Privacy statement for the GetAMoveOn Network+

About us

The GetAMoveOn Network+ is an interdisciplinary community of researchers and practitioners that seeks to transform health through enabling mobility for school children, office workers and older adults with the help of digital technologies. It is partnership between UCL, the University of Southampton and the University of Bristol. For the purposes of data protection, UCL is the controller.

Name and contact details of our organisation

GetAMoveOn Network+
UCL Interaction Centre (UCLIC)
University College London
2nd floor, 66-72 Gower Street
London WC1E 6BT
Tel: +44 (0) 20 3108 7050
Email: gamo@ucl.ac.uk

What information about you we use

If you join the GetAMoveOn Network+ we will use the following information that you provide us with:

• Name
• Email address
• Organisation
• Country where your organisation is based
• Your research interests

If you join the GetAMoveOn Network+ you may chose to provide us with the further information that we will use:

• Job title
• Department
• Sector/nature of your organisation

Whether or not you join the GetAMoveOn Network+, we will use:
• Any information provided by you to us in a grant/other funding application.
• Any information provided by you to us in a job application form.
• Any information provided by you to us when you register for one of our events, including, for example, any dietary preferences you may have and other personal requirements such as access requirements.
• Any information provided by you to us for educational, marketing and promotional purposes and which you give us permission to use by signing a Release Form, such as: still images (still photographs or stills taken from video footage) of you and your work; moving images (film/video) of you and your work; audio recordings of you and your work; personal data supplied by you, such as your name, job title and any other data supplied by you.

How we use the information about you

We will use the information we hold about you to:
• Communicate with you about the GetAMoveOn Network+ (GAMO).
• Promote, market and report on GAMO, our activities and the activities of GAMO members.
• Disseminate and promote other work by GAMO and GAMO members, for example, publications.
• Provide anonymous data and aggregated data to our members, funders (the EPSRC) and to other interested parties (including, for example, the research impact assessment platform, ResearchFish.net), about the members of GAMO, event participants, grant applicants or any other categories of people that we hold information about.
• If you have signed a Release Form giving us permission to use photographic, video, audio recordings of you and/or written material and personal data about you, in UCL publications for educational, marketing and promotional purposes, then we will use them for those purposes. The images, audio recordings and personal data that we record and/or collect may be published by UCL, GAMO, GAMO members and other interested parties in printed materials, electronic materials (including, for example, conference presentations), and other digital media, including but not limited to the GAMO’s website, GAMO members’ websites, video streaming channels and social media.
• If you apply to us for grant funding or other funding, the application form that you submit will include personal details and information about project costs which may include personal information such as salary costs. In such cases we will use the information that you provide us with to assess your funding application and communicate with you about your project.
• If you apply for a job with us, the application form that you submit will include personal details and may include information such as your current salary. In such cases we will use the information that you provide us with to assess your job application and communicate with you about it.
• We use MailChimp as our email automation platform. The information you provide will be transferred to MailChimp for processing, which may occur outside the UK, in accordance with MailChimp's Privacy Policy and MailChimp's Terms.
• We use Eventbrite as to manage some of our events. If you register on Eventbrite for one of our events, the information you provide will be transferred to Eventbrite for processing , which may occur outside the UK, in accordance with Eventbrite’s Privacy Policy and Eventbrite’s Terms.
• We use Billetto to manage some of our events. If you register on Billetto for one of our events, the information you provide will be transferred to Billetto for processing, which may occur outside the UK, in accordance with Billetto’s Privacy Policy and Billetto’s Terms.

The lawful basis for how we use your data

The lawful basis for using your personal data is that it is in our legitimate interest to administer, promote and further GAMO, its work, and the work of its members, in line with its stated purpose:

“to address the EPSRC Grand Challenge of “Transforming community health and care through the delivery of tested technologies that promote wellbeing by providing timely, individualised feedback that encourage appropriate physical activities".

Who we share your personal data with

Your personal data will be collected and processed primarily by UCL staff. We may have to share your personal data with the parties set out below for the purposes outlined above:

• Academics in other universities and other professional people whom we have appointed to review funding applications.

• Professional people whom we have appointed to make videos or other educational, marketing and promotional materials for us.

• Venues such as hotels and conference centres where we are hosting events, or who are providing accommodation for delegates.

• Catering companies that are providing the catering for events that we are hosting.

International transfers

We use MailChimp as our email automation platform. The personal data you provide will be transferred to MailChimp for processing, which may occur outside the UK, and outside the European Economic Area (EEA) in accordance with MailChimp’s Privacy Policy and MailChimp’s terms. Mailchimp are registered under the Privacy Shield which permits transfers to the US under the GDPR (General Data Protection Regulations).

We use Eventbrite to manage some of our events. If you register on Eventbrite for one of our events the personal data you provide will be transferred to the US to be processed by Eventbrite in accordance with Eventbrite’s Privacy Policy and Eventbrite’s terms. Eventbrite store data in the US. Eventbrite are registered under the Privacy Shield which permits transfers to the US under the GDPR (General Data Protection Regulations).

We use Billetto to manage some of our events. If you register on Billetto for one of our events the personal data you provide may be transferred to EU countries, which comply with GDPR (General Data Protection Regulations), or to the US to be processed. Billetto may store data in EU countries, and in the US with companies that are registered under the Privacy Shield. This permits transfers to the US under the GDPR (General Data Protection Regulations).

How long we keep your data

We will delete all data from the GAMO membership list within 6 months of the end of the GAMO grant term (which is June 2020). The reason for retaining it for 6 months after the end of the grant period is that there may be administrative or other matters that we need to contact you about during the project close-down period. During that time we may contact you to ask if you would like to stay on a mailing list of people interested in the GAMO remit.

At the end of the GAMO grant term, any Release Forms you may have signed, giving us permission to use photographic, video, audio recordings of you and/or written material and personal data about you, in UCL publications for educational, marketing and promotional purposes, will be passed to our Data Protection Officer and will be retained for 5 years then destroyed.

How to unsubscribe from our email list or update your details

You can unsubscribe from GAMO membership at any time using the link at the bottom of the Join Us page https://getamoveon.ac.uk/join.

You can update your details on our mailing list using the links at the end of any email that we send you or by contacting gamo@ucl.ac.uk

Your rights and what do do if you want to complain

Under certain circumstances, you may have the following rights under data protection laws in relation to your personal data:
• Right to request access to your personal data
• Right to request correction of your personal data
• Right to request erasure of your personal data
• Right to object to processing of your personal data
• Right to request restriction of the processing your personal data
• Right to request the transfer of your personal data
• Right to withdraw consent.

If you wish to exercise any of these rights, please contact our data protection officer data-protection@ucl.ac.uk or by writing to: University College London, Gower Street, London WC1E 6BT.

You have the right to complain to the Information Commissioner’s Office about matters relating to data protection https://ico.org.uk/

Last updated: 20th July 2018