: 01223 460277</p> <p><strong>3. How we use your information</strong></p> <p>We can only use your personal information where we have legitimate reasons for doing so and have told you what those reasons are.<br />The specific uses that will be made of your personal information are listed below:</p> <ul><li>When you complete the nomination form, we will collect personal information to manage your nomination and share with the judging panel</li><li>We will use your contact information to send you information about the awards process</li><li>Present awards and certificates</li></ul> <p>If we want to use your personal information for a reason other than those purposes set out above, we will tell you before we start that use and provide further information about the new purpose(s).</p> <p><strong>4. Legal basis for using your personal information</strong></p> <p>Under data protection legislation, we require a legal basis to be able to process personal information for the purposes set out above.</p> <p>In this case, the legal basis is: </p> <ul type="disc"><li><span>Contract</span><br /> <p>Data collected during the form process is retained by Vitae to process your nomination and administer the award process. No information collected through registration will be offered for sale or made available to any third party other than as described in this Privacy Notice.<span> </span></p> </li><li><span>Consent</span> <p>We ask you to obtain the consent of the nominee and supporter of the nomination to include their personal information. We will never sell or share this information with other parties or use for other purposes without informing you first.</p> </li></ul> <p><span>Consent can be withdrawn at any time by emailing data.protection@crac.org.uk with your request.</span></p> <p><strong>5. What personal information we will collect</strong></p> <p>The personal information we will collect and use is set out below: </p> <ul><li><em>Title</em></li><li><em>Name</em></li><li><em>Job Title</em></li><li><em>Telephone</em></li><li><em>Email Address</em></li><li><em>Organisation</em></li><li><span>Nominees’ personal information (name, job title, email address, organisation, your </span><span>relationship to them) </span></li><li><span>Your statement for nominating the nominee.</span></li></ul> <p><span><strong>6. Personal information we obtain from another source</strong> </span></p> <p>Other than the personal information collected from you directly, we also obtain personal information about you from other sources, listed below: </p> <ul type="disc"><li><em>None </em></li></ul> <p><span><em>Purpose of obtaining personal information from other source(s)</em></span></p> <ul type="disc"><li><em>None </em></li></ul> <p><span><em>Legal basis for obtaining personal information from other source(s)</em></span></p> <ul type="disc"><li><em>None </em></li></ul> <p><span><strong>7. Who we give your personal information to</strong> </span></p> <p>We will not routinely pass your information to any other organisation except where required to do so as part of our functions or by law. </p> <p><strong>8. Where your personal information will be stored</strong></p> <p>Your personal information is stored on Microsoft Azure and Microsoft Office 365 business services. Microsoft will have access to your personal information for the purposes of providing the business services to us.<br />For more information about how Microsoft may process your personal information please see the information in the Microsoft Trust Centre:</p> <p>www.microsoft.com/en-us/trustcenter/privacy</p> <p>You should understand and agree that your personal information may be transferred to, and stored at, a destination outside the country and economic area in which you reside, and that it may also be processed by staff operating outside that country for the purposes set out in this Privacy Policy</p> <p><strong>9. How we protect your personal information</strong></p> <p>CRAC has security measures in place to protect your personal information, listed below: </p> <ul type="disc"><li>All staff are required to undertake training in data protection and information security on joining CRAC and then on an annual basis</li><li>Formal information security policies that must be read and understood by all staff</li><li>Personal information is only available to those members of staff who require access as part of their role.</li><li>CRAC is ISO 27001 certified.</li><li>We work with third-party data processors that commit to following data privacy regulations:</li></ul> <p><a href="https://www.microsoft.com/en-us/TrustCenter/Privacy/gdpr/default.aspx" target="_blank">https://www.microsoft.com/en-us/TrustCenter/Privacy/gdpr/default.aspx</a></p> <p><strong>10. Your rights over your personal information</strong></p> <p>Once your personal information has been collected, you have certain rights in relation to that personal information that may be exercised. You have the right to: </p> <ul type="disc"><li>Ask for a copy of your personal information</li><li>Correct inaccurate personal information held about you</li><li>Restrict processing of your personal information</li><li>Ask for a copy of your information in a format that allows easy transfer (“data portability”)</li><li>Object to automated decision making or profiling (if these take place)</li><li>Where consent is the legal basis for collecting the information, you have the right to withdraw consent: <ul type="circle"><li> <p>You can unsubscribe from Vitae mailings by clicking on the unsubscribe link at the <br />bottom of the email or you can email data.protection@crac.org.uk and request your <br />personal data is deleted. We will retain the minimum data required to ensure that we <br />do not send marketing mail to you again and to record your participation at the event.</p> </li></ul> </li></ul> <p>If you have any questions, please email data.protection@crac.org.uk </p> <p><strong>11. How long we will hold your personal information</strong></p> <p>We are only able to retain a copy of your personal information as long as it is still needed for the purpose(s) for which it was collected. Your personal information will be kept until the termination of the Vitae membership contract.</p> <ul type="disc"><li>We have a legal obligation to retain your information for seven years.</li></ul> <p><strong>13. Complaints about the use of your personal information</strong></p> <p>If a you are unhappy with the way in which your personal information has been handled by CRAC, you may contact us at: <a href="mailto:dp@crac.org.uk" target="_blank"><em>d</em></a>ata.protection@crac.org.uk or via our Data Protection Officer (details in section 2) and we will try to resolve your issue informally.</p> <p>If we have are not able to resolve the issue to your satisfaction, you can also make a complaint to the data protection supervisory authority. In the UK, this is the Information Commissioner’s Office (ICO) and they can be contacted at: </p> <p>Information Commissioner's Office<br />Wycliffe House<br />Water Lane<br />Wilmslow<br />Cheshire<br />SK9 5AF<br />Tel: 0303 123 1113<br />Email: <a href="mailto:casework@ico.org.uk%C2%A0" target="_blank">casework@ico.org.uk </a></p> <p><strong>14. 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