DATA PROTECTION NOTICE:
Introduction
Based at the Centre for Age, Gender and Social Justice at Aberystwyth University (AU), the Dewis Choice Initiative (Dewis Choice) is a research project that has co-produced a grassroots intervention, designed by the community, specifically to support older victim-survivors of domestic abuse perpetrated by a partner, ex-partner, and/or adult family member. Dewis Choice research, engagement, training and marketing is conducted by AU.
Our contact details are:
Dewis Choice Initiative,
Law and Criminology Department,
Hugh Owen,
Aberystwyth University,
Aberystwyth,
SY23 3FL
Email: Choice@aber.ac.uk
AU is the data controller and has a Data Protection Officer who can be contacted at infogovernance@aber.ac.uk.
This notice explains how we handle and use your personal information in line with current UK data protection legislation.
2. What personal data does Dewis Choice process and what do we use it for?
Dewis Choice may ask you to provide some information about yourself if you wish to access our services, this may involve signing up to an event, requesting to join our mailing list, or requesting our resources. The personal data we process includes:
i. Your name and title;
ii. Your contact details i.e. email, phone number, address and contact preferences;
iii. Your research interests;
iv. Your attendance at our events which may include your image and audio (if applicable);
v. The organisation you work for and your role within the organisation.
This information will be used by Dewis Choice to administer the services that you have signed up for. Under the UK General Data Protection Regulation (UK GDPR), the lawful basis we rely on for processing this information is consent. You can remove your consent at any time by contacting Dewis Choice using the contact details outlined in section 1.
3. Video recording on online platforms i.e. Zoom and Teams
Some of our online events will be recorded. This will be advertised on the registration page. Events include online training, webinars, film screenings and project launches.
a. Purpose of Recording:
In the instance an event is recorded, it will be recorded for purposes including:
i. Review and improvement of training content;
ii. Training evaluation and quality assurance;
iii. Accessibility for participants who may have missed the live event (for up to 30 days);
iv. To provide organisations with training materials that can be included on their internal websites, facilitating the ongoing development and training of their teams.
b. Types of Information Recorded:
The recording may capture:
i. Audio and video of the presenter;
ii. Audio and/or video of participants if they choose to actively participate (e.g., through discussions or Q&A sessions); Please note, participants are not required to have their web camera or audio turned on for the event;
iii. Any content shared on screen during the event;
iv. Your name if included in your screen name or you choose to disclose it;
v. Your Job role if included in your screen name or you choose to disclose it;
vi. Your organisation if included in your screen name or you choose to disclose it.
c. Storage and Retention:
i. The recorded event will be stored securely on Aberystwyth University’s network Dewis Choice will retain the recording for a period of 5 years, after which it will be securely deleted;
ii. If the training has been organised by your organisation, they may wish to store and host the recordings, please refer to their data protection policy regarding this.
d. Access and Sharing:
i. The recorded event will be accessible to authorised personnel within Aberystwyth University;
ii. Some training will be shared with organisations to facilitate the ongoing development and training of their teams;
iii. Some recordings will be uploaded to YouTube.
4. In-person event photographs and/or videos
Some of our in-person events will be recorded and/or photographed. This will be advertised on the registration page and in the physical space. Event photographs and/or videos are recorded and taken for all promotional (internal and external) purposes which include, but are not limited to, the following:
i. Website;
ii. Traditional campaigns (brochures, leaflets, flyers, posters);
iii. Hard copy prints;
iv. Infomons;
v. Supplying to the media;
vi. Digital (social media, digital programmatic campaigns, e-mails);
vii. Dewis Choice will use the photographs and video content for 5 years from the date of the event. If, during the 5 years, you no longer want Dewis Choice to use the photograph or video content, you can withdraw your consent for further processing by contacting choice@aber.ac.uk. After 5 years, the photographs and video content may be retained for archival purposes.
If you do not wish for your photograph to be taken at events, please notify the designated photographer at the event. The photographer will be introduced to attendees as part of the ‘Welcome and Introduction’ briefing at the beginning of the event.
If you do not wish to be recorded, please refrain from actively participating in discussions, and consider turning off your camera and microphone during the event.
5. Third-party service providers
Dewis Choice use the following third-party service providers to help provide you with a better service. These are listed below:
i. We use Ticket Tailor to process information about individuals who sign up to our events. You can review Ticket Taylor’s privacy policy to find out how they manage user data;
ii. We use Eventbrite to process information about individuals who sign up for our events. You can review Eventbrite’s privacy policy to find out how they manage user data;
iii. We use Mailchimp to collate our mailing list. You can review Mailchimp’s privacy policy to find out how they manage user data;
iv. We use Zoom or Microsoft Teams to host online events. You can review Zoom’s privacy policy to find out how they manage user data; you can review Microsoft’s privacy statement to find out how they manage user data;
v. We use Typeform to collate event evaluations. You can review Typeform’s privacy policy to find out how they manage user data;
vi. We use YouTube to host recorded videos of our events. You can review YouTube’s terms of service to find out how they manage user data.
6. How we store your personal information
i. Data protection legislation requires us to keep your information secure. This means that your confidentiality will be respected, and all appropriate measures will be taken to prevent unauthorised access and disclosure. Only members of staff who need access to relevant parts or all your information will have authorised access. Your data will be stored on an AU secure server.
ii. When signing up to our mailing list through Mailchimp, your personal data will be held until you withdraw your consent to the processing of your data. When signing up to our mailing list through Mailchimp to receive News Bulletins, your personal data will be held until you withdraw your consent to the processing of your data for this specific purpose, which you can do by emailing choice@aber.ac.uk and request to be removed from the mailing list.
iii. When signing up to our events through Ticket Tailor, your personal data will be held for 1 year after the event, after which it will be deleted from our systems.
iv. We have implemented security measures to protect the recorded data from unauthorised access, disclosure, alteration, and destruction.
7. What are your rights?
Under data protection legislation you have certain rights in relation to how the University manages and uses your personal information. You have a right to access your personal information, to rectify, to erase, to restrict and to the portability of your personal information.
If you have subscribed to our mailing list, you have the option to unsubscribe at any time by contacting choice@aber.ac.uk.
Please visit the University Data Protection webpages for further information in relation to your rights.
If you have any questions, contact choice@aber.ac.uk in the first instance. If you are unhappy with the way your personal data has been processed, or wish to exercise any of your rights, you can contact the University’s Data Protection Officer at infogovernance@aber.ac.uk.
If you remain unhappy with the way your personal data has been used by the University, you can make a complaint to the Information Commissioner.
Dewis Choice Data Protection notice was updated on 16 December 2024