Privacy Policy

We comply with GDPR and The Data Protection Act 2018 which helps to keep your personal data safe and secure. We appreciate that when you share your data with us you trust us to look after it. By visiting www.rentingevidence.org.uk you are accepting and consenting to the practices described in this policy.

Our Privacy notice describes to you:

  • Who we are.
  • What personal data we need & how we collect it.
  • What we do with your personal data.
  • Who has access to the data that we hold.
  • How we store your data.
  • How long we hold your information for.
  • Your rights and how to exercise them.
  • Changes to this privacy notice.
  • How to contact us and complain.

Who we are

Our website is www.rentingevidence.org.uk.

Renting Evidence was established in 2021 to support the sharing of knowledge and evidence across professional boundaries.

We are the Data Controller when processing your data.

What personal data we collect and why we collect it

We only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:

  • Where it is in the legitimate interest of you and the organisation.
  • When you give consent either through signing up for an event or subscribing to the mailing list. Remember whenever you give us consent you are in control of how we contact you, and if you would like to unsubscribe at any time, we provide the information on how you do this easily.

Mailing List

Anyone can subscribe to the Renting Evidence mailing list on the JISC-mail platform. In order to receive our Renting Evidence discussion list emails, we will ask you to subscribe to it.  We will not send you any unsolicited emails. We will only send you emails or other messages where you have signed up to receive these. Those who use the discussion list emails are expected to adhere to certain standards for use of that discussion list. Your data will be stored in the JISC-mail system and includes your name and email address that you provide. You are able to unsubscribe at anytime from the discussion list from the JISC-mail platform. 

Events

Renting Evidence will collect personal information when you sign up to events. We will collect personal information including your name, email address and contact details. We may also ask for additional information which may include: gender, ethnicity, any special health requirements.  We will only request personal data that is necessary for us to perform our duties.

Comments

When visitors leave comments on the site we collect the data shown in the comments form, and also the visitor’s IP address and browser user agent string to help spam detection.

An anonymized string created from your email address (also called a hash) may be provided to the Gravatar service to see if you are using it. The Gravatar service privacy policy is available here: https://automattic.com/privacy/. After approval of your comment, your profile picture is visible to the public in the context of your comment.

Media

If you upload images to the website, you should avoid uploading images with embedded location data (EXIF GPS) included. Visitors to the website can download and extract any location data from images on the website.

Cookies

If you leave a comment on our site you may opt-in to saving your name, email address and website in cookies. These are for your convenience so that you do not have to fill in your details again when you leave another comment. These cookies will last for one year.

If you visit our login page, we will set a temporary cookie to determine if your browser accepts cookies. This cookie contains no personal data and is discarded when you close your browser.

When you log in, we will also set up several cookies to save your login information and your screen display choices. Login cookies last for two days, and screen options cookies last for a year. If you select “Remember Me”, your login will persist for two weeks. If you log out of your account, the login cookies will be removed.

If you edit or publish an article, an additional cookie will be saved in your browser. This cookie includes no personal data and simply indicates the post ID of the article you just edited. It expires after 1 day.

Please visit our Cookie Policy for more information.

Embedded content from other websites

Articles on this site may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.

These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracking your interaction with the embedded content if you have an account and are logged in to that website.

Who we share your data with

If you request a password reset, your IP address will be included in the reset email.

We won’t share your information with any other organisations for marketing, market research or commercial purposes. 

As the Data Controller we only use trusted third parties to help us to provide our website to you, we have checked their Data Protection/GDPR compliance to ensure that we are happy to share your data.

How long we retain your data

If you leave a comment, the comment and its metadata are retained indefinitely. This is so we can recognize and approve any follow-up comments automatically instead of holding them in a moderation queue.

For users that register on our website (if any), we also store the personal information they provide in their user profile. All users can see, edit, or delete their personal information at any time (except they cannot change their username). Website administrators can also see and edit that information.

If you sign up to the email discussion list on the JISC-mail platform, this data will be stored until you unsubscribe from the email discussion list.

If you sign up to an event, this information will be stored for 3 years and will then be deleted.

What rights you have over your data

If you have an account on this site, or have left comments, you can request to receive an exported file of the personal data we hold about you, including any data you have provided to us. You can also request that we erase any personal data we hold about you. This does not include any data we are obliged to keep for administrative, legal, or security purposes.

You have the right to access and receive a copy of the personal information we hold about you, this is called a ‘Subject Access Report.’  This will provide you with all personal data we hold about you, subject to some limited exemptions for example, you will not necessarily be entitled to access third party information.

Also, you have the right to data portability.  Under this right for information you can request that your personal data is provided to you (or another organisation) in a portable, electronic format.

Change, restrict, delete

You may also have rights to change, restrict the use of, or delete your personal information. Unless there is an exceptional circumstance (like where we are required to store personal information for legal reasons) we will generally delete your personal information.

Object

You can object to us processing your information based on our legitimate interests. In such cases, we will delete your personal information within a month of receipt of the objection, unless we have compelling and legitimate grounds to continue using that information or if it is needed for legal reasons.

Where we send your data

Visitor comments may be checked through an automated spam detection service.

How we store your data

The organisation regularly reviews its arrangements for physical and IT security, ensuring these remain aligned to GDPR and The Data Protection Act 2018 to continue to robustly safeguard member & committee personal data, protecting against its unauthorised access or misuse.

However, no method of transmission over the internet, or method of electronic storage, can be 100% secure. Therefore, we cannot guarantee the absolute security of your information. The internet by its nature is a public forum, and Renting Evidence encourages you to use caution when disclosing information online.

Personal data is processed mainly within the European Economic Area (EEA) which adheres to the same Data Protection Laws, but may be stored outside the EEA with third parties which follow strict Data Protection guidelines.

Changes to this Privacy Notice

Renting Evidence reserves the right to amend this notice at any time in line with legislation changes. Any changes will be posted on this page.  This Privacy Notice was last updated in January 2021.

Links to third party websites

This Privacy Statement applies only to the Renting Evidence and not to any other organisation that you access via links on our website.  If you go to another website from our website, please read the privacy statement on that website to find out what it does with your information.

How to contact us & complain

Should you be unhappy with how we are handling you data we would hope that you will contact us in first instance by emailing us: chair@rentingevidence.org.uk

Alternatively  should you wish to complain you can contact the relevant Supervisory Authority which is the Information Commissioners Office: www.ico.org.uk

Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF