This Privacy Policy explains how Hughes Hall handles and uses personal data collected through the Centre for Climate Engagement website and related activities carried out by Hughes Hall.
This notice covers personal data used in connection with Hughes Hall’s work, including its climate-related activities, and activity carried out through the Centre for Climate Engagement website, related communications, events, enquiries, collaborations and subscriptions.
1. Who we are
The data controller for your personal data is: Hughes Hall, Wollaston Road, Cambridge, CB1 2EW. The Data Protection Officer for Hughes Hall is Intercollegiate Services Ltd: Intercollegiate Services Ltd, 64 Bridge Street, Cambridge, CB2 1UR, 01223 768745, dpo@isl.colleges.cam.ac.uk.
The person within Hughes Hall responsible for monitoring compliance with relevant legislation relating to the protection of personal data is the Bursar, who can be contacted at: compliance@hughes.cam.ac.uk
2. What this notice covers
This notice applies to personal data collected and used in connection with:
- your use of this website;
- enquiries sent to us by email, telephone, web form or otherwise;
- sign-up forms for newsletters, updates or mailing lists;
- event registrations and attendance;
- professional contacts, collaborators, speakers, authors, researchers, advisers, partners and other working relationships connected with Hughes Hall’s work, including its climate-related work;
- and any related communications or engagement activities carried out by Hughes Hall.
3. What personal data we may collect
Depending on how you engage with us, we may collect and use:
- your name;
- your email address and other contact details;
- your organisation, role or professional affiliation;
- details of your interests, preferences or subscription choices;
- records of your correspondence with us;
- event registration and attendance details;
- records of your consent, unsubscribe choices or other communication preferences;
- and technical information generated through your use of the website, such as IP address, browser type and usage information, including through cookies where applicable.
4. How we collect your data
We may collect personal data:
- directly from you when you contact us, sign up to receive updates, register for an event, or otherwise interact with us;
- automatically through your use of the website and related technologies;
- from third parties acting on our behalf, such as event, website, CRM or mailing-list service providers;
- and from publicly available professional sources where relevant to our work and relationships.
5. How we use your personal data
We may use your personal data to:
- respond to your enquiries;
- manage and administer this website;
- register you for events and manage your attendance;
- send you updates, newsletters or other communications you have asked to receive about Hughes Hall’s work;
- keep a record of your preferences and consent;
- maintain suppression lists where necessary to ensure that we respect opt-out requests and do not contact you again by mistake;
- manage professional and working relationships connected with Hughes Hall’s work, including its climate-related activities;
- invite you to events, activities or opportunities where appropriate;
- improve our communications, events and website;
- and meet legal, regulatory, audit, contractual and record-keeping obligations.
6. Our lawful bases for processing
Depending on the context, our lawful basis for processing your personal data may be:
- consent, where you have chosen to sign up to receive updates or otherwise consented to a specific use;
- performance of a contract or taking steps at your request before entering into a contract, where relevant;
- legitimate interests, where processing is necessary for Hughes Hall’s legitimate interests in carrying out and developing its work, including its climate-related activities, managing professional relationships, administering events and communications, and operating the website, provided those interests are not overridden by your rights and interests;
- legal obligation, where we are required to process personal data to comply with applicable law or regulation.
7. Mailing list and climate work updates
If you choose to sign up for updates, Hughes Hall will use your name, email address and any other information you provide to send you occasional updates about its work, including climate-related programmes and related Hughes Hall activities, events, publications, opportunities and related news.
Our lawful basis for sending you these updates is consent.
You can withdraw your consent at any time by clicking the unsubscribe link in our emails or by contacting us using the details in this notice.
Where you subscribe through this website or a related Hughes Hall climate activity, Hughes Hall will manage those permissions at institutional level for substantially similar communications relating to Hughes Hall’s work, including its climate-related activitieons. This is intended to allow communications to continue appropriately if activity continues under a revised programme name, structure or branding, provided we keep this notice up to date and inform you of any material changes.
8. Events and registrations
If you register for an event, we will use your personal data to administer your registration, communicate with you about the event, manage attendance, and carry out any necessary follow-up.
Where an event registration form includes an optional tick box to receive future updates, we will only use your data for those future communications if you have made that choice.
9. Professional and working contacts
We may hold personal data relating to collaborators, speakers, authors, advisers, partners, project contacts and other professional contacts connected with Hughes Hall’s work, including its climate-related activities.
This may include contact details, records of correspondence and notes relevant to the working relationship.
These operational contact records are not automatically treated as mailing-list subscriptions. We will use them only where relevant to the working relationship, Hughes Hall’s legitimate interests, or other appropriate lawful basis.
10. Sharing your personal data
Your personal data may be accessed by relevant Hughes Hall staff involved in climate-related work and by service providers acting on Hughes Hall’s behalf, such as website hosting, mailing-list, CRM, event-management or IT providers.
We may also share personal data where necessary:
- with professional advisers;
- with regulators or public authorities;
- with funders or partners where appropriate and lawful;
- or where required by law, court order, or regulatory obligation.
We do not sell your personal data.
11. International transfers
As part of the services offered through this website and related systems, some personal data may be stored or processed outside the UK, for example where a service provider uses infrastructure located outside the UK.
Where personal data is transferred outside the UK, we will take steps to ensure that appropriate safeguards are in place so that your data continues to receive an adequate level of protection in accordance with applicable data protection law.
12. How long we keep your data
We keep personal data only for as long as necessary for the purpose for which it was collected, and in accordance with legal, regulatory, contractual and operational requirements.
In particular:
- subscription data for updates and newsletters will usually be kept for as long as you remain subscribed;
- if you unsubscribe, we may keep a minimal suppression record so that we do not contact you again by mistake;
- event registration data will usually be kept only for as long as necessary to manage the event and any appropriate follow-up, unless you separately sign up for future updates;
- enquiry correspondence will usually be kept only for as long as needed to deal with the enquiry and any related follow-up;
- professional or working contact records will be reviewed periodically and retained only while relevant to Hughes Hall’s work, including its climate-related activities or related record-keeping needs;
- some records may be kept longer where required for legal, compliance, audit, funding, finance, HR, archival or contractual reasons.
We may also retain historic website content and related records where appropriate for public reference, institutional history, research dissemination, archive or compliance purposes.
13. Your rights
Under data protection law, you may have the right:
- to request access to your personal data;
- to request rectification of inaccurate personal data;
- to request erasure of your personal data in some circumstances;
- to restrict processing in some circumstances;
- to object to processing in some circumstances;
- to request the transfer of your data to another organisation in certain cases;
- and to withdraw consent at any time where consent is the lawful basis for processing.
Some of these rights are not absolute, and we may need to consider whether an exemption or other lawful reason applies before complying in full.
14. Complaints
If you have concerns or queries about any of these purposes, or how we communicate with you, please contact us at the addresses given above.
You retain the right at all times to lodge a complaint about our management of your personal information with the Information Commissioner’s Office at https://ico.org.uk/concerns/.
15. Changes to this notice
We may update this Privacy Notice from time to time to reflect changes in our activities, services, legal obligations or the way we use personal data.
Where appropriate, we will update the notice on this website and take reasonable steps to draw material changes to your attention.