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The University of Southampton

Meet the Scientist Programme

The University of Southampton’s LifeLab work-stream engages in a broad range of activities with children and young people to provide opportunities for them to understand the science behind the health messages in order to know why choices they make at a young age are important for their future health. We also aim to provide opportunities for children and young people to understand more about the different career opportunities available to them using science.
A component of this work is the ‘Meet the Scientist’ programme. This requires a contact database of scientists willing to participate.
We value your privacy and recognise the need to process any personal data in a fair and lawful manner.
The University is the data controller, which means that we are responsible for deciding how we hold and use data about you. You are being made available this privacy notice because you have consented for specific personal information about yourself to be stored. It makes you aware of how and why this personal data will be used and how long it will usually be retained for. It provides you with certain information that must be provided under the General Data Protection Regulation ((EU) 2016/679) (GDPR).

Data refers to the personal information that we hold about you from which you may be identified (either alone, or in combination with other data available to the University). A list of the types of personal data we collect is set out below. Processing means doing anything with your personal data, such as collecting, recording, or holding the data, as well as disclosing, destroying, or using the data in any way.

We keep this Privacy Notice under regular review and it may be amended from time to time. You can obtain a current version on our website .

Data protection principles

We will comply with data protection law and principles, which means that your personal data will be:

  • Used lawfully, fairly and in a transparent way
  • Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes
  • Relevant to the purposes we have told you about and limited only to those purposes
  • Accurate and kept up to date
  • Kept only as long as necessary for the purposes we have told you about
  • Kept securely

The kind of data we process and hold about you

To enable us to provide and evaluate the Meet the Scientist component of the LifeLab teaching programme, we will collect, store, and use the following categories of personal data about you:

  • The personal data you have provided including your name, title, email address, gender, workplace affiliation and job role
  • Any other personal data you provide to us including information about dietary requirements and allergies in respect of yourself
  • Records of all contact we have with you

Where we receive your data from

We obtain your personal data directly from you.

Processing for limited purposes

We will only process your personal data for the specific purpose or purposes that we tell you about, or if specifically permitted by the UK DPA or the Data Protection Act 2018 (depending on which is in force at the relevant time), and will only process your personal data to the extent necessary for that specific purpose or purposes.

Automated decision making

You will not be subject to decisions that will have a significant impact on you based solely on automated decision-making.

Accurate data

We will keep the personal data we store about you accurate and up to date as relevant to the purpose or purposes for which we process it. Personal data that is inaccurate or out of date will be destroyed. Please notify us if your personal details change or if personal data we hold is inaccurate.

Data retention

We will retain the personal data until you request your details to be deleted, you cease employment with the University of Southampton or University Hospital Southampton or LifeLab ceases to exist (whichever comes first). After this period, we will securely destroy your personal data in accordance with our data retention schedule.

Rights of access, correction, erasure and restriction

Under certain circumstances, by law you have the right to:

  • Request access to your personal data (commonly known as a “data subject access request”). This enables you to receive a copy of the personal data we hold and to check that we are lawfully processing it. If you would like to access your personal data please visit our Freedom of Information page . Alternatively you can email us at:
  • Request correction of the personal data that we hold about you. This enables you to ask us to correct any incomplete or inaccurate data we hold about you. Please notify us if your personal details change or if data we hold about you is inaccurate
  • Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have exercised your right to object to processing (see below)
  • Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground. You also have the right to object where we are processing your personal data for direct marketing purposes
  • Request the restriction of processing of your personal data. This enables you to ask us to suspend the processing of personal data about you, for example if you want us to establish its accuracy or the reason for processing it
  • Request the transfer of your personal data to another party

If you want to review, verify, correct or request erasure of your personal data, object to the processing of your personal data, or request that we transfer a copy of your personal data to another party, please contact: .

Data security

We have put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so. In addition, we limit access to your personal data to those employees of the University [MRC Lifecourse Epidemiology Unit, Faculty of Medicine, Cancer Sciences Division, Centre for Higher Education Practice] who have a business need-to-know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.

Data sharing

We will only share (following consent) limited personal data (name, gender, job level) with the Winchester Science Centre for the purpose of evaluating the STEM Ambassador programme and recording activity. All third-party data recipients are required to take appropriate security measures to protect your personal data in line with our policies. We do not allow our third-party data recipients 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.

Right to withdraw consent

We ask you to provide consent to us processing your personal data for the purposes set out above [to enable us to provide and evaluate the Meet the Scientist component of the LifeLab teaching programme]. You have the right to withdraw consent for processing for that purpose at any time. To withdraw consent, please contact: . We will dispose of your personal data securely.

Unwanted communications

We will, from time to time, contact you by email, post, and telephone, with your consent. If at any stage you are concerned about the content of these communications e.g. unwanted marketing information or wish to change how we communicate with you please contact us at: to unsubscribe. All electronic communication will be offered with an opt out opportunity as is required by EU and UK electronic privacy rules.

Further information

We also have additional policies and guidelines available on our Publication Scheme website .
If you are unhappy with the way that we have handled your personal data you can contact us at: LifeLab, Mailpoint 847, Level D, Room LD150, South Lab and Path Block, University Hospital Southampton SO16 6YD. Telephone 023 8120 8979
Alternatively, you can contact the UK Information Commissioner’s Office. See their website . Our data controller registration number with the Information Commissioner’s Office is Z6801020.

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