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We collect and process the following types of personal data:

Events and Conferences

• Name
• Job title and organisation
• Email address
• Postal address (where applicable)
• Telephone number
• Dietary requirement
• Accessibility requirements
• Payment details
• Vehicle registration

Summer accommodation

• Name
• Job title and organisation
• Email address
• Postal address (where applicable)
• Telephone number
• Dietary requirement
• Accessibility requirements
• Payment details
• Vehicle registration
• Name of Fringe show associated with booking (if August booking)
• Venue of Fringe show associated with booking (if August booking)

Sport and Fitness

• Name
• Contact details including telephone number, postal address and email address
• Emergency contact details
• Date of birth
• Relevant information about health conditions and medications
• Payment details
• Vehicle registration

Catering
Catering is provided by a third party, BaxterStorey.

We collect your personal data directly from you in relation to all our commercial services. Occasionally the event organiser will collect your personal data and share it with us where that is necessary for the purposes of organising and hosting the event.

The purpose and basis for processing your personal data is as follows:

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Events and Conferences

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Eventbrite

We use Eventbrite for registration at some of our events. Please note that Eventbrite is a third-party service that is not owned or managed by Queen Margaret University. You should refer to Eventbrite’s terms and conditions of privacy policy. For further details, please see:

1. Eventbrite terms and conditions
2. Eventbrite privacy policy

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Sport and Fitness

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Summer Accommodation

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Special Categories of Personal Information

We sometimes process special category personal data. Where we process special category data or criminal conviction data we are required to identify an additional legal basis for processing. Special category data is held in the strictest confidence and only shared on a strict need to know basis.

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The University will manage your information securely and will restrict access to only those who need to use it in the course of their duties. The University will put in place technical and organisational measures necessary to ensure the security of your information.

We will only retain your information as long as is reasonably necessary for the purpose it was gathered and in accordance with QMU’s Retention Schedule. We may be required to keep some of your personal information permanently for historical and archival purposes.

The University will only disclose your information to third parties where we:

• Have a legal basis to do so under the UK General Data Protection Regulation; or
• Are required to under a statutory or regulatory obligation; or
• Have your consent.

Reasons we may share your personal data:

• With third party suppliers to meet dietary requirements
• For August Summer Accommodation bookings we partner with the Fringe. We may share your contact details used at the time of the booking with the Fringe so they can contact you about events on campus at the time of your booking.

We do not use profiling or automated decision-making processes. Some processes are semi-automated but a human decision maker will always be involved before any decision is reached in relation to you.

QMU respects the privacy of every individual who visits our websites or responds to our interactive advertisements. The Privacy Statement on our website outlines the information we collect via its various web pages and how we use that information. The Statement also instructs you on what to do if you do not want your personal information collected or shared when you visit QMU's website or respond to our advertisements.

Under data protection law, you have rights including:

Your right of access - You have the right to ask us for copies of your personal information.

Your right to rectification - You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.

Your right to erasure - You have the right to ask us to erase your personal information in certain circumstances.

Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal information in certain circumstances.

Your right to object to processing - You have the right to object to the processing of your personal information in certain circumstances.

Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

If you wish to make a rights request the relevant contact details can be found at the end of this statement.

We keep this privacy statement under regular review and will place any updates on this website. We will publish any changes we make to this data protection policy on our website.

This privacy statement was last updated January 2024.

If you have any queries about the processing of your personal data as described above, please contact the University’s Data Protection Officer. You can do this by

Email: dataprotection@qmu.ac.uk

Post:

Data Protection Officer
Queen Margaret University
Queen Margaret University Drive
Musselburgh
EH21 6UU

If you have any concerns about our use of your personal information, you can make a complaint to us by contacting the Data Protection Officer in the first instance.

You can also complain to the ICO if you are unhappy with how we have used your data.

The ICO’s address:

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

Helpline number: 0303 123 1113

ICO website: