Privacy Notice
The 20 Bedford Way conferencing and room hire operation is a functional arm of University College London (UCL).Details of UCL’s General Privacy Notice can be found here:
https://www.ucl.ac.uk/legal-services/privacy/general-privacy-notice
The information and guidance shown below is adapted from the above and is presented in the context of a Local Privacy Notice applicable to the function of the 20 Bedford Way operation.
About us
The 20 Bedford Way conferencing and room hire operation is a functional arm of UCL, a body incorporated by royal charter (number RC 000631). UCL is the entity that determines how and why your personal data is processed. In accordance with Data Protection Legislation, we are a Controller and this means that we are legally responsible for the personal data we collect and hold about you.
One of our responsibilities is to tell you about the different ways in which we use your personal data – what information we collect (and our legal basis for doing so), why we collect it, where we collect it from and whether (and with whom) we will share it. We also need to tell you about your rights in relation to the information. This statement provides further details about all of these issues.
What information we will collect about you
Personal data, or personal information, means any information about an individual from which that person can be identified. In order to offer and provide you with the services on our website, we may collect, use, store and transfer different kinds of personal data about you. In the context of the 20 Bedford Way conferencing and room hire operation, this may include
- Personal details (such as your name, contact details and email address) that you provide by completing our venue hire enquiry form.
- How you use the website and any other information you post, email or otherwise send to us.
We may also collect information, where available, about your IP address, operating system and browser type. This is data about users’ browsing actions and patterns. It is used to inform improvements to the website, for system administration, and to report aggregated, non-identifiable information to third parties.
Cookies
We will also collect personal information about usage of the 20 Bedford Way website through cookies. Our website uses cookies to distinguish you from other users of the website. A cookie is a small file of letters and numbers that is stored on your device.
The cookies set may obtain information about you, your computer, your use of our website and your general internet usage.
You will be informed on entering the 20 Bedford Way website that cookies will be used and a link to Cookie Policy will be provided.
How we will use the information
We will only use your personal data when the law allows us to do so. Where personal information is collected on the 20 Bedford Way website through the venue hire enquiry form, users will be informed as to what information is being captured, why and who (if anyone) it will be shared with, via reference to this Local Privacy Notice. Most commonly, we will use your personal data in the following circumstances
- to help facilitate your booking at the enquiry and planning stages
- to enable us to produce and issue booking confirmation/contract
- to produce pre and post event invoices or other financial transactions
- to invite you to submit post event feedback to us
- to comply with a legal or regulatory obligation
20 Bedford Way also uses Google Analytics, a web analytics service provided by Google, Inc. (“Google”) to understand how visitors engage with our website and so we can improve it. You can view Google’s Privacy Policyand find out how you can opt out of Google Analytics via your browser.
Principles
We will handle your personal data in accordance with the principles set out in UCL’s General Privacy Notice.
https://www.ucl.ac.uk/legal-services/privacy/general-privacy-notice
“Principles”
How we will protect information about you
We do our utmost to protect your privacy. Data Protection Legislation obliges us to follow security procedures regarding the storage and disclosure of personal information in order to avoid unauthorized loss or access. As such we have implemented industry-standard security systems and procedures to protect information from unauthorized disclosure, misuse or destruction. We have established procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
Data Retention
We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.
Your rights
Under certain circumstances, you may have the following rights in relation to your personal data:
Right 1: A right to access personal data held by us about you.
Right 2: A right to require us to rectify any inaccurate personal data held by us about you.
Right 3: A right to require us to erase personal data held by us about you. This right will only apply where, for example, we no longer need to use the personal data to achieve the purpose we collected it for; or where you withdraw your consent if we are using your personal data based on your consent; or where you object to the way we process your data (in line with Right 6 below).
Right 4:A right to restrict our processing of personal data held by us about you. This right will only apply where, for example, you dispute the accuracy of the personal data held by us; or where you would have the right to require us to erase the personal data but would prefer that our processing is restricted instead; or where we no longer need to use the personal data to achieve the purpose we collected it for, but we require the data for the purposes of dealing with legal claims.
Right 5: A right to receive personal data, which you have provided to us, in a structured, commonly used and machine readable format. You also have the right to require us to transfer this personal data to another organization.
Right 6: A right to object to our processing of personal data held by us about you.
Right 7: A right to withdraw your consent, where we are relying on it to use your personal data.
Right 8: A right to ask us not to use information about you in a way that allows computers to make decisions about you and ask us to stop.
If you wish to exercise any of these rights, please contact the UCL Head of Service with responsibility for the 20 Bedford Way operation, michael.walker@ucl.ac.uk, +44 (0) 207 612 6404, who will liaise with the UCL Data Protection Officer on your behalf.
Other websites and the scope of the this Local Privacy Notice
The 20 Bedford Way website may contains links to and from the websites of third parties. This privacy notice applies to the UCL website only so if you follow a link to other websites please note that these websites will have their own privacy policies and that we do not accept responsibility or liability for these policies. Please check these policies before you submit any personal data to these third party websites
Changes to this Local Privacy Notice
Our Local Privacy Notice may be updated from time to time. Any updates will appear on the 20 Bedford Way webpage.
How to contact us
You can contact 20 Bedford Way by telephoning us on
+44 (0) 207 612 6143
+44 (0) 207 612 6404
+44 (0) 207 911 5546
Or in writing at
20 Bedford Way
UCL Institute of Education
20 Bedford Way
London WC1H 0AL
If you have any questions about this local privacy notice please contact the UCL Head of Service with responsibility for the 20 Bedford Way operation, michael.walker@ucl.ac.uk, +44 (0) 207 612 6404, who will liaise with the UCL Data Protection Officer on your behalf.
